General Purpose Funds. May 2012
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1 General Purpose Funds May 2012
2 Objectives Define General Purpose Funds Explain reporting requirements Identify rules that apply to General Purpose Funds
3 General Purpose Funds Consist of: State Appropriations Local Collections (Tuition & Fees) Investment Income General University Contingency Funds Administrative Service Charge Funding Facilities & Administrative revenue (Indirect Cost Recovery
4 ABOR Reporting Requirements ASU is required to report to ABOR the revenue and expenses related to General Purpose Funds. To facilitate this reporting to ABOR all departmental accounts receiving General Purpose Funds must be set up in a General Purpose Fund Account.
5 Accounts and Funds Every account (agency/org) in Advantage is tied to a four digit fund code. A set of funds is now defined as General Purpose Funds
6 Identification of General Purpose Funds FUND CODE FUND NAME 1140 Downtown Phoenix Campus State Appropriations 1150 Tempe State Appropriations 1160 Polytechnic State Appropriations 1180 West State Appropriations 5116 Differential Tuition Tempe 5126 Differential Tuition West 5146 Differential Tuition Downtown Phoenix Campus 5166 Differential Tuition Polytechnic Campus 5130 EOSS Student Fees
7 Identification of General Purpose Funds FUND CODE FUND NAME 5134 EOSS Student Fees Downtown Phoenix Campus 5135 EOSS Student Fees West Campus 5137 EOSS Student Fees - Polytechnic 5170 Program Fees Tempe 5171 Program Fees West 5172 Program Fees Downtown Phoenix Campus 5173 Program Fees Polytechnic Campus 5300 Biodesign Institute Start Up 5310 Academic Start Up Tempe (Engineering & Liberal Arts)
8 Identification of General Purpose Funds FUND CODE FUND NAME 5440 VPREA Programs and Support Tempe 5441 VPREA Prg/Sup-Conversion Clearing 5442 VPREA Tempe Research Incentive (IIA) 5443 VPREA West Research Incentive (IIA) 5444 VPREA Poly Research Incentive(IIA) 5445 VPREA DPC Research Incentive(IIA) 5450 Indirect Cost Recovery 5460 VPREA Programs and Support West 5470 VPREA Programs and Support Polytechnic
9 Identification of General Purpose Funds FUND CODE FUND NAME 5480 VPREA Programs and Support Downtown Phoenix Campus 5490 Research Incentive Distribution (RID) Tempe 5491 Research Incentive Distribution (RID) West 5492 Research Incentive Distribution (RID) Polytechnic 5494 Research Incentive Distribution (RID) Downtown Phoenix Campus 5510 Tempe Financial Aid 5520 West Campus Financial Aid 5530 Polytechnic Financial Aid 5540 Downtown Phoenix Campus Financial Aid Set Aside
10 Identification of General Purpose Funds FUND CODE FUND NAME 5820 SIS/HR Implementation Project 5910 Special Class Fees Tempe 5920 Special Class Fees West 5960 Special Class Fees Polytechnic 5940 Special Class Fees Downtown Phoenix Campus ASC Accounts in fund 5110 ASC accounts in fund 5110
11 Attributes of General Purpose Accounts Funding sources are limited to transfer in from General Purpose Accounts. Deposits of other revenue sources are not permitted. Transfer out are limited to other General Purpose Accounts (exceptions to follow) Expense transfers between General Purpose Accounts and non-general purpose accounts are permitted. General Purpose accounts must be budgeted.
12 Exceptions for Debt Service & Plant Project & Cost Share Transfers Transfers out of General Purpose accounts for Debt Service, Plant Projects and Sponsored Cost Share transactions are permitted.
13 Exception for Research Incentive Distribution (RID)Accounts Each college receives its RID distribution in a Dean s Office account currently set up in a General Purpose Fund 5490, Tempe RID 5491, West RID 5492, Polytechnic RID 5493, Downtown Phoenix Campus RID
14 Exceptions for Research Incentive Distribution (RID)Accounts Most colleges make subsequent transfers from their central RID account to individual faculty member s RID accounts. These subsequent transfers are made to Non-General Purpose Accounts.
15 Exceptions for Research Incentive Distribution (RID)Accounts Colleges were given the option of setting up new RID accounts for their faculty in a General Purpose Fund or use their existing accounts and utilize the transfer out code of , RID Transfer Out and transfer in code of RID Transfer In to process the subsequent transfer of RID funding to non-general purpose accounts.
16 General Purpose Funding for Tuition Remission The College Dean s Office currently receives general purpose funds to pay for research/teaching assistants tuition benefit. A new General Purpose account was set up to receive the tuition remission funding.
17 Funding Tuition Remission Accounts - Example College receives their annual funding in their new general purpose account. BB Tuition Remission expenses are incurred in the RA/TA Tuition Remission Accounts BB or BB (non-general purpose accounts) College needs to fund BB51997 for $10,000 and BB51994 for $20,000 of tuition remission expense
18 Expense Transfer to Fund Tuition Remission Accounts BB $30,000 (DR) (BB51001 is the account that received the tuition remission funding from General Purpose Funds) BB $10,000 (CR) BB $20,000 (CR) The new expenditure code RA/TA General Purpose Expense Transfer was set up to facilitate the funding of the tuition remission accounts.
19 Monitoring of Activity in General Purpose Funds Financial Services will monitor the transfers-in and transfers-out of General Purpose Funds to ensure the accounts are operating under the established processes.
20 General Purpose Fund Reference A write up on General Purpose funds may be found on the Financial Services Website:
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