Miscellaneous Accounting Topics
Kelly Cox, Accounting
Chancellor’s Office
Year-End Legal Training
April 17, 2014
Topics
•
•
•
•
•
CSU 101 – General Accounting
Year End Check Points
SRB Legal Reporting prepare for GAAP
Interagency Transaction (ITT) Report
Year-End Deadlines
April 2014
Year-End Legal Training
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CSU Accounting Basic
CSU 101
April 2014
Year-End Legal Training
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CSU 101: Accounting
Reporting Hierarchy
GAAP
Legal
Campus
April 2014
Year-End Legal Training
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CSU 101: Accounting
Transaction Flow
Req
Req
PO
PO
Voucher
Voucher
Campus
Voucher
Check
Check
Claim
Check
Cash Receipt
Journal
CO-FIRMS
CO-FIRMS
Check
Receiving Receiving Receiving Receiving
Asset
Legal
GAAP
April 2014
Asset
Asset
Asset
CO-FIRMS CO_FIRMS CO_FIRMS CO-FIRMS
SCO
SCO
SCO
SCO
SCO
SCO
GAAP
GAAP
GAAP
GAAP
GAAP
GAAP
Year-End Legal Training
Transaction Flow
Claim
Voucher Invoice/Bill
5
CSU 101: Accounting
Reporting Chartfields
Campus
Legal
GAAP
Fund = Campus Fund =48501
Fund = Campus Fund =48501
Fund = Net Asset Category 881
DeptID = Campus Dept =1081
DeptID = Campus Dept =
DeptID = Not applicable
Account = Campus Account =
660090
Account = Campus Account=
660090
Account = Natural Classification
722004
Program = Campus Program
Program = Derived NACUBO =
0104
Program = Derived Prog Group =01
Project = Campus Project
Project = Campus Project
Project = Not applicable
Class = Campus Class =
08101
Class = Campus Class= 08101
Class = Derived CSU Fund 485
April 2014
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CSU 101: Accounting
Statement of Net Position
Assets and Liabilities
are based on the GAAP
natural classification
attributes on the CFS
account chartfield the
campus BU
Net Position balances
are based on the CFS
fund chartfield from
the campus BU
April 2014
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CSU 101: Accounting
Stmt of Revenue, Expense and Changes of Net Position
Revenues are
based on the
natural
classification on
the CFS Account
Chartfield
Expenses are
based on the
NACUBO
program group
on the program
derivation or
Dept ID
April 2014
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CSU 101: Accounting
Transaction Flow
Req
Req
PO
PO
Voucher
Voucher
Campus
Voucher
Check
Check
Claim
Check
Cash Receipt
Journal
CO-FIRMS
CO-FIRMS
Check
Receiving Receiving Receiving Receiving
Asset
Legal
April 2014
Asset
Asset
Asset
CO-FIRMS CO_FIRMS CO_FIRMS CO-FIRMS
SCO
SCO
SCO
SCO
SCO
SCO
GAAP
GAAP
GAAP
GAAP
GAAP
GAAP
Year-End Legal Training
Transaction Flow
Claim
Voucher Invoice/Bill
9
CSU 101: Accounting
Accounts Receivable
• Per ICSUAM 3130.01, campuses must centralize
their AR to ensure that monies owed to the
University are accurately accounted for.
• Therefore, all AR due to the university must be
recorded in the GL to comply with the collection
efforts at least by year end.
• For example, Debt 103004 Operating AR and
Credit Operating Revenue (580090)
• Legal Manual Chapter 28: Accounts Receivable
April 2014
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CSU 101: Accounting
AR Allowance
• GASB 33 & 34, requires that the projected loss of
uncollectible AR be reported as contra-revenue
rather than as expense
• The only exception is when the receivable is
created through a non-revenue transaction.
