Mary Hoffman

WSU ACCOUNTING

• Accounting systems reflect an entity’s reporting needs.

• WSU required to report back to funders.

• Accounting system designed to capture revenue and expenses according to funding source

FUND ACCOUNTING

FUND ACCOUNTING

• Account numbers consist of a fund, subfund, program, budget, project.

•001-01-09A-4101-0001

• Found on BALANCES on 15A screen

•

EXAMPLES OF FUND/SUBFUND TYPES

• 001 – General Fund

• 143 - Federal Appropriations

• 145 – Grants and Contracts

• 001-01 Salaries and Expenses

• 143-24 Smith Lever

• 145-01 Federal Grants

What is a Program?

• The various operating functions within the University (e.g., instruction, administration, and plant operation)

• The 3rd set of numbers/letters in an account code• Fund-subfund-program-budget-project 148-01-09A-4100-4101

PROGRAM TYPES

• APPROPRIATED FUNDS• 01A THRU 10Z

• SPONSORED PROJECTS• 11A THRU 14Z

• OTHER ENTEPRISES• 15A THRU 15Z

• ASSOCIATED STUDENTS• 16A THRU 16Z

• DEVELOPMENT FUNDS• 17A

• AGENCY ACCOUNTS• 17C

• SERVICE FUNDS• 19

• COMPUTING SERVICES• 19B

REVENUE DEPOSITS/TRANSFERS

• Revenue must be deposited into appropriate fund and sub-fund.

• Revenue transfers: Fund and Sub-fund must be the same

• Can sometimes move funds between programs

EXPENDITURE TRANSFERS

• Provide more flexibility

• Has same net effect on account

• Can transfer expenses between accounts regardless of fund-subfund or program Expense must benefit project in proportion to

amount being transferred

APPROPRIATED FUNDSPrograms 01A – 10Z

APPROPRIATED FUNDS

• State appropriations

• Federal appropriations

• Some service centers

• Some conference accounts

REVENUE ON APPROPRIATED FUNDS

• Salaries and operations from State and Smith –Lever

ALLOWABLE PURCHASES

• Goods and services which are necessary for completion of official university duties.

Job related supplies, services and equipment, special protective clothing, uniforms, travel, relocation costs.

Special Licenses, documents etc. which are required to complete job IF not notified of the need for such documents prior to hiring.Special driver licenses, passports, ID

cards

UNALLOWABLE PURCHASES Any purchase not for official WSU business

• Grocery items, flowers, coffee makers, alcoholic beverages

Transactions which result in economic benefit to a state employee.

Purchases for the employee’s personal use.

SPONSORED PROJECTSPrograms 11A – 14Z

PROGRAMS 11A – 14Z

• Program 11 – Federal Research

• Program 12 – Federal Other

• Program 13 – Non-federal Research

• Program 14 – Non-federal “other”

• Letter following number represents specific agency

FEDERAL VS. NON-FEDERAL

• Federal awards have volumes of rules and regulations that are applied to program income and expenses.

• Non-federal awards – usually all contained in award document; sometimes complex, sometimes a brief memo

• Use federal rules and regs as guidelines, work with BFO if falls outside

EXPENDITURES ON SPONSORED PROJECTS

• Should conform to budget submitted to sponsor

• Within scope of project

• Direct costs

• Facilities and Administrative costs

CREATING FLEXIBILITY

KNOW YOUR SPONSOR

GET IT IN THE PROPOSAL

Service CentersPrograms 07M or 15_

SERVICE CENTER

• Any University operation that charges for goods, services and/or equipment.

• Two main types at WSU:

Recharge

“Other” Enterprises

SERVICE CENTER EXPENDITURES

• Allowable expenditures same as programs 01A thru 10Z

• Available funds should be first used to pay expenses defined in budget provided in application.

• Salaries, wages, benefits for service center personnel

• Goods and services related to activity• Equipment depreciation

• Balances can be used to support other programs in area.

WORKSHOP AND CONFERENCE ACCOUNTSPrograms 09G and 14_

EXPENDITURES ON WORKSHOP/CONFERENCE ACCOUNTS

• Available funds should be first used to pay expenses defined in budget provided in application.

• Salaries for conference facilitators, administrators

• Goods and services related to conference including food, alcohol, items for personal use (t-shirts)

• Balances can be used to support other programs in area. Conference account balances moved to consolidation account.