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:[[Business Operations|500 Business Operations]]
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Policy 501
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:: 501 Accounting
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::: [[Introduction|501.1 Introduction]]
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::: [[Budget Administration|501.2 Budget Administration]]
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::: [[Non-Appropriated Budgets|501.3 Non-Appropriated Budgets]]
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::: [[Account Numbers|501.4 Account Numbers]]
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::: [[Accounting Terminology|501.5 Accounting Terminology]]
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::: [[Funds Verification and Encumbrance Control|501.6 Funds Verification and Encumbrance Control]]
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::: [[Budget and Expenditure Reports|501.7 Budget and Expenditure Reports]]
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::: [[Intracampus Billing|501.8 Intra-campus Billing]]
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::: [[Departmental Bookkeeping|501.9 Departmental Bookkeeping]]
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::: [[Contracts for University Services|501.10 Contracts for University Services]]
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::: [[Accounts Receivable Collection|501.11 Accounts Receivable Collection]]
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::: [[Disbursements|501.12 Disbursements]]
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::: [[Procurement Requests for Payments|501.13 Procurement Requests for Payment]]
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::: [[Purchasing Through the University Procurement Request|501.14 Purchasing Through the University Procurement Request]]
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::: [[Check Requests|501.15 Check Requests]]
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::: [[Petty Disbursing Funds Purchases|501.16 Petty Disbursing Funds Purchases]]
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::: [[Backup Withholding Requirements|501.17 Backup Withholding Requirements]]
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::: [[Fund/Organization (ORG) Administration|501.18 Fund/Organization (ORG) Administration]]
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::: [[New Vendors|501.19 New Vendors]]
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::: [[Journal Entry Guidelines|501.20 Journal Entry Guidelines]]
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::: [[Basic Spending Guidelines|501.21 Basic Spending Guidelines]]
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::: [[Fixed Asset System|501.22 Fixed Asset System]]
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== Introduction ==
 
== Introduction ==
  
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Controller's Office
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1.1 The University receives funds from multiple sources. The purpose of this policy is to assist Appalachian State University (“Appalachian”) in defining the acceptable use of funds for operations that support the mission of the University based on the source that the funds were received by the University.
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Responsibilities - The Controller's Office is a division of Business Affairs primarily responsible for the recording, accounting, controlling and reporting of all University financial transactions subject to regulations and procedures established by the North Carolina Department of Administration and the North Carolina State Auditor's Office. All funds for the operation of the University's academic programs and support facilities, student aid programs, student support facilities, grant programs and any other funds directly related to the total mission of the University are administered through this office.
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The Office is organized into three major areas of responsibilities designated: State Funds Accounting, Special Funds Accounting, and Student Accounts. The three major areas are further divided into specific functional sections as outlined below:
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== Scope ==
 +
2.1 This policy is applicable to all sources of funds received and managed by Appalachian, regardless of the original source of funds.
  
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State Funds Accounting
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2.2 This policy is applicable to all sources of funds, including but not limited to state appropriations, student tuition and fees, contracts and grants, sales and services, student financial aid, noncapital gifts, investment income, capital appropriations, and capital gifts.
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Accounts Payable
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Payroll
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General Ledger Accounting and Budget Reporting
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Current Operation Fund (Academic)
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Student Auxiliaries (Auxiliary)
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Institutional Auxiliaries (Trust Funds)
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Debt Retirement Funds
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Special Funds Accounting
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Contracts and Grants Accounting
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Capital Improvement Funds
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Special Funds
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Student Accounts
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Cashier's Office
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Student Accounts Receivable
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Loans and Scholarships
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Location - The Controller's Office is located in the Business Affairs Annex Building on the State Farm Road.
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Assistance - If your specific question is not answered in this section of the RESOURCE MANUAL, contact the Controller's Office at 262-2110.
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== Definitions  ==
 +
=== General Funds ===
 +
Includes all appropriations allocated by the North Carolina General Assembly or received by the University
 +
that are not classified as another fund. Examples of non-general funds include: Endowment Funds
 +
(N.C.G.S. § 116-36), Institutional Trust Funds (N.C.G.S. §116-36.1), Millennial Campus Trust Funds
 +
(N.C.G.S. §116-36.5), Distinguished Professors Endowment Trust Funds (N.C.G.S. §116-41.13), Proceeds
 +
of Bonds (N.C.G.S. §116-41.7), or Special Funds (N.C.G.S. § 116-36.2).
  
