Accounting Transactions

DonationsInterdepartmental

Transfers (IDTs)

Accounting Transactions

Expenditure transfers

Accounting Transactions

(A) Expenditure Transfers

(B) Creating New Funds and Organization

(C) Changing Financial Manager

Expenditure transfers

(A)Expenditure Transfers

Expenditure transfer

PurposeTo provide a procedure to request an expenditure transfer from one organization (Budget Unit) to another organization (Budget Unit).

Expenditure transfers are journal entries needed to reclassify expenditures that were recognized and reported correctly per documentation received and on-hand. Financial manager requests an expenditure transfer because the original documentation was submitted under the incorrect fund code and organization code, late awards, over charged expenditures, etc.

Expenditure Transfer

All requests to transfer expenditures from one FOAP to another should be submitted on the Expenditure Transfer Form (ET – BO8000) which can be obtained on the Business Office web page.

Expenditure TransferCont’d

Procedures Form is available at the Business Office web page.

Date – Indicate the date the item first appeared on the computer-generated (Banner Form - FGITRND).

Customer Organization (To) – Enter the fund, organization and account codes to be charged.

Provider Organization (From) – Enter the fund, organization and account codes originally charged.

Description – Provide purchase order number, check number, date of check, vendor name and invoice number.

Explanation Required – Describe why transfer is necessary, i.e., over expenditure, wrong account used, etc.

procedures

Procedures (Cont’d) Amount – Enter the amount to be transferred.

Signature and date to certify acknowledgement between financial managers must be provided.

Submit Expenditure Transfer Form (ET) to the Business Office – General Accounting Department.

Business Office follows accounting guidelines, State comptrollers guidelines, IRS guidelines, grants and contracts guidelines, internal control and professional ethics.

Procedures cont’d

form

Business Office will approve or deny the request to transfer expenditures.

Must provide a fund and organization code. The account code provided can not be a pool number.

Explanation must be provided to determine the approval or denial of an expenditure transfer.

Signatures are required.

PO #, Checks #, Check Date and Vendor Name must be provided; otherwise, form will be returned for completion.

New funds & org

(B)Creating New Funds and Organizations

form

Req

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South Texas College Request to Set Up a New Organization

Purpose: (Please check one)

INSTRUCTION 1005 Agriculture ____ 1010 Arch & Precision Production Trades _____ 1015 Bio. Physical Science, & Sci. Tech _____ 1020 Bus. Mgt., Marketing, & Adm. Svcs. _____ 1025 Career Pilot_____ 1030 Communications _____ 1035 Computer & Information Sciences _____ 1040 Construction Trades _____ 1045 Consumer & Homemaking Education _____ 1050 Engineering _____ 1055 Engineering Related _____ 1060 Eng. Lang. Liter. Phil. & Interdisc _____ 1065 Foreign Languages _____ 1070 Health Occup-Associate Degree Nurs _____ 1075 Health Occup-Dental Hygiene _____ 1080 Health Occup-Other _____ 1085 Health Occup-Respiratory Therapy _____ 1090 Health Occup-Vocational Nursing _____ 1095 Mathematics _____ 1100 Mechanics & Repairers-Automotive _____ 1105 Mechanics & Repairers-Diesel _____ 1110 Mechanics & Repairers-Electronics _____ 1115 Physical Education and Fitness _____ 1120 Protective Svcs and Public Admin _____ 1125 Psychology, Social Sci. and History _____ 1130 Visual & Performing Arts _____ 1135 Non-state funded _____ 1140 Instruction Allocated _____ 1150 Instruction – Other _____

ACADEMIC SUPPORT 4100 Library _____ 4200 Instructional Administration _____ 4300 Faculty Development Leave _____ 4400 Academic Support – Other _____

INSTITUTIONAL SUPPORT 6100 Govt. of the Institution _____ 6200 Executive Direction & Contr _____ 6300 Bus & Fiscal Management _____ 6400 Admin Data Processing _____ 6500 Campus Security _____ 6600 Human Resources _____ 6900 Other Institutional Support _____

PHYSICAL PLANT 7100 Plant Support Services _____ 7200 Building Maintenance _____ 7300 Custodial Services _____ 7400 Grounds Maintenance _____ 7500 Utilities _____ 7600 Physical Plant – Other _____ 7700 Physical Plant – Construction _____

OTHER 2000 Research _____ 3000 Public Service _____ 5000 Student Services _____ 8000 Scholarships _____ 9000 Auxiliary Services _____ 9850 Agency Accounts _____ _____________________________________________ _____________________ Requested by (Print Name) Date _____________________________________________ _____________________ Financial Manager (Signature) Date _____________________________________________ _____________________ Vice President (Signature) Date =========================================================================================== Business Office Use Only

