Miscellaneous General
Accounting Topics
Kelly Cox, Associate Director, Financial Services / Accounting
Lorissa Cheney, Assistant Manager, Financial Service / Accounting
Chancellor’s Office
April 23, 2015
Topics
• Bank of CSU
• Cash Posting Orders (CPO)
• Various Sample Accounting Treatments
•
•
•
•
Activity Period 7 Adjustments
Early Start Waiver
Year-End Deadlines
CO Accounting Contacts
April 2015
Year-End Legal Training
2
Bank of CSU
SWIFT
• Appropriate balances are in 0948 funds only.
• Bank Statements can be picked up by the 3rd business
day. Check the “Vincent” server.
• Accrue June Investments in GAAP not Legal
• There is never a Legal entry for Unrealized
Gains/losses; not even in July
Ref: Legal Manual Chapter 34: Banking and Investments
April 2015
Year-End Legal Training
3
Cash Posting Order
Cash Posting Order
• To request a CPO, access the CSYOU.calstate.edu
website or https://csyou.calstate.edu/Tools/Financial/cpo
• For questions contact Terri Porter at tporter@calstate.edu or
(562) 951-4596
• Process Guide is located on the website
April 2015
Year-End Legal Training
4
Cash Posting Order
Interagency Transactions:
• Outlined by GASB 34
• Reciprocal – Service: Cost Recovery Revenue
• Non-Reciprocal – Reimbursement: Abatement
• Reciprocal – Loan: Balance Sheet
• Non-Reciprocal – Transfer: Transfers in/out
Ref: Legal Manual Chapter 29: Section 3.9
Ref: Legal Manual Chapter 34: Section 3.8
April 2015
Year-End Legal Training
5
Cash Posting Order
Interagency Transaction
Ref: Legal Manual Chapter 29: section 3.9
April 2015
Year-End Legal Training
6
Cash Posting Order
Revenue vs. Abatement
• Cost Recovery Revenue: When a good or service is
provided, the credit should be recorded to the appropriate
Cost Recovery Revenue object code.
• Abatement: Repayment from Fund B for a particular
expense when Fund A initially paid for them, the credit
should be recorded as an Abatement against Fund A’s
original expenditure or prior year expenditure adj.
Ref: Legal Manual Chapter 29 – Section 3.9
April 2015
Year-End Legal Training
7
Cash Posting Order
Registration Fees:
• FIRMS Object Code – 660009 Professional
Development - should be used to pay registration
fees for conferences, workshops, staff training,
and similar events. The former practice of
recording registration fees in FIRMS 660090
Expense-Other was discontinued in October
2014.
Ref: Legal Manual Chapter 29: Section 3.2
April 2015
Year-End Legal Training
8
Special Initiative
Grants
Special Initiative Grants in 485
• Special Initiative Grants are defined as system
grants funded from the CSU Operating fund.
• The cash (fee revenue) set aside to fund these
programs will remain in the CSU Operating Fund
and should be expensed directly from this fund
• i.e. faculty salaries, travel or supplies and
services.
April 2015
Year-End Legal Training
9
Special Initiative
Grants
The 5 Entry types of Special Initiative Grants:
SWAT
Entry
1. Initial systemwide allocation to host campus
Unique
FNAT
CSU
Fund
Debit
Credit
YES
Remitting campus (Systemwide Budget Office)C
No
485 680100
101100
Receiving host campus A,D
Yes
485 101100
506100
Remitting campus C
No
485 506100
101100
Receiving host campus (ex. San Diego)A
Yes
485 101100
506100
Remitting host campus (ex. San Diego)A
Yes
485 506100
101100
Receiving Campus A
Yes
485 101100
506100
2. Reallocation from Campus participant to the
host
3. Transfer fund to campus for awards/grants
(excluding financial aid)
YES
YES
Ref: Legal Manual Chapter 14: Section 3.6
April 2015
Year-End Legal Training
10
Special Initiative
Grants
The 5 Entry types for Special Initiative Grants:
SWAT
Unique
FNAT
CSU
Fund
Debit
Credit
Yes
485
6XXXXX
101100
Remitting host campus (ex. San Diego)A
Yes
485
6XXXXX
101100
Receiving campusC
NO
Various
101100
6XXXXX
Remitting host campus (ex. San Diego)A
Yes
485
609005
101100
Receiving campusC
No
436
101100
206701
No
436
206701
101100
Entry
3a. Expends campus awards/grants
(excluding financial aid)
NO
Receiving Campus
4. Reimbursement of administration
expense
5. Transfer funds to campus financial aid
to issue student awards
(agency Transaction)
5a. Receiving campus issues financial aid
to studentsB
April 2015
NO
NO
NO
Year-End Legal Training
11
Special Initiative
Grants
Special Initiative Grants in 485
• Campuses must record Special Initiative grants
consistently across the CSU
• Not all Special Initiative Grants transactions require a
Unique FNAT
Ref: Legal Manual Chapter 14: Section 3.6
April 2015
Year-End Legal Training
12
Activity Periods 7 Adj
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>
Ref: Legal Manual Chapter
14: CSU Operating Fund
April 2015
Year-End Legal Training
13
Early Start Waiver
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 an AR in 131481
• NEW THIS YEAR! CO will email YOU 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
April 2015
Year-End Legal Training
14
Early Start Waiver
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.
Ref: Legal Manual Chapter 6: Extended Education
April 2015
Year-End Legal Training
15
CO Accounting
Deadlines
Campus Deliverables:
Last day:
Due Date Contact
Submit CPOs Request
June 17
Lorissa Cheney
Request Interagency Transactions
July 1
Lan Luong
SCO Pay tape to be posted to the GL
July 2
Alice Kim
CO Deliverables:
CO to Issue:
Due Date
Contact
ALL CPOs
July 2
Lorissa Cheney
Interagency Transaction Report
July 6
Lan Luong
Bank of CSU Statement
July 6
Colleen Zenger
Fund Balance Clearing (FBC)
July 6
Lan Luong
April 2015
Year-End Legal Training
16
CHANCELLOR'S OFFICE
ACCOUNTING CONTACTS
April 2015
Year-End Legal Training
17
CO General Accounting
CO Contact
Contact Info
Responsibilities
Vacant, Manager
(562) 951-4209
Lorissa Cheney, Assistant
Manager
(562) 951-4626
lcheney@calstate.edu
Cash, Investments and Banking
Assistant Accounting Manager
​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
Silvia Aguilar
(562) 951-4616
saguilar@calstate.edu
Systemwide Lottery and
Continuing Education
​Terri Porter
(562) 951-4596
tporter@calstate.edu
Cash Posting Orders
Vacant
(562) 951-4561
CO Cashier & Chancellor’s Doc
Incentive Program (Loan Program)
April 2015
Year-End Legal Training
18
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
April 2015
Year-End Legal Training
19
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)
April 2015
Year-End Legal Training
20
CSU Risk Mgmt Authority Accounting
CO Contact
Contact Info
Responsibilities
Alice Kim, Manager
(562) 951-4627
akim@calstate.edu
​Mandy Wong
(562) 951-4578
mwong@calstate.edu
Financial Reporting
Susan Kang
(562) 951-4621
skang@calstate.edu
General Accounting, Accounts
Receivable and Accounts Payable
April 2015
Year-End Legal Training
21
www.calstate.edu
April 2015
Year-End Legal Training
22