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Management and Use of University Funds

From Appalachian State University Policy Manual

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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 Office Organization

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:

4.1.1 State Funds Accounting

  1. Accounts Payable
  2. Payroll
  3. General Ledger Accounting and Budget Reporting
  4. Current Operation Fund (Academic)
  5. Student Auxiliaries (Auxiliary)
  6. Institutional Auxiliaries (Trust Funds)
  7. Debt Retirement Funds

4.1.2 Special Funds Accounting

  1. Contracts and Grants Accounting
  2. Capital Improvement Funds
  3. Special Funds

4.1.3 Student Accounts

  1. Cashier's Office
  2. Student Accounts Receivable
  3. Loans and Scholarships

Location - The Controller's Office is located in the Business Affairs Annex Building on the State Farm Road.

Assistance - If your specific question is not answered in this section of the Policy Manual, contact the Controller's Office at 262-2110.

4.2 Budget Office

4.2.1 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.

4.2.2 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.

4.2.3 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 Policy Manual, contact the Budget Office at (828) 262-6432. Organizational Chart - Business Affairs

Vice Chancellor for Business Affairs
Adminstrative Assistant
Administration Physical Operations Auxillary Operations New River Light & Power Public Safety/University Police
Controller's Office Design and Construction Bookstore Accounting and Finance Traffic Control
Administrative Support Services Plant Engineering Food Service Customer Service Investigations
University Budget Plant Maintenance Suprvision Engineering and Operations
Systems Water Plant Construction and Maintenance
Administrative Services Comuter Aided Drawing
Motor Pool Information Specialist

Organizational Chart

Budget Office
Vice Chancellor for Business Affairs
Associate Vice Chancellor for Administration
Budget Office

4.3 Description of Functional Areas

4.3.1 State Funds Accounting The character and purpose of State Funds Accounting can best be explained by the following statements of its particular objectives, functions, and responsibilities:

  1. Checks and reviews all procurements to insure that correct code numbers are used, that there is adequate budget amounts, and proper authorization.
  2. Reviews and pays all purchase orders, invoices, travel advances and reimbursements, and memo requests for payment as accurately and expediently as possible.
  3. Prepares and pays sales tax reports for all University reporting units.
  4. Prepares voucher registers and posts all accounting data from voucher registers, receipts journal, adjustments journals and registrations.
  5. Transmits all accounting data to the Computer Center for processing.
  6. Prepares and distributes monthly budget and accounting reports to the Division of State Budget.
  7. Prepares and distributes monthly budget and accounting reports to all University departments.
  8. Prepares and distributes the University payrolls.
  9. 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.
  10. Provides assistance and guidance in accounting matters for all University areas. Distributes travel reimbursement and advance travel checks.

4.3.2 Special Funding Accounts 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.

4.3.3 Special Grants Accounts 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.

4.3.4 Consolidated Funds 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.

4.3.5 Department of Education Funded Grants 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.

4.3.6 Health and Human Services Funded Grants 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.

4.3.7 Appalachian State University Endowment Fund 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.

4.3.8 Advanced Tuition Deposit 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.

4.3.9 Capital Improvements 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. 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.

4.3.10 Student Accounts The Student Accounts Section consists of the Cashier's Office and the Loans and Scholarships section.

4.3.11 Cashier's Office

  1. 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.
  2. 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.
  3. Student and faculty/staff accounts receivable for all charges other than Loans and Scholarships are maintained in this office.

4.3.12 Loans and Scholarships Section

  1. 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.
  2. 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.
  3. This section is responsible for all activities involved in issuing checks and ultimately collecting repayments.

4.4 Description of Budget Function

4.4.1 The character and purpose of Budget Administration can be explained by the following statements of its objectives and functions:

  1. Coordinate and prepare the biennial Continuation Budget and Expansion Budget.
  2. Prepare quarterly allotments for the expenditure/receipt of State Funds and submit to the Office of State Budget and Management.
  3. Prepare Quarterly Cash Requirement Worksheets and submit to the State Controller's Office.
  4. Work with all divisions of the University to distribute and maintain their budgets.
  5. Monitor departmental budgets to prevent over spending.
  6. Notify departments of any over expended/over encumbered budget pools/objects within their departmental account.
  7. Process all internal budget adjustments and flexibility budget revisions and maintain the Online Budget Transfer System.
  8. Prepare budget revisions for approval by the Office of State Budget and Management.
  9. Maintain the University (Payroll) Position Management System to monitor lapsed salaries and Salary reserves.
  10. 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.
  11. Administer State Information Processing Services (SIPS) Resource Access Control (RACF) Security.
  12. Establish new departmental accounts as required.
  13. Maintain the database of organizational structure for various reporting.

5 Additional References

6 Authority

7 Contact Information

8 Original Effective Date

9 Revision Dates