• Legal Manual Chapter 28: Accounts Receivable
April 2014
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CSU 101: Accounting
AR Allowance
• Contra Object Codes
Object
Code
Description
501400
Allowance for Doubtful Higher Education Tuition & Fees
502400
Allowance for Doubtful Continuing Education Fees
504400
Allowance for Doubtful Sales & Services of Auxiliary
Enterprises
504401
Allowance for Doubtful Health Facilities/Campus Union
Fees
580400
Allowance for Doubtful Sales & Services of Educational
Activities
580410
Allowance for Doubtful Other Operating Revenues
April 2014
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Accounts Receivable
Object Code Relationships
Revenue
Accounts Receivable
Collected in
Advance
Expense
103001
205002
Allowance
Uncollectible
Accounts
104001
505110/505201
103002
205002
104002
Revenue-Other (Governmental
Funds)
580013
103003
205001
104003
Operating Revenue
580090
103004
205090
104004
580X94/95/96
103004
205090
104004
501XXX
103004
205090
104004
Dishonored Checks
-
103005
-
104005
Cash Shortages
-
103006
-
104006
Revenue (Non-Operating)
580093
103007
205090
104007
Interfund Interest Revenue
580X12
103008
250004
104008
103009
-
104009
507002
(interest Only)
109001
-
104015
Construction Loans
-
109002
-
104004
Loans - NonCurrent
-
109004
-
104009
Interfund Const Loans
Receivable
-
109006
-
104017
Inter-fund Loan
-
109009
-
104004
5XXXXX
13XXXX
205090
104004
FOC Title
Abatement
Reimbursement
Cost Recovery
Student Fees
Loans - Current
Student Loans Receivable
Due from Other Funds
April 2014
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CSU 101: Accounting
Allocation Order vs. Cash Posting Order
• Allocation Orders (AO) are used to provide
BUDGET to appropriated funds (General Fund and
Higher Education Capital Outlay funds)
• Recorded only in the BUDGET ledger
• Issued by Systemwide Budget office
• Cash Posting Orders (CPO) are used to provide
CASH to Trust funds.
• Recorded only in the ACTUALs ledger
• Issued by Systemwide Accounting Office
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CSU 101: Accounting
Allocation Order vs. Cash Posting Order
• To request a CPO access the CSYOU.calstate.edu website
or https://csyou.calstate.edu/Tools/Financial/cpo
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CSU 101: Accounting
Cash Posting Order
• To request a CPO access the CSYOU.calstate.edu website
or https://csyou.calstate.edu/Tools/Financial/cpo
• For question contact Terri Porter at tporter@calstate.edu or
• (562) 951-4596
• Process Guide is located on the website
April 2014
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CSU 101: Accounting
CSYOU Coded Memos
• Accounting Department Notice of Accounting
Transaction (ADNOAT): https://csyou.calstate.edu/DivisionsOrgs/bus-fin/Financial-Services/accounting/CodedMemos/codedmemosaccounting/Forms/adnoat.aspx
• Transaction Oriented Documents
• Accounting Department Coded Memos :
https://csyou.calstate.edu/Policies/Coded%20Memos/Forms/accountingdepartment.aspx
• Accounting Instruction Documents
April 2014
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Scholarships Awards
• A number of Scholarship CPOs have been
issued this year which require other campuses to
be involved in the disbursement process.
1. Awardee is determined by the receiving
campus, then the cost is also associate with the
campus
•
BUT if the…
2. Awardee is determined by the remitting
campus, then the cost is associate with the
remitting campus and it must be accounted and
reported on the following slide.
April 2014
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Scholarship Award
• Scenario #1 – The receiving campus determined
the beneficiary; therefore the receiving campus
also records the scholarship expense.
• The campus is to record it to 431: Campus
Scholarships and Grants-Restricted as a revenue
• Dr. 101100- 431& Cr.503XXX- 431
• Upon Issuing the Scholarship
• Dr. 609005-431 & Cr. 101100-431
• **Remitting campus GAAP elimination is need at
the campus not systemwide**
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Scholarship Award
• Scenario #2: Remitting campus determines the
beneficiary then the receiving campus is acting
as an agent.