Fund Code: ______ Fund Type _____ Predecessor Fund Code_______________ Program Code ____________ Processed by Business Office:________________________________________ Date:_______________ Business Office 03/2010 BO-4910

ORGANIZATION NAME :_______________________________________ ORG CODE: ______________ EFFECTIVE DATE:___________ (BUSINESS OFFICE USE ONLY)

ORGANIZATION PURPOSE:_________________________________________________________________________________________________________

FINANCIAL MANAGER:_______________________________________ JOB TITLE:__________________________________________

DIVISION/DEPARTMENT:______________________________________ TELEPHONE:___________________ E-MAIL:______________

VICE PRESIDENT:_____________________________________________

Fund codeR

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` South Texas College Request to Set Up a Fund Code

Please check one. Restricted Fund: _____ Auxiliary Fund:_____ Loan Fund:_____ Agency Fund:_____ Unexpended Fund:_____ Renewal and Replacement Fund:_____ I nvestment in Plant Fund:_____ Retirement of I ndebtedness Fund:_____

Purpose: 1000 I nstruction ______ 7000 Operation & Maint – Plant _____

2000 Research ______ 8000 Scholarships ______ 3000 Public Service______ 9000 Auxiliary Enterprises ______

4000 Academic Support_____ 9994 Non Mandatory Transfers______ 5000 Student Services______ 9995 Mandatory Transfers_______ 6000 I nstitutional Support______ Comments:______________________________________________________________________ ______________________________________________________________________________

Contact Person:______________________________ Telephone: _______________ _________________________________________ __________________________ Requested by (Print Name) Date _________________________________________ __________________________ Financial Manager (Signature) Date

_________________________________________ __________________________ Vice President (Signature) Date +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Business Offi ce Use Only

Responsible Person:_______________________________________________ Fund Type:_____ Predecessor Fund:_________ Organization Code:____________ Program Code_______

_________________________________________ _________________________________

Processed by Business Offi ce Date

Business Offi ce Rev. 03/ 2010 BO-4900

Fund Name:____________________________________ *Fund Code:________________ Eff ec t ive Dat e:____________ (Business Offi ce Use Onl y) Fund Pur pose:____________________________________________________________________________________________ F inanc ial Manager :__________________________________________ Division/ Depar t ment :___________________ Tel ephone:____________________ E-mail :______________________ Vice Pr esident :___________________________

(C)CHANGING FINANCIAL

MANAGERS

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South Texas College

REQUEST TO CHANGE FINANCIAL MANAGERS

FUND / ORGANIZATION NAME FUND/ORG CODE PRIOR FINANCIAL MANAGER NEW FINANCIAL MANAGER

J USTIFICATION:

****Information required from New Financial Manager****

Employee ID Number:___________________________________________ Title:__________________________________________________

Division/Department:____________________________________________ Vice President:___________________________________________

Telephone Number:_____________________________________________ E-mail address:___________________________________________

Requested by (Print Name) Date

New Financial Manager (Signature) Date

President (Signature) Date Processed by Business Office Date

INTERDEPARTMENTAL TRANSFERS

(IDTs)

WHAT IS THE PURPOSE OF AN IDT?

The Interdepartmental Transfer (IDT) form should be used only between College departments when a department providing services (provider) needs to bill the department receiving the services or materials (customer).

These IDT forms are used by the Business Office as journal entries (IDT transactions) between the provider department and the customer department to record services or materials provided.

WHAT IS THE PURPOSE OF AN IDT?(continued)

The provider department is responsible for following up on unpaid journal entries (IDT transactions).

The provider and customer departments are responsible for keeping copies of all IDT forms submitted and reconciling them against their departmental monthly transaction reports.

There are four types of IDTs:• Expenditure• Revenue• Food Service• Student Organization Food Service

Expenditure IDTsExamples: Xerox Copies (copier), Business Cards, Letterhead Paper & Envelopes, Postage,

Name Plates, Exxon Card (Fuel)

Provider departmentprepares and completesIDT form after good(s) and/or service(s) are

provided toCustomer Department.

Department providing

services is to obtain

IDT form from STCBusiness Office

web page.(BO-5300)

Provider Department Must Provide on IDT Form:

• Description of good(s) and service(s)• Proper justification of IDT• Type of services / goods provided• PO # where goods were paid from• Price, Invoice #, Vendor Name• Include back up documentation• Total amounts• Signatures/approvals by FM• Provider FOAP Codes

(Fund, Organization, Account, and Program Code) • Customer FOAP Codes

(Fund, Organization, Account, and Program Code)

Provider Dept. mustthen route IDT to

Customer Dept. forFinancial Manager

signatures/approvals.

Customer Departmentsubmits IDT form toBusiness Office –

GeneralAccounting within

3 daysthat goods/services

werereceived and provided.

