Miscellaneous General Accounting Topics Kelly Cox, Associate Director, Financial Services /...

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

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


Bank of CSU

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 [email protected] or

(562) 951-4596• Process Guide is located on the website


Cash Posting Order

https://csyou.calstate.edu/Tools/Financial/cpo

mailto:[email protected]

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



Cash Posting Order

Interagency Transaction

Ref: Legal Manual Chapter 29: section 3.9April 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.



Cash Posting Order

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.


Special Initiative Grants

The 5 Entry types of Special Initiative Grants:



Entry SWAT Unique FNAT

CSU Fund

Debit Credit

1. Initial systemwide allocation to host campus YES

Remitting campus (Systemwide Budget Office)C No 485 680100 101100

Receiving host campus A,D Yes 485 101100 506100

2. Reallocation from Campus participant to the host YES

Remitting campus C No 485 506100 101100

Receiving host campus (ex. San Diego)A Yes 485 101100 506100

3. Transfer fund to campus for awards/grants (excluding financial aid) YES

Remitting host campus (ex. San Diego)A Yes 485 506100 101100

Receiving Campus A Yes 485 101100 506100


The 5 Entry types for Special Initiative Grants:



Entry SWAT Unique FNAT

CSU Fund

Debit Credit

3a. Expends campus awards/grants (excluding financial aid) NO

Receiving Campus Yes 485 6XXXXX 101100

4. Reimbursement of administration expense NO

Remitting host campus (ex. San Diego)A Yes 485 6XXXXX 101100

Receiving campusC NO Various 101100 6XXXXX

5. Transfer funds to campus financial aid to issue student awards (agency Transaction) NO

Remitting host campus (ex. San Diego)A Yes 485 609005 101100

Receiving campusC No 436 101100 206701

5a. Receiving campus issues financial aid to studentsB NO No 436 206701 101100

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




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.

Ref: Legal Manual Chapter 14: CSU Operating Fund


Operating Fund

Capital Project Mgmt

Cost recovery Campus

Cost recovery

Aux or 3rd party

485 542 543 544GF Payroll Adjustment/Exp <690003>Student Tuition and Fee <501xxx>

Mgmt Fee from Aux <580095>Mgmt Fee from 0948 <580094>Mgmt Fee from non-0948 <580096>

Cost Recovery from 0948 <580094>Cost Recovery from non-0948 <580096>Cost Recovery from Aux Org <580095>Cost Recovery from 3rd Party <580090>

Activity Periods 7 Adj

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


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


Early Start Waiver

Campus Deliverables:

CO 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 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

CO Accounting Deadlines

CHANCELLOR'S OFFICE ACCOUNTING

CONTACTS


CO General AccountingCO Contact Contact Info Responsibilities

Vacant, Manager (562) 951-4209

Lorissa Cheney, Assistant Manager

(562) [email protected]

Cash, Investments and Banking Assistant Accounting Manager

June Cacho (562) [email protected]

Trust, General Fund, Monthly Payroll PFA & Refunds to Reverted Appropriation

Abigail Herrera (562) 951-4536 [email protected]

CO Accounts Receivable

Silvia Aguilar (562) [email protected]

Systemwide Lottery and Continuing Education

Terri Porter (562) [email protected]

Cash Posting Orders

Vacant (562) 951-4561 CO Cashier & Chancellor’s Doc Incentive Program (Loan Program)







CO Financial Reporting

CO Contact Contact Info Responsibilities

Alice Kim, Manager (562) [email protected]

Cindy Gong (562) [email protected]

CSU Institute & CO Fixed Assets

Rima Tan (562) [email protected]

CO Financial Analyst

Lan Luong (562) 951- [email protected]

Interagency Transaction Table & FBC publications






Capital Projects/ SRB Accounting

CO Contact SCO / CSU Fund

Terri Williams, Manager (562) 951-4386 [email protected]

Bill Pittman (562) [email protected]

Higher Education & Dorm Construction Fund

Angie Renaud (562) [email protected]

Dorm Construction Fund

Alyssa Kanzaki (562) [email protected]

SRB Financial Reporting and Special Projects

Dago Escobedo (562) [email protected]

SRB Debt Service - Systemwide Revenue Bond Funds (State Univ Trust)







CSU Risk Mgmt Authority Accounting

CO Contact Contact Info Responsibilities

Alice Kim, Manager (562) [email protected]

Mandy Wong (562) [email protected]

Financial Reporting

Susan Kang (562) [email protected]

General Accounting, Accounts Receivable and Accounts Payable





www.calstate.edu

April 2015 22Year-End Legal Training

http://www.calstate.edu/

Miscellaneous General Accounting Topics Kelly Cox, Associate Director, Financial Services /...

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