• Receiving campus is to record it to CSU Fund
436: Agency Fund-Miscellaneous Financial Aid
and Other Agency
• Dr. 101100-436 & Cr.206701-436
• Upon Issuing the Scholarship
• Dr. 206701-436 & Cr. 101100-436
• **No campus nor Systemwide GAAP elimination
is need**
April 2014
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Sponsored Programs
FIRMS Object Codes
Object
Code
Object Name
REVISED DEFINITIONS
To record scholarship expenditures subject to the Facilities and Administrative
(F&A) or indirect cost calculation when the recipient has been determined by the
remitting entity. The receiving entity is acting as an agent and is to record the
scholarship as an agency transaction in CSU fund 436 to issue to the beneficiary.
624001
SP-Scholarshipsw/F&A
624002
SP-ScholarshipsNO/F&A
Same definition as 624001 except it is for “…scholarship expenditures excluded
from the Facilities and Administrative (F&A) or indirect cost calculation.”
624101
SP-InteragencyScholarships-w/F&A
To record interagency sponsored programs expenditures subject to the Facilities
and Administrative (F&A) or indirect cost calculation ONLY when the recipient will
be determined by the receiving campus. The receiving campus is to record the
scholarship to 609005 in CSU fund 431 when issuing the scholarship to beneficiary.
The remitting campus' grant revenue (503XXX) and scholarship (624101) is to be
eliminated in GAAP.
624102
SP-InteragencySame definition as 624101 except it is for “…scholarship expenditures excluded
Scholarships-NO/F&A from the Facilities and Administrative (F&A) or indirect cost calculation.”
April 2014
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Special Initiative Grants in 485
• Campuses must record Special Initiative grants
consistently across the CSU
• Special Initiative Grants include:
1. CSU Program for Educational and Research in
Biotechnology
2. Council on Ocean Affairs, Science and Technology
3. Agricultural Research Initiative
4. Water Resources and Policy Initiative
• Funding comes via SWAT
April 2014
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Special Initiative Grants in 485
FNAT
Key
Project
Code
Program
130357
COAST
Council on Ocean Affairs, Science and Technology
130358
00ARI
Agricultural Research Initiative
130359
WR&PI
Water Resources and Policy Initiative
130361
CPERB
CSU Program for Educational and Research in
Biotechnology
• Chapter 14: CSU Fund 485 in the 2014 Legal Manual
April 2014
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Special Initiative Grants in 485
• Processing Special Initiative grant expenditures:
• For student grants, utilization of the CFS Student
Financials System item types should be set up to
use CSU fund 485.
• For all other Special Initiative grant expenditures,
campuses should utilize the appropriate object
code for the expense.
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CSU Accounting
YEAR END CHECK POINTS
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Year End Check Point
General Fund “Spend Down”
• Centralized Payroll Adjustments (CPA)
• 1/12 of the total GF appropriation
• General Fund SWAP with SWIFT Dollars
• CPO= Actuals ledger CSU fund 485
• AO = Budget ledger in State fund 0001
• Both to 690003: GF Payroll Allocation/Expenditure
• Full expended by 6/30, if not contact the CO!
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Year End Check Point
Activity Period 20XX07 Adjustment
Record the revenue
in the proper CSU
fund instead of 485
to minimize the need
for activity period
20XX07 adjustment
at year-end.
Operating
Fund
GF Payroll Adjustment/Exp
Student Tuition and Fee
Mgmt Fee from Aux
Mgmt Fee from 0948
Mgmt Fee from non-0948
Cost Recovery from 0948
Cost Recovery from non-0948
Cost Recovery from Aux Org
Cost Recovery from 3rd Party
485
<690003>
<501xxx>
Capital
Project
Mgmt
Cost
recovery
Campus
Cost
recovery
Aux or
3rd party
542
543
544
<580095>
<580094>
<580096>
<580094>
<580096>
<580095>
<580090>
• Legal Manual: Chapter 14:
485 CSU Operating Fund
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Year End Check Point
CSU Consolidated Investments
• Appropriate balances are in 0948 funds only.
