Accounting
Transactions
Accounting Transactions
(A) Expenditure Transfers
(B) Creating New Funds and
Organization
(C) Changing Financial Manager
Expenditure transfers
(A)
Expenditure Transfers
Expenditure transfers
Expenditure Transfer
 Purpose
To provide a procedure to request an expenditure transfer
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
Cont’d
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.
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).
procedures
 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 (Cont’d)
P
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c
e
d
u
r
e
s
c
o
n
t
’
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.
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.
PO #, Checks #, Check Date
and Vendor Name must be
provided; otherwise, form
will be returned for
completion.
Explanation must be
provided to determine the
approval or denial of an
expenditure transfer.
form
Signatures are required.
(B)
Creating New Funds
and Organizations
New funds & org
South Texas College
Request to Set Up a New Organization
ORGANIZATION NAME :_______________________________________ ORG CODE: ______________ EFFECTIVE DATE:___________
Request to Set Up a New
Organization
(BUSINESS OFFICE USE ONLY)
ORGANIZATION
PURPOSE:_________________________________________________________________________________________________________
FINANCIAL MANAGER:_______________________________________ JOB TITLE:__________________________________________
DIVISION/DEPARTMENT:______________________________________ TELEPHONE:___________________ E-MAIL:______________
VICE PRESIDENT:_____________________________________________
Purpose: (Please check one)
1005 Agriculture ____
1015 Bio. Physical Science, & Sci. Tech _____
1025 Career Pilot_____
1035 Computer & Information Sciences _____
1045 Consumer & Homemaking Education _____
1055 Engineering Related _____
1065 Foreign Languages _____
1075 Health Occup-Dental Hygiene _____
1085 Health Occup-Respiratory Therapy _____
1095 Mathematics _____
1105 Mechanics & Repairers-Diesel _____
1115 Physical Education and Fitness _____
1125 Psychology, Social Sci. and History _____
1135 Non-state funded _____
1150 Instruction – Other _____
4100 Library _____
4300 Faculty Development Leave _____
6100 Govt. of the Institution _____
6300 Bus & Fiscal Management _____
6500 Campus Security _____
6900 Other Institutional Support _____
7100 Plant Support Services _____
7300 Custodial Services _____
7500 Utilities _____
7700 Physical Plant – Construction _____
2000 Research _____
5000 Student Services _____
9000 Auxiliary Services _____
form
INSTRUCTION
1010 Arch & Precision Production Trades _____
1020 Bus. Mgt., Marketing, & Adm. Svcs. _____
1030 Communications _____
1040 Construction Trades _____
1050 Engineering _____
1060 Eng. Lang. Liter. Phil. & Interdisc _____
1070 Health Occup-Associate Degree Nurs _____
1080 Health Occup-Other _____
1090 Health Occup-Vocational Nursing _____
1100 Mechanics & Repairers-Automotive _____
1110 Mechanics & Repairers-Electronics _____
1120 Protective Svcs and Public Admin _____
1130 Visual & Performing Arts _____
1140 Instruction Allocated _____
ACADEMIC SUPPORT
4200 Instructional Administration _____
4400 Academic Support – Other _____
INSTITUTIONAL SUPPORT
6200 Executive Direction & Contr _____
6400 Admin Data Processing _____
6600 Human Resources _____
PHYSICAL PLANT
7200 Building Maintenance _____
7400 Grounds Maintenance _____
7600 Physical Plant – Other _____
OTHER
3000 Public Service _____
8000 Scholarships _____
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:________________________________________
Business Office
03/2010
BO-4910
Date:_______________
South Texas College
`
Request to Set Up a Fund Code
Fund Name:____________________________________ *Fund Code:________________ Effective Date:____________
(Business Office Use Only)
Request to Set Up a
Fund Code
Fund
Purpose:____________________________________________________________________________________________
Financial Manager:__________________________________________ Division/Department:___________________
Telephone:____________________ E-mail:______________________ Vice President:___________________________
Please check one.
Restricted Fund: _____
Agency Fund:_____
Investment in Plant Fund:_____
Purpose:
Auxiliary Fund:_____
Loan Fund:_____
Unexpended Fund:_____
Renewal and Replacement Fund:_____
Retirement of Indebtedness Fund:_____
1000 Instruction ______
2000 Research ______
3000 Public Service______
4000 Academic Support_____
5000 Student Services______
6000 Institutional Support______
7000
8000
9000
9994
9995
Operation & Maint – Plant _____
Scholarships ______
Auxiliary Enterprises ______
Non Mandatory Transfers______
Mandatory Transfers_______
Comments:______________________________________________________________________
______________________________________________________________________________
Contact Person:______________________________
Telephone: _______________
_________________________________________
Requested by (Print Name)
__________________________
Date
_________________________________________
Fund
Financial Manager (Signature)
code
__________________________
Date
_________________________________________
Vice President (Signature)
__________________________
Date
+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Business Office Use Only
Responsible Person:_______________________________________________
Fund Type:_____ Predecessor Fund:_________ Organization Code:____________ Program Code_______
_________________________________________
_________________________________
Processed by Business Office
Date
Business Office
Rev. 03/2010
BO-4900
(C)
CHANGING FINANCIAL
MANAGERS
South Texas College
REQUEST TO CHANGE FINANCIAL MANAGERS
Request to Change
Financial Managers
FUND / ORGANIZATION NAME
FUND/ORG CODE
PRIOR FINANCIAL MANAGER
NEW FINANCIAL MANAGER
JUSTIFICATION:
****Information required from New Financial Manager****
Employee ID Number:___________________________________________
Title:__________________________________________________
Division/Department:____________________________________________
Vice President:___________________________________________
Telephone Number:_____________________________________________
E-mail address:___________________________________________
Requested by (Print Name)
form
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 IDTs
Examples: Xerox Copies (copier), Business Cards, Letterhead Paper & Envelopes, Postage,
Name Plates, Exxon Card (Fuel)
PROCESS
Department
providing
services is to
obtain
IDT form from STC
Business Office
web page.