PROCESS

EXPENDITURE IDT FORM

BO-5300

Revenue IDTsExamples: Conference Registration Fees

Provider departmentprepares and completes

IDT form at least three (3)days before conference is

held, and submits toCustomer Department.

Department providingservices is to obtainIDT form from STC

Business Officeweb page.

(BO-5320)

Provider Department Must Provideon IDT Form:

• Name of Conference to be held• Justification of IDT• Date, time, and place• Name of employee(s) attending

event/conference• Registration fee per employee• Total amounts• Signatures/approvals by

Financial Manager• Backup documentation

(ex. flyer of event, brochure)• Provider FOAP Codes

(Fund, Organization, Account, and Program Code)

• Customer FOAP(Fund, Organization, Account, and Program Code)

Provider Dept. mustthen route IDT to

Customer Dept. forFinancial Manager

signatures/approvals.

Customer Departmentsubmits IDT form to

Business Office GeneralAccounting within 3 days

before conference isheld.

PROCESS

REVENUE IDT FORM

BO-5320

Food Service IDTs - Quotes

The Food Service Dept. prepares a Food Quote Form by providing the following information:• Contact person• Invoice number• Event date & time• Event Place• Menu – in detail• Cost of meal(s)

The Customer Department(the one needing services)

emails Patrick Woodin atFood Service Dept. torequest a Food Quote(phwoodin@south...) The Customer

DepartmentMUST complete the

purpose and

justificationand

then return FoodQuote to the Food

Service Department.

The Food Service Dept. emails Food Quoteto Customer Dept.

After completed FoodQuote is ACCEPTED,

the Food Service Dept.will EMAIL Food Quote

to Business Office.

Business Office willAPPROVE the

Purpose & Justification

By returning the completed Food Quote form to Food Service Dept.

it implies ACCEPTANCE to perform the stated

services.

If there are problems with the Justificationand Purpose, Business Office will inform all

Departments involved via email. In addition, Allowable Expenditures Procedures for

Food Purchases are available (see JAGNET employee)

PROCESS

Food Service IDTs

The Customer Department providesthe following information on the IDT:

• Department• Contact Person• Phone & Fax Number• Event Name• Justification AND Purpose• Event Date, Time & Location

The Customer Departmentprepares the IDT within

three (3) days of servicesrendered.

(Form BO-5310)

The Customer Department MUST

also provide thefollowing information

on the IDT:• Fund Code• Organization Code• Account Code• Program Code• Invoice Number• Total Amounts• Attach Original

Food Quote

The VP-FAS Office submitsoriginal IDT and Food Quote to the Cafeteria

Director for approval thenIDT is forwarded to the

Business OfficeGeneral Accounting

for recording.

The Customer Department FinancialManager approves IDT, then the

IDT and Food Quote are forwarded to the Vice-President

for FAS Office for invoice numberand logging.

PROCESS (cont’d)

Food Service IDTs (Cont’d)

Justification:

1. Must clearly state why the attendees are required to attend.2. Why it is impractical for attendees to obtain the meal on their own time.3. Explanation of why such services must be provided and why event must be held.

Example:Meeting to discuss possible partnerships for students articulation agreements between STC and Texas A&M College of Nursing.

Incorrect Justification Example:To provide breakfast…, to provide lunch for employees…, etc.

Food Service IDTs (Cont’d)Purpose:

1. Purpose must clearly state how meeting/event is beneficial to the individual.2. Purpose must also clearly state how meeting/event is beneficial to the college.

Example:Faculty/Staff will be obtaining a certificate on Managing Conflict in the Workplace (Training).

NOTE:• The justification and purpose cannot be the same explanation.• The purpose or justification cannot be to provide meals or refreshments

to the employees, students and/or guests attending the meeting/event.

Other information that must be included with the IDT is:• A formal written agenda identifying the topics to be discussed.• A listing of the attendees and their respective department.• The expected total cost of the meal.

(Cont’d)

FOOD PURCHASES

With the exception of food purchased for travel, educational or laboratory purposes, the only funds which may be expended for food and/or beverages shall be from the Auxiliary Fund (ex. A50007 – I&SP Focus Group).

Expenditures of these funds for such purposes must serve a legitimate public purpose or further the educational function of the College.

Expense must be kept to a minimum.

Preference must be given to College services.

FOOD SERVICE IDTs

(Cont’d)

UNALLOWABLE FOOD PURCHASES:

• Food celebrating employees personal events.(e.g. birthdays, weddings, graduations, showers, welcome/farewell parties)

• Non college-wide meals or refreshments for holiday celebrations.(e.g. Thanksgiving, Christmas)

• Meals or refreshments for department/division parties or entertainment.

• Meals or refreshments for department/division employee appreciation events.