• Bank Statements can be picked up by the 5th
business day. Check the “Vincent” server.
• Accrue Q4 Investments in GAAP not Legal
• There is never a Legal entry for Unrealized
Gains/losses; not even in Q1
Chapter 34: Banking and Investments
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Year End Check Point
Early Start Program Reimbursement
• The Early Start Program was developed to better
prepare students in math and English
• Campuses are to waive student tuition fee based
on financial need and set up AR in 131481
• See chapter 6 for Item Type set up
• IMPORTANT! Email Demetrice Hall at dhall@calstate.edu
with the amounts by CSU Fund by noon on 7/2/2014.
• Note: For the CO only, record the campus’ payable to
• dr. 107090: Other prepaid expenses & cr. 231XXX
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Year End Check Point
Early Start Program Reimbursement
• Prior to reimbursement, campus must reconcile the GL to
enrollment reports.
• Reimbursement is not based on the GL balance in
131481.
• Reimbursement is based on the enrollment reports
submitted to Director for Student Financial Aid Services
and Programs
• Contact Dean Kulju, Director for Student Financial Aid
Services and Programs, at (562) 951-4737.
• Legal Manual Chapter 6: 44X CE Funds
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Year End Check Point
Interagency Year-End Accruals
• Every attempt should be made to request a CPO to
collect reimbursements, allocate funds, etc. by June 18th.
• However, if needed Interagency Transactions are due to
the CO by end of business day on Tuesday, July 1st and
will be included in the FIRMS edit in the appropriate due
to/from object codes and CSU Funds.
Legal Manual Chapter 29 – Misc. Accounting
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Year End Check Point
Interagency Year-End Accruals
• Transactions received on July 2nd until Legal submission
are to be recorded as follows:
• The campus issuing the AR is to record 103004: AR-Operating
Revenue and the remitting campus is to record 201001: AP –
Other
• Issuing campus MUST email the related campus or CO
• IMPORTANT! It will not be included within the FIRMS edit.
• Systemwide legal and GAAP adjustments are required for these
entries. Therefore, the campus issuing the AR must email
FSSR@calstate.edu Systemwide Financial Reporting the back
up and accounting entries by July 15th.
• These transactions will NOT be included in TM1 Footnote 4.1: AR
from CO nor Footnote 17: AP to CO
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Year End Check Point
Year-End Reserve Entry
• The entire fund balance of the CSU Operating
Fund (CSU Fund 485) and Continuing Education
(CSU Fund 44X) must be reserved at year end.
• Must reconcile its reserve entries with the CSU
Fund equity.
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Year End Check Point
Year-End Reserve Entry (CSU Fund 485)
At a minimum campus should use:
1.
2.
3.
4.
Fund Balance-Undesignated/Unallocated: 304015
Designated for Outstanding Commitments: 304016
Designated for Encumbrance: 304018
Offset for Reserves/Fund Balance: 304099
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Year End Check Point
Year-End Reserve Entry (CSU Fund 441)
CSU Fund 441: TF – CERF - Operations
1.
2.
3.
4.
5.
6.
7.
8.
Designated for Maximum Carryforward Allowance (304022)
Designated for CE/EE Campus Partners (304023):
Designated for Outstanding Commitments (304016)
Designated for Encumbrances (304018): POs
Designated for Equipment Acquisition (304011):
Designated for Program Development (304012):
Designated for Future Debt Service (304013):
Designated for Facilities Maintenance and Repairs
(304014): minor facilities maintenance and repair costs
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Year End Check Point
Year End Reserve Entry (CSU Fund 442)
CSU Fund 442: CE- Construction- Restricted, External
Sources
1.
2.
3.
4.
5.