 +
=== Endowment Funds ===
 +
Gifts, devises, and any other property that may come to the trustees of the Endowment Fund from the Board
 +
of Governors of the UNC System or from any other source. Endowment funds also include the net proceeds
 +
received from operating electric power plants and distribution systems.
  
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Budget Office
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=== Institutional Trust Funds ===
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Responsibilities - The Budget Office is a division of Business Affairs reporting directly to the Associate Vice Chancellor for Administration. The primary responsibility of the Budget Office is to allocate and monitor all budgeted funds appropriated by the North Carolina General Assembly as directed by the Board of Governor's of the University of North Carolina System. All allocations are subject to mandates, regulations and procedures established by the North Carolina Office of State Budget, Planning and Management in compliance with the State of North Carolina General Statutes, the Office of the President of the University of North Carolina System and the State Controller's Office. Monitoring Auxiliary and Institutional Trust Funds is a secondary responsibility.
+
:'''3.3.1''' Gifts, devises, and bequests not designated to the University’s Endowment Fund, but designated to another University trust fund, as well as other income earned on the investment of Institutional Trust Funds and gifts and grants received for student loans (including federal and state contributions).
  
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Location - The office, consisting of the Budget Director, an accountant and two accounting technicians, is located in the Office of the Vice Chancellor for Business Affairs, third floor, Suite 305, Dougherty Administration Building.
+
:'''3.3.2''' Moneys received by the University from federal contracts, grants, and agreements, including receipts obtained from the sale of surplus federal property that was originally purchased through a federal institutional trust fund.
  
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Assistance - The goal of the Budget Office is to assist all areas of the University in developing a comprehensive spending plan to support the total mission of Appalachian State University. If your specific question is not answered in this section of the RESOURCE MANUAL, contact the Budget Office at (828) 262-6432.
+
:'''3.3.3''' Moneys received by non-federal contracts and grants or not includable in another category, including NC state agencies, political subdivisions of the state, other states and political subdivisions, other nations and political subdivisions, or any private entities where the University undertakes to conduct research, training, or public service programs.
  
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Organizational Chart - Business Affairs
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:'''3.3.4''' Moneys collected by the University to support student extracurricular activities, including receipts from student activity fees established by the Board of Governors for the support of student organizations, student recreational activities, student entertainment, student publications and similar activities. This category does not include receipts related to the University’s Intercollegiate Athletics program.
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Business Affairs Office Organizational Structure
+
  
 +
:'''3.3.5''' Institutional auxiliary enterprises and activities supporting scholarship funds and student activity programs. These are primarily self-supporting operations which exist primarily to furnish goods or services to students, faculty, staff, and other institutional programs. Examples include but are not limited to housing and residence life, food services, laundry services, the University bookstore, central stores (warehouse), motor pool, parking, printing services, utilities systems, athletic and recreation facilities, and other similar operations whose net revenues provide scholarship support or fund specific student activity programs.
  
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Larger version of above
+
:'''3.3.6''' Fees and other payments received for services rendered by medical, dental, or other healthcare professionals under an organized practice plan approved by the University or under a contractual agreement between the University and a hospital or other health care provider.
  
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Organizational Chart - Budget Office
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:'''3.3.7''' Funds received from the disposition or sale of real property under the supervision or control of the University first acquired as a gift, devise, bequest, or purchased from Institutional Trust Funds. This category does not include net proceeds from the sale of property acquired from funds received as a grant from the state or a state agency.
  
 +
:'''3.3.8''' Receipts from the operation and maintenance of institutional forests and farmlands to support related research, teaching, and public service programs.
  
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Larger version of above
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:'''3.3.9''' Moneys received from activities that: (i) serve students or employees of the University or immediate family members or guests of students or employees; (ii) provide University related services or market University related merchandise to alumni of the University and their immediate family members; or (iii) activities that enable individuals to utilize the University’s facilities, equipment, or expertise.
  