Further information can be located in the Business Office website under:

Procedures & Forms –AA/FM Roundup – Allowable Expenditureshttp://finance.southtexascollege.edu/businessoffice/aa_roundup.html

FOOD SERVICE IDTs

FOOD SERVICE IDT FORM

BO-5310

(Cont’d)

FOOD SERVICE FOOD QUOTE

FOOD SERVICE IDTs

Example of detailedagenda attached with IDT. Also haslisting of attendees.

STUDENT ORGANIZATION FOOD SERVICE IDT FORM

BO-5330

DO’S

• Food Services• Fuel Expenses• Printing Services• Postage / Overnight Mail• Equipment Use (copier

machines)• Revenue for In-House

Conferences (ex. Bi-National Innovation

Conference)

DONT’S

• Budget Transfers(use Budget Transfers Form)

• Correction of an Error(Memo for Journal Entry)

• To Make a Profit• To Increase Budget• Expenditure Transfers

between Organizations (use Expenditure Transfer Form)

Uses For Interdepartmental Transfer Form (IDTs)

Donations

Policy #5910 Acceptance of Gifts and Bequests

The College may accept gifts and bequests of land, facilities, items of personal property such as books, equipment, training aids, money, stocks and bonds which may be converted into money, materials, or other items of value which may aid in the accomplishments of the mission of the College. Items received must have a current or foreseeable future use. The operation and maintenance cost for the gifts must be within current budgeted funds.

Policy #5910 Acceptance of Gifts and Bequests

(continued)

The donor of gifts or bequests must specify the use for which the gift or bequest is intended. If the gift or bequest may be used at the discretion of the College for general purposes the donor should so state. Gifts or bequests of personal property such as books, equipment, training aids and livestock with unusual long term restrictions on their future use and ultimate disposition should not be accepted. The validity of donor restrictions will be determined at the lowest level of acceptance authority.

Policy #5910 Acceptance of Gifts and Bequests

(continued)

The President may accept money or negotiable instruments for the establishment of endowment, agency, loan or scholarship funds. A letter of conveyance from the donor must be obtained stating the purpose for which the donation is to be used and in the case of money or negotiable instruments state how the principal and or income from the funds will be used. If unrestricted, it should be so stated.

A copy of the donation agreement or letter will be forwarded to and

be retained on file by the comptroller. Where money or negotiable instruments are donated, notification of such funds will be forwarded to the comptroller for investments and administration. A permanent reference file of all such agreements and conveyances will be maintained in the designated office.

Procedures for Accepting Donations

1. The following forms must be completed by the department accepting the donation(s) :

Departmental Accounting Report of Donation Form (BO-1500).

Donation Disclosure Statement Form (BO-3900).

Acknowledgment Letter (Thank-You letter to donor, prepared by department receiving donation).

2. All forms must be forwarded to the Office of the President. The President will sign Departmental Accounting Report of Donations form (BO-1500) and acknowledgement letter, and send forms back to the department.

Procedures for Accepting Donations(continued)

5. The department receiving donation(s) mails out original disclosure statement form (BO-3900).

6. The Office of the President mails out the acknowledgement letter (thank-you letter) to the donor.

7. The original Report of Donations form (BO-1500) and copies of Disclosure Statement and acknowledgment letter are sent to the business office for recording.

8. Copies are to be maintained by department accepting donation and the Office of the President.

Procedures for Tagging A Donated Item

1. The Business Office receives the Report of Donations Form (BO1500) signed by both the Financial Manager and President, along with backup documentation of the donated item.

2. Once the donation is reviewed and recorded in Banner, the Business Office will submit a copy of the signed form (BO1500) with backup to Shipping and Receiving.

3. Shipping and Receiving will then schedule accordingly to tag the donated item.

Note: All capital items (value over $5,000 will be tagged by Shipping & Receiving.

Examples of Donated Items Tagged:• Furniture• Computers & Computer Equipment• Artwork• Vehicles & Related Equipment

Donation Forms

The two donation forms (BO-1500, BO-3900) are located in the business office website under business office forms.:

BO-1500 - Departmental Accounting Report of Donations

http://finance.southtexascollege.edu/businessoffice/forms/bo1500.xls

BO-3900 - Donation Disclosure Statement

http://finance.southtexascollege.edu/businessoffice/forms/bo3900.doc

Form BO-1500Departmental Accounting Report of Donations

Form BO-3900Donation Disclosure Statement

Thank You Letter

Fiscal Tips

 Submit completed documentation no later

than Friday, September 18, 2015.

ContactAlma Church, Accounting Group Manager Email: achurch@southtexascollege.eduPhone: (956) 872-4616

Alex Cespedes, Accountant Email: acespedes_5228@southtexascollege.eduPhone: (956) 872-4665

Anabel Garza, Accounting AssistantEmail: magarza1@southtexascollege.eduPhone: (956) 872-4662

Questions?