Capital Improvement/Construction (304010):
Equipment Acquisition (304011):
Facilities Maintenance and Repairs (304014):
Outstanding Commitments (304016):
Encumbrance (304018):
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Year End Check Point
Year End Reserve Entry (CSU Fund 443)
CSU Fund 443: CE - Maintenance & Repair/ Internally
Designated Capital Project
1. Reserve for Capital Improvement/Construction
(304010):
2. Equipment Acquisition (304011):
3. Facilities Maintenance and Repairs (304014): major
facilities maintenance and repair costs.
4. Outstanding Commitments (304016):
5. Encumbrance (304018):
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Year End Check Point
Year-End Reserve Entry (CSU Fund 444)
These can be recorded in CSU Fund 444.
-only if your campus has implemented CSU Fund 444.
1.
2.
3.
4.
5.
6.
7.
Designated for Maximum Carryforward Allowance (304022)
Designated for CE/EE Campus Partners (304023):
Equipment Acquisition (304011):
Program Development (304012):
Encumbrance (304018):
Outstanding Commitments (304016).
Campus Partners (304023):
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Legal Preparation for
GAAP SRB Financials
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SRB Legal Preparing for GAAP
• CSU Fund Integrity is critical!!
• Make sure your data is properly recorded by CSU
Fund.
• Shared costs should be record as an expense,
not as transfers.
• Example, CSU Fund A & B build a lab. Fund A and
B should both be on the PO as split funding.
• CSU Fund B SHOULD NOT transfer cash to Fund
A to reimburse them.
• Why? Fund B (SRB Fund) would be masked by a
transfer
April 2014
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SRB Legal Preparing for GAAP
CSU Fund 537 requires a you review few entries
before you close:
1. If the fund is in cash deficit, record a Due to/from
(230XXX) loan with another CSU fund to clear the deficit.
2. If there are pending centrally paid direct and indirect
costs that haven’t been passed on to the Auxiliary,
process AR/BI to establish an AR (103001) before you
close.
Legal Manual: Chapter 10 Auxiliary Organization
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Capital Leases Activity
• Upon receipt of lease payments from the
auxiliary organization, record the principal and
interest to:
• 580098- Auxiliary Program Lease Principal
Payment
• 508092- Auxiliary Program Lease Interest
Payment
• Both in CSU Fund 537 only. (FNAT #128893
project code SRB00)
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Capital Leases and Loan Activity
• Upon receipt of loan payments from the auxiliary
organization, record the principal and interest to:
• 250002- Uncleared Collections
• Both in CSU Fund 537 only.
April 2014
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2014 Change in SRB Lease Interest
Income
• Reclassify Auxiliary Lease earnings previously recorded
to 508090…
• To 508092: Auxiliary Program Lease Interest Payment
**PLEASE RECLASSIFY** BY 6/30/2014
Legal Manual: Chapter 10 Auxiliary Organization
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ITT
(INTERAGENCY
TRANSACTION TABLE)
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ITT (INTERAGENCY TRANSACTION TABLE)
• Interagency Transactions involving two or more
campuses
• Each Transactions needs to be recorded accurately
to ensure proper elimination for the purposes of
State Legal and GAAP reporting
• The CSU has developed the Interagency transaction
report (aka AP/AR Report) to assist in the review of
these transactions
• It is published on or before the 1st workday of each
month.
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ITT (INTERAGENCY TRANSACTION TABLE)
• The “Report”
• SCO/CSU Fund, Object Code, Date, Reference,
Description, CO Contact and Amount.
• Distributed via ADNOAT
• Location: http://www.calstate.edu/sfo/cp2/campus.shtml
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ITT (INTERAGENCY TRANSACTION TABLE)
• The “Edit” – A FIRMS edits exists to assist in the
validation
• Balance sheet Object Codes are “warnings”
during the 1st, 2nd and 3rd quarters but errors
during the 4th quarter
• Income statement Object Codes are “errors” for
all quarters
• “Errors” must be resolved by the campus before
the CO can accept the FIRMS submission
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ITT (INTERAGENCY TRANSACTION TABLE)
• Missing record from the FIRMS Table
• Email Lan Luong lluong@calstate.edu or
• (562)951-4142
• Missing record in the Campus GL
• Access the “Report” to identify the missing
transaction
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ITT (INTERAGENCY TRANSACTION TABLE)
• Why do we have problems?