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Description of Functional Areas
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:'''3.3.10''' Funds received from the operations of certain programs of the State Education Assistance Authority.
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State Funds Accounting
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The character and purpose of State Funds Accounting can best be explained by the following statements of its particular objectives, functions, and responsibilities:
+
  
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Checks and reviews all procurements to insure that correct code numbers are used, that there is adequate budget amounts, and proper authorization.  
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:'''3.3.11''' Other receipts collected as student fees approved by the Board of Governors. These funds include education and technology fees, debt service fees, and other fees approved by the Board of Governors not listed in another category.
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Reviews and pays all purchase orders, invoices, travel advances and reimbursements, and memo requests for payment as accurately and expediently as possible.  
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Prepares and pays sales tax reports for all University reporting units.
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Prepares voucher registers and posts all accounting data from voucher registers, receipts journal, adjustments journals and registrations.
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Transmits all accounting data to the Computer Center for processing.
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Prepares and distributes monthly budget and accounting reports to the Division of State Budget.  
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Prepares and distributes monthly budget and accounting reports to all University departments.
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Prepares and distributes the University payrolls.
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Prepares and submits all required payroll reports to the Internal Revenue Service, North Carolina Department of Revenue, North Carolina Public Employees Social Security System, and other agencies for which reports are generated from the Payroll System.
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Provides assistance and guidance in accounting matters for all University areas.
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Distributes travel reimbursement and advance travel checks.
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Special Funding Accounts
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The Special Funds Accounting section of the Controller's Office is designed to receive and account for "special" funds coming to the University which are not in direct support of the academic and auxiliary areas. The following is a list of these accounts and their functions. Most of these funds are on deposit with the State Treasurer's Office as University Trust Funds.
+
  
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Special Grants Accounts
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=== Millennial Campus Trust Funds ===
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These accounts are used to receive, disburse and account for all State, local, and private grants, contracts, and special programs operated by the University for the academic areas. It also includes those service awards for the University and regional community.
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Revenues received by the University for rents, leases, charges, fees, and other income derived or in
 +
connection with property, projects, and facilities designated by the Board of Governors as a “Millennial
 +
Campus”.
  
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Consolidated Funds
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=== Distinguished Professors Endowment Trust Funds ===
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These accounts are necessary to account for the miscellaneous activities throughout the University which generate revenue. Some accounts in this category serve as clearing accounts for funds channeled through the University temporarily. A complete accounting system is maintained on each account.
+
Funds received by the University and matched with challenge grants to create endowments for selected
 +
distinguished professors to occupy chairs within the University. The ASU Foundation Inc. solicits and
 +
receives gifts from private sources to provide for matching funds to the trust fund challenge grants for the
 +
establishment of endowments for chairs within the University.
  
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Department of Education Funded Grants
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=== Proceeds of Bonds ===
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This account acts as a clearing account to receive, transfer, and account for all funds coming to the University from the Department of Education. The account receives its funds from the ACH/EFT payment method through the Department of Education Payment Management System.
+
Funds received by the University upon the issuance of debt. Interest earnings from bond or note proceeds
 +
are also deposited to these funds.
  
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Health and Human Services Funded Grants
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=== Special Funds ===
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This account acts as a clearing account to receive, transfer, and account for all funds coming to the University from the Department of Health and Human Services. The account receives its funds through the Department of Health and Human Services centralized Payment Management System.
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3.7.1 Funds received by the University from or for the operation of intercollegiate athletics programs. This
 +
would include sales and services revenue, student fees, and other income used for the operations of the
 +
University’s athletics programs.
  
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Appalachian State University Endowment Fund
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3.7.2 Funds held by the University as a fiscal agent for individual students, faculty, staff, or other
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This account is necessary to account for the funds transferred from the University Bookstore, New River Light and Power Company and Appalachian State University Foundation, Inc., to be used for student scholarships.
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organizations not affiliated directly with the University. These funds are commonly known as “agency”
 +
funds.
  