Provider department
prepares and completes
IDT form after good(s)
and/or service(s) are
provided to
Customer Department.
(BO-5300)
Customer Department
submits IDT form to
Business Office –
General
Accounting within
3 days
that goods/services
were
received and provided.
Provider Dept. must
then route IDT to
Customer Dept. for
Financial Manager
signatures/approvals.
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)
EXPENDITURE IDT FORM
BO-5300
Revenue IDTs
Examples: Conference Registration Fees
PROCESS
Department providing
services is to obtain
IDT form from STC
Business Office
web page.
(BO-5320)
Customer Department
submits IDT form to
Business Office General
Accounting within 3 days
before conference is
held.
Provider department
prepares and completes
IDT form at least three (3)
days before conference is
held, and submits to
Customer Department.
Provider Department Must Provide
on IDT Form:
•
•
•
•
•
•
•
Provider Dept. must
then route IDT to
Customer Dept. for
Financial Manager
signatures/approvals.
•
•
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
)
REVENUE IDT FORM
BO-5320
Food Service IDTs - Quotes
PROCESS
The Customer Department
(the one needing services)
emails Patrick Woodin at
Food Service Dept. to
request a Food Quote
(phwoodin@south...)
After completed Food
Quote is ACCEPTED,
the Food Service Dept.
will EMAIL Food Quote
to Business Office.
Business Office will
APPROVE the
Purpose & Justification
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)
By returning the completed Food
Quote form to Food Service Dept.
it implies ACCEPTANCE
to perform the stated
services.
The Food Service Dept.
emails Food Quote
to Customer Dept.
The Customer
Department
MUST complete the
purpose
and
justification
and
then return Food
Quote to the Food
Service Department.
If there are problems with the Justification
and Purpose, Business Office will inform all
Departments involved via email.
In addition, Allowable Expenditures Procedures for
Food Purchases are available (see JAGNET employee)
Food Service IDTs
PROCESS
The Customer Department
prepares the IDT within
three (3) days of services
rendered.
(Form BO-5310)
The VP-FAS Office submits
original IDT and Food
Quote to the Cafeteria
Director for approval then
IDT is forwarded to the
Business Office
General Accounting
for recording.
(cont’d)
The Customer Department provides
the following information on the IDT:
•
Department
•
Contact Person
•
Phone & Fax Number
•
Event Name
•
Justification AND Purpose
•
Event Date, Time & Location
The Customer Department Financial
Manager approves IDT, then the
IDT and Food Quote are
forwarded to the Vice-President
for FAS Office for invoice number
and logging.
•
•
•
•
•
•
•
The Customer
Department MUST
also provide the
following information
on the IDT:
Fund Code
Organization Code
Account Code
Program Code
Invoice Number
Total Amounts
Attach Original
Food Quote
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
Purpose:
(Cont’d)
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.
FOOD SERVICE IDTs
(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
Expenditures
http://finance.southtexascollege.edu/businessoffice/aa_roundup.html
FOOD SERVICE IDT FORM
(Cont’d)
BO-5310
FOOD SERVICE FOOD QUOTE
FOOD SERVICE IDTs
Example of detailed
agenda attached with
IDT. Also has
listing of attendees.
STUDENT ORGANIZATION
FOOD SERVICE IDT FORM
BO-5330
Uses For Interdepartmental
Transfer Form (IDTs)
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)
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-1500
Departmental Accounting Report of
Donations
Form BO-3900
Donation Disclosure Statement
Thank You Letter
Date (ex. September 1, 2015)
Name of Company/Donor
Name of Donor’s Contact
Address
City, State, Zip Code
Dear Name of Company and/or Donor(s):
On behalf of South Texas College I would like to thank you for your generous donation of
description of donation received. Your commitment to help our students and assist on the
development for a better quality of life in our community is sincerely appreciated.
The goal of South Texas College is to continue making a difference in our communities. With the
help of donations from supporters such as you, we will continue to see improvements in their lives.
Please keep the attached Donation and the Donation Disclosure Statement for your records.
If you have any questions please do not hesitate to contact name of employee/financial manager
receiving donation, title of employee at employee’s work phone number.
Thank you again for your generous support of our efforts to changing lives and communities.
Warmest regards,
________________________________
Shirley A. Reed, M.B.A., Ed. D.
President
Fiscal Tips
Submit completed documentation no later than Friday,
September 18, 2015.
Contact
Alma Church, Accounting Group Manager
Email:
Phone: (956) 872-4616
Alex Cespedes, Accountant
Email:
Phone: (956) 872-4665
Anabel Garza, Accounting Assistant
Email:
Phone: (956) 872-4662
Questions?