• Timing: The CO must be recorded by the 4th
business day
• How do we know if it is…
• Between two Campus but not the CO?
• the campus CSU fund? Please help…
• What can we do?
• Email Lan Luong lluong@calstate.edu or
• (562) 951-4142
• Email “CO Contact” on the transaction report
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Deadlines
Campus Deliverables:
• Last day for requesting CPOs
June 18 – Contact Demetrice Hall
• Last day to Request Interagency Transactions July 1
– Contact Alice Kim
•
•
Email akim@calstate.edu
Includes Early Start Program AR
• SCO Pay tape to be posted to the GL
•
July 2
– Contact Alice Kim
July 3
July 3
July 7
July 7
– Contact Demetrice Hall
– Contact Lan Luong
– Contact Colleen Zenger
– Contact Lan Luong
Required for IDL/NDI Reimbursement
CO Deliverables:
• Last day for the CO to issue CPOs
• Interagency Transaction Report
• Bank of CSU Statement
• Fund Balance Clearing (FBC) ADNOAT Issued
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CHANCELLOR'S OFFICE
ACCOUNTING CONTACTS
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Capital Projects/ SRB Accounting
SCO / CSU Fund
CO Contact
​Terri Williams, Manager
(562) 951-4386​
tmwilliams@calstate.edu
​Bill Pittman
(562) 951-4612
bpittman@calstate.edu
Higher Education & Dorm
Construction Fund
Angie Renaud
(562) 951-4613
arenaud@calstate.edu
Dorm Construction Fund
​Alyssa Kanzaki
(562) 951-4399
akanzaki@calstate.edu
SRB Financial Reporting
and Special Projects
Dago Escobedo
(562) 951-4561
descobedo@calstate.edu
SRB Debt Service Systemwide Revenue Bond
Funds (State Univ Trust)
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CO General Accounting
CO Contact
Contact Info
Responsibilities
Demetrice Hall, Manager
(562) 951-4209
dhall@calstate.edu
​June Cacho
(562) 951-4654
jcacho@calstate.edu
Trust, General Fund, Monthly
Payroll PFA & Refunds to Reverted
Appropriation
​Abigail Herrera
(562) 951-4536
aherrera@calstate.edu
CO Accounts Receivable
​Terri Porter
(562) 951-4596
tporter@calstate.edu
Cash Posting Orders
Alice Burton
(562) 951-4561
aburton@calstate.edu
CO Cashier & Chancellor’s Doc
Incentive Program (CDIP Loan
Program)
Silvia Aguilar
(562) 951-4616
saguilar@calstate.edu
Systemwide Lottery and Cont
Education
April 2014
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CSU Risk Mgmt Authority Accounting
CO Contact
Contact Info
Responsibilities
Alice Kim, Manager
(562) 951-4627
akim@calstate.edu
Raquel Fabian
(562) 951-4621
Accounts Receivable, CPO and
Accounts Payable
​Mandy Wong
(562) 951-4578
mwong@calstate.edu
Financial Reporting
April 2014
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CO Financial Reporting
CO Contact
Contact Info
Responsibilities
Alice Kim, Manager
(562) 951-4627
akim@calstate.edu
Cindy Gong
(562) 951-4542
Cgong@calstate.edu
CSU Institute
CO Fixed Assets
Rima Tan
(562) 951-4629
rtan@calstate.edu
CO Financial Analyst
Lan Luong
(562) 951- 4630
lluong@calstate.edu
Interagency Transaction Table
& FBC publications
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www.calstate.edu
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