Accounting Transactions
(A)Creating New Funds and Organization
(B) Changing Financial Manager
Expenditure transfers
New funds & org
Organization Code & Fund Code
The College maintains and prepares its financial statements in accordance
with Financial Accounting and Reporting Manual (FARM) and Natinoal
Association of College and University Business Officers NACUBO.
 Organization Code
Describes/Identifies
 Fund Code
Describes/Identifies
 Program categories
 Functional categories
 Purpose
 Purpose
 Revenue/Expenditures
 Revenue/Expenditures
 Hierarchy-Chart of
accounts
 Hierarchy-Chart of
accounts
 Division/Department
 Division/Department
 Financial
Manager/Approvals
 Financial
Manager/Approvals
South Texas College
Request to Set Up a New Organization
ORGANIZATION NAME :_______________________________________ ORG CODE: ______________ EFFECTIVE DATE:___________
(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 _____
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)
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
Request to Change
Financial
Managers
South Texas College
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
Acceptance of Gifts and Bequests
Policy #5910
The Acceptance of Gifts and Bequest Policy was:
 Enacted on November 9, 1995.
 Amended on November 19, 1998
 A copy is available at the South Texas College website
under the Policy Manual on the Office of the President
site.
http://admin.southtexascollege.edu/president/policies/i
ndex.html
 Policy applies to items of value which may aid in the
accomplishment of the mission of the College.
Acceptance of Gifts and Bequests
Policy #5910
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.
Acceptance of Gifts and Bequests
Policy #5910
(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.
Acceptance of Gifts and Bequests
Policy #5910
(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.
3. The President will sign Departmental Accounting Report of
Donations form (BO-1500) and
4. Acknowledgement letter, and send forms back to the department.
Procedures for Accepting Donations
(continued)
5. The department receiving donation(s)
disclosure statement form (BO-3900).
mails
out
original
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
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End of Year Request
Please submit completed documentation no later than
Friday, September 18, 2015.
Contacts
Alma Church, Accounting Group Manager
Email:
Phone: (956) 872-4616
Anabel Garza, Accounting Assistant
Email:
Phone: (956) 872-4662
Donations to Student Organizations
 Any type of Donations to Student Organizations (SO)
need to contact the Student Activities Department for
guidance.
 The disclosure of the College’s Federal Identification
Number (FID) is limited to the College’s mission.
 Student Organizations are recognized as an Agency
Fund.
 With the assistance and approval of the Student
Activities Department, the SO may acquire a FID by
contacting the State Comptroller’s Office and the
Internal Revenue Service (IRS) to acquire an exempt
status.
Questions?