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Advanced Tuition Deposit
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=== Discretionary Funds ===
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This is a holding account necessary to receive the required deposits for both housing and subsistence from students who plan on entering the University at some future date.
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Unrestricted, undesignated donations made to a University related foundation or component unit. Donorrestricted gifts that allow for discretionary spending. Interest earned on specific types of Institutional Trust
 +
Funds.
  
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Capital Improvements
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== Policy and Procedure Statements  ==
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This account is necessary to account for the funds from State appropriations and other sources for projects designated as a capital improvement or an expansion of the physical plant.
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=== Use of General Funds ===
 +
Expenditures from the General Fund are subject to the State Budget Act and are to be made in accordance with provisions set forth in the State Budget Manual, the UNC Policy Manual, and guidance received from the Office of State Budget and Management (OSBM). Except for amounts allowed to be “carried forward”, General Fund budgets are to be expended or reverted to the State by the end of the fiscal year. Expenditures from the General Fund are also subject to the provisions of Title 01 Chapter 05 of the North Carolina Administrative Code.
  
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Special Funds Accounting is charged with the responsibility for reporting the activity of these funds to the appropriate sources and to help assure that these funds are used in the best interest of the University and within the original intent.
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=== Use of Endowment Funds and Distinguished Professors Endowment Trust Funds ===
 +
Consistent with North Carolina law, the University has established the Board of Trustees of the Endowment Fund of Appalachian State University (“Endowment Fund Board”). Management and expenditure of these funds is governed by an “Investment and Spending Policy” approved and adopted by the Endowment Fund Board in accordance with the board’s by-laws.
  
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Student Accounts
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=== Use of Institutional Trust Funds ===
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The Student Accounts Section consists of the Cashier's Office and the Loans and Scholarships section.
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Expenditures from the University’s Institutional Trust Funds are limited to purposes as defined by the trust fund authority and North Carolina law. Institutional Trust funds are subject to the oversight of the State Auditor (N.C.G.S. § 147-55 et seq.), but are not subject to the State Budget Act or State Budget Manual except for State travel polices, moving expenses, and capital projects authorized and executed in accordance with N.C.G.S. § 143C-8-8 and N.C.G.S. §143C-8-9. No disbursement may be made for a purpose not specified in the appropriate fund authority or contrary to any specific restrictions, terms, or conditions placed on the use of the funds by a third party or legislation. Expenditures from Institutional Trust Funds are subject to the provisions of Title 01 Chapter 05 of the North Carolina Administrative Code.
  
