Introduction To Trust Fund/Special
Projects Management
Laleh Graylee
Cecilia Patz
Financial Services
Division of Administration & Finance
© 2008 California State University, Fullerton
Agenda
1. CSU Funds Categories & Types
2. Characteristics of Trust Funds/Projects
3. Process of creating new Special Trust Fund
Projects.
4. Required roles and responsibilities related to
the on-going account management of Trust.
CSU Fund Categories & Types
Authority
Section 89721 of the Education Code & Executive Order 1000
Fund Types
1.
Enterprise Funds
2.
Internal Service Funds
3.
Investment Trust Funds
4.
Private Purpose Trust Funds
5.
Agency Funds
Characteristics of Trust Funds
1.
Sources of Trust Fund/Special Projects
•
Federal Trust Funds
•
Self Supporting Operations Trust
•
Special Projects/Other Trust
2.
Unique CMS Fund Code
3.
Beginning & End Dates
4.
Interest Allocation
5.
Management Fee
Sources of Funds/Deposits
Type
Federal Trust Fund
Example
Scholarships and loan programs
Advance Payments under Federal Contracts or
Grants
Self Supporting
Funds/Specific Programs
Fees and other revenues from instructionally
related activities (IRA).
Fees for Parking, Health Facilities or Health
Services, and for Extension Programs, Special
Sessions, and other self-supporting Instructional
Programs.
Lottery Fund
Special Projects/Other Trust
Gifts, bequests, donations, etc.
Fees and charges for optional use of Services,
Materials or Facilities
Money received for research, workshops,
conferences, institutes, and special projects
List of Trust Funds By Department
Creating New Trust Projects

Required Forms
 Trust Fund Agreement/Trust Fund Annual Budget

Management Approvals



Division Head/Project Coordinator
AVP of Finance or University Controller
Department’s Financial Management Responsibility
Required Forms
 Trust Fund Agreement Form
Ongoing Account Management
For Trust/Special Projects
• Trust Agreement Renewals
– Annual Deadline – May 1st
• Reporting & Inquiry
– Budget Allocation
– Expenditure Tracking & Reconciliations
• Year End Closing and Carry-Forward Fund Balances
• Closing Existing CMS Trust Funds
Chart of Accounts & Definition of Cost Center
Review From Account Management Workshop
• Chart of Accounts
–
What is a Chartfield String?
–
–
–
Differences Between Various Types of Chart Fields
Organizational Structure
Department Tree Structure
Chart of Accounts
Review From Account Management Workshop
 Chartfields
– Account (6 characters numeric)
– Fund (5 characters alphanumeric)
– Department ID (5 characters numeric)
– Program (4 numeric)
– Class (5 alphanumeric)
– Project (8 numeric)
Chartfield String
Chartfield String = Account + Fund + Department + Program + Class + Project
Differences Between Various Chart Fields
• Mandatory chartfields
– Account (6 characters numeric)
– Fund (5 characters alphanumeric)
– Department ID (5 characters numeric)
• Optional chartfields
– Program (4 numeric) – Leave Blank
– Class (5 alphanumeric) – Extension of Dept
– Project (8 numeric)
Departmental Financial Management Responsibility:
Balancing at Department + CMS Fund
Accounting Entries & Adjustments
Review From Account Management Workshop
Accounting Process
– Requesting New/Existing Funds/Accounts/Projects
– Expenditure Adjustments/Corrections/Transfers
– Recharges
Reporting Tools
Accessing Financial Information
– Reporting Tools
• Monthly Standard Reports
Monthly Standard Reports
CMS Training Documentation and Tutorials
http://www.fullerton.edu/cms/Training/docs/finance.html
List of Distributed Reports
–
–
–
–
Budget Balance Available Report
Requisitions/P.O. Report
Expenditure Summary & Detail
Open Commitments
Access to Distributed Reports
Portal Log In
e-Content Tab
Access to Distributed Reports
Distributed Reports
Select Report
Encumbrance/Expenditure Report
Sort: By Fund
Select Report
Expenditure Summary Report
Sort: By Fund
Select Report
Budget Balance Available Report
Sort: By Fund
Budget Balance Available Report – Revenue & Expense
Reference
• Website address for Trust Agreement
http://finance.fullerton.edu/Controller/Accounting/TrustFunds.aspx
Questions & Answers
Contact Information
– Felicity Tan (ftan@fullerton.edu)
Thank You!