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Cashier's Office
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=== Use of Millennial Campus Trust Funds ===
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The Cashier's Office is responsible for the receipting and depositing of all University related funds. The objective is to insure that monies due to or belonging to the State are received and accounted for in a manner which assures a complete and adequate record of each transaction and assures monetary control over the receiving function.
+
The net proceeds received from Millennial campus activities are to be deposited into a restricted trust fund and may only be used to further the development of the Millennial Campus including its operational development. Millennial campus Trust Funds are exempt from the State Budget Act except for N.C.G.S. §143C-8-1 et seq.
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The operation of the Cashier's Office is designed to aid the University in handling receipts as required by statute and to supply necessary information to the State Treasurer and the State Disbursing Officer.  
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Student and faculty/staff accounts receivable for all charges other than Loans and Scholarships are maintained in this office.
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Loans and Scholarships Section
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This section houses and maintains all fiscal records for the NDEA/NDSL Perkins Fund, Appalachian State University Student Loan Fund, Appalachian State University Scholarship Fund, Appalachian State University Funds on Deposit, College Work Study, PELL, and S.E.O.G. programs.  
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In addition to the normal bookkeeping activities, Loans and Scholarships is responsible for direct contact with students, former aid recipients, collection agency representatives, Department of State Auditors, Department of Justice and program officers for the Department of Health, Education and Welfare.  
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This section is responsible for all activities involved in issuing checks and ultimately collecting repayments.
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Description of Budget Function
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The character and purpose of Budget Administration can be explained by the following statements of its objectives and functions:
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Coordinate and prepare the biennial Continuation Budget and Expansion Budget.  
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=== Use of Proceeds of Bond ===
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Prepare quarterly allotments for the expenditure/receipt of State Funds and submit to the Office of State Budget and Management.  
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Proceeds from the issuance of debt can only be expended as allowed by the bond or note indenture.
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Prepare Quarterly Cash Requirement Worksheets and submit to the State Controller's Office.  
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Work with all divisions of the University to distribute and maintain their budgets.  
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=== Use of Special Funds ===
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Monitor departmental budgets to prevent over spending.
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:'''4.6.1''' Expenditures from intercollegiate athletics funds are subject to the same provisions as the Institutional Trust Funds, except disbursements must also be made in compliance with the National Collegiate Athletic Association’s (NCAA) compliance rules.
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Notify departments of any over expended/over encumbered budget pools/objects within their departmental account.  
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Process all internal budget adjustments and flexibility budget revisions and maintain the Online Budget Transfer System.
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:'''4.6.2''' In general, the University does not set guidelines for the expenditure of agency funds. The following policy statements apply to agency funds:
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Prepare budget revisions for approval by the Office of State Budget and Management.
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(i) a formal approval process to disburse funds must be established, and
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Maintain the University (Payroll) Position Management System to monitor lapsed salaries and Salary reserves.  
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(ii) funds should not be spent for any purpose that may be deemed detrimental to the image of the
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Prepare special reports at the request of the General Administration of the University of North Carolina System, the North Carolina General Assembly-Fiscal Research Office, Office of State Budget and Management and other offices within the University.
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University.
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Administer State Information Processing Services (SIPS) Resource Access Control (RACF) Security.  
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Establish new departmental accounts as required.  
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=== Policy Administration ===
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Maintain the database of organizational structure for various reporting.
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The Vice Chancellor of Finance and Operations (the “Vice Chancellor”) is responsible for the administration of this policy, which includes providing oversight of the Finance and Administration Division of Finance and Operations who has the authority to develop and implement procedures, standards, and guidelines to facilitate the management and use of funds received by Appalachian regardless of the source of funds.
 +
 
 +
=== Administrative Responsibility ===
 +
Appalachian departments, units, and responsible individuals of University funds must ensure that the use of funds complies with all applicable policies and procedures established by the University in order to meet its fiduciary obligations to the State of North Carolina.
 +
 
 +
=== Legal and Regulatory Requirement ===
 +
Administration of this policy and related University procedures shall be consistent with applicable federal and state laws and regulations, and managed in compliance with policies established by the University Of North Carolina Board of Governors.
 +
 
 +
== Additional References ==
 +
:North Carolina State Budget Manual
 +
:UNC Policy Manual 600.2.4
 +
:UNC Business Process Standards General Accounting
 +
:UNC Business Process Standards Contracts and Grants
 +
:UNC Business Process Standards Financial Aid
 +
:Appalachian State University Self-Assessment of Internal Controls Over Financial Reporting
 +
 
 +
== Authority ==
 +
:N.C.G.S. Chapter 143C. State Budget Act
 +
:N.C.G.S. § 116 et seq.
 +
:NC G.S. Chapter 138. Salaries, Fees, and Allowances
 +
:The UNC Policy Manual
 +
 
 +
== Contact Information ==
 +
Office of the Controller - 828.262.2110
 +
 
 +
== Original Effective Date ==
 +
 
 +
March 16, 2021
 +
 
 +
== Revision Dates ==
 +
 
 +
[[Category:Contents]]
 +
[[Category:Business Operations]]
 +
[[Category:Accounting]]

Latest revision as of 18:36, 7 March 2023

Policy 501

1 Introduction

1.1 The University receives funds from multiple sources. The purpose of this policy is to assist Appalachian State University (“Appalachian”) in defining the acceptable use of funds for operations that support the mission of the University based on the source that the funds were received by the University.

2 Scope

2.1 This policy is applicable to all sources of funds received and managed by Appalachian, regardless of the original source of funds.

2.2 This policy is applicable to all sources of funds, including but not limited to state appropriations, student tuition and fees, contracts and grants, sales and services, student financial aid, noncapital gifts, investment income, capital appropriations, and capital gifts.

3 Definitions

3.1 General Funds

Includes all appropriations allocated by the North Carolina General Assembly or received by the University that are not classified as another fund. Examples of non-general funds include: Endowment Funds (N.C.G.S. § 116-36), Institutional Trust Funds (N.C.G.S. §116-36.1), Millennial Campus Trust Funds (N.C.G.S. §116-36.5), Distinguished Professors Endowment Trust Funds (N.C.G.S. §116-41.13), Proceeds of Bonds (N.C.G.S. §116-41.7), or Special Funds (N.C.G.S. § 116-36.2).

3.2 Endowment Funds

Gifts, devises, and any other property that may come to the trustees of the Endowment Fund from the Board of Governors of the UNC System or from any other source. Endowment funds also include the net proceeds received from operating electric power plants and distribution systems.

3.3 Institutional Trust Funds

3.3.1 Gifts, devises, and bequests not designated to the University’s Endowment Fund, but designated to another University trust fund, as well as other income earned on the investment of Institutional Trust Funds and gifts and grants received for student loans (including federal and state contributions).
3.3.2 Moneys received by the University from federal contracts, grants, and agreements, including receipts obtained from the sale of surplus federal property that was originally purchased through a federal institutional trust fund.
3.3.3 Moneys received by non-federal contracts and grants or not includable in another category, including NC state agencies, political subdivisions of the state, other states and political subdivisions, other nations and political subdivisions, or any private entities where the University undertakes to conduct research, training, or public service programs.
3.3.4 Moneys collected by the University to support student extracurricular activities, including receipts from student activity fees established by the Board of Governors for the support of student organizations, student recreational activities, student entertainment, student publications and similar activities. This category does not include receipts related to the University’s Intercollegiate Athletics program.
3.3.5 Institutional auxiliary enterprises and activities supporting scholarship funds and student activity programs. These are primarily self-supporting operations which exist primarily to furnish goods or services to students, faculty, staff, and other institutional programs. Examples include but are not limited to housing and residence life, food services, laundry services, the University bookstore, central stores (warehouse), motor pool, parking, printing services, utilities systems, athletic and recreation facilities, and other similar operations whose net revenues provide scholarship support or fund specific student activity programs.
3.3.6 Fees and other payments received for services rendered by medical, dental, or other healthcare professionals under an organized practice plan approved by the University or under a contractual agreement between the University and a hospital or other health care provider.
3.3.7 Funds received from the disposition or sale of real property under the supervision or control of the University first acquired as a gift, devise, bequest, or purchased from Institutional Trust Funds. This category does not include net proceeds from the sale of property acquired from funds received as a grant from the state or a state agency.
3.3.8 Receipts from the operation and maintenance of institutional forests and farmlands to support related research, teaching, and public service programs.
3.3.9 Moneys received from activities that: (i) serve students or employees of the University or immediate family members or guests of students or employees; (ii) provide University related services or market University related merchandise to alumni of the University and their immediate family members; or (iii) activities that enable individuals to utilize the University’s facilities, equipment, or expertise.
3.3.10 Funds received from the operations of certain programs of the State Education Assistance Authority.
3.3.11 Other receipts collected as student fees approved by the Board of Governors. These funds include education and technology fees, debt service fees, and other fees approved by the Board of Governors not listed in another category.

3.4 Millennial Campus Trust Funds

Revenues received by the University for rents, leases, charges, fees, and other income derived or in connection with property, projects, and facilities designated by the Board of Governors as a “Millennial Campus”.

3.5 Distinguished Professors Endowment Trust Funds

Funds received by the University and matched with challenge grants to create endowments for selected distinguished professors to occupy chairs within the University. The ASU Foundation Inc. solicits and receives gifts from private sources to provide for matching funds to the trust fund challenge grants for the establishment of endowments for chairs within the University.

3.6 Proceeds of Bonds

Funds received by the University upon the issuance of debt. Interest earnings from bond or note proceeds are also deposited to these funds.

3.7 Special Funds

3.7.1 Funds received by the University from or for the operation of intercollegiate athletics programs. This would include sales and services revenue, student fees, and other income used for the operations of the University’s athletics programs.

3.7.2 Funds held by the University as a fiscal agent for individual students, faculty, staff, or other organizations not affiliated directly with the University. These funds are commonly known as “agency” funds.

3.8 Discretionary Funds

Unrestricted, undesignated donations made to a University related foundation or component unit. Donorrestricted gifts that allow for discretionary spending. Interest earned on specific types of Institutional Trust Funds.

4 Policy and Procedure Statements

4.1 Use of General Funds

Expenditures from the General Fund are subject to the State Budget Act and are to be made in accordance with provisions set forth in the State Budget Manual, the UNC Policy Manual, and guidance received from the Office of State Budget and Management (OSBM). Except for amounts allowed to be “carried forward”, General Fund budgets are to be expended or reverted to the State by the end of the fiscal year. Expenditures from the General Fund are also subject to the provisions of Title 01 Chapter 05 of the North Carolina Administrative Code.

4.2 Use of Endowment Funds and Distinguished Professors Endowment Trust Funds

Consistent with North Carolina law, the University has established the Board of Trustees of the Endowment Fund of Appalachian State University (“Endowment Fund Board”). Management and expenditure of these funds is governed by an “Investment and Spending Policy” approved and adopted by the Endowment Fund Board in accordance with the board’s by-laws.

4.3 Use of Institutional Trust Funds

Expenditures from the University’s Institutional Trust Funds are limited to purposes as defined by the trust fund authority and North Carolina law. Institutional Trust funds are subject to the oversight of the State Auditor (N.C.G.S. § 147-55 et seq.), but are not subject to the State Budget Act or State Budget Manual except for State travel polices, moving expenses, and capital projects authorized and executed in accordance with N.C.G.S. § 143C-8-8 and N.C.G.S. §143C-8-9. No disbursement may be made for a purpose not specified in the appropriate fund authority or contrary to any specific restrictions, terms, or conditions placed on the use of the funds by a third party or legislation. Expenditures from Institutional Trust Funds are subject to the provisions of Title 01 Chapter 05 of the North Carolina Administrative Code.

4.4 Use of Millennial Campus Trust Funds

The net proceeds received from Millennial campus activities are to be deposited into a restricted trust fund and may only be used to further the development of the Millennial Campus including its operational development. Millennial campus Trust Funds are exempt from the State Budget Act except for N.C.G.S. §143C-8-1 et seq.

4.5 Use of Proceeds of Bond

Proceeds from the issuance of debt can only be expended as allowed by the bond or note indenture.

4.6 Use of Special Funds

4.6.1 Expenditures from intercollegiate athletics funds are subject to the same provisions as the Institutional Trust Funds, except disbursements must also be made in compliance with the National Collegiate Athletic Association’s (NCAA) compliance rules.
4.6.2 In general, the University does not set guidelines for the expenditure of agency funds. The following policy statements apply to agency funds:

(i) a formal approval process to disburse funds must be established, and (ii) funds should not be spent for any purpose that may be deemed detrimental to the image of the University.

4.7 Policy Administration

The Vice Chancellor of Finance and Operations (the “Vice Chancellor”) is responsible for the administration of this policy, which includes providing oversight of the Finance and Administration Division of Finance and Operations who has the authority to develop and implement procedures, standards, and guidelines to facilitate the management and use of funds received by Appalachian regardless of the source of funds.

4.8 Administrative Responsibility

Appalachian departments, units, and responsible individuals of University funds must ensure that the use of funds complies with all applicable policies and procedures established by the University in order to meet its fiduciary obligations to the State of North Carolina.

4.9 Legal and Regulatory Requirement

Administration of this policy and related University procedures shall be consistent with applicable federal and state laws and regulations, and managed in compliance with policies established by the University Of North Carolina Board of Governors.

5 Additional References

North Carolina State Budget Manual
UNC Policy Manual 600.2.4
UNC Business Process Standards General Accounting
UNC Business Process Standards Contracts and Grants
UNC Business Process Standards Financial Aid
Appalachian State University Self-Assessment of Internal Controls Over Financial Reporting

6 Authority

N.C.G.S. Chapter 143C. State Budget Act
N.C.G.S. § 116 et seq.
NC G.S. Chapter 138. Salaries, Fees, and Allowances
The UNC Policy Manual

7 Contact Information

Office of the Controller - 828.262.2110

8 Original Effective Date

March 16, 2021

9 Revision Dates

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