Systemwide Accounting Issues

Legal Basis Reporting WorkshopCO Accounting

May 19, 2008

Systemwide Accounting Issues

Chancellor’s Office Accounting

Prior Year General Fund

SCO Charges in the Current year 0001

CSURMA Payments /Accruals

CPO research - Bank of CSU

Revised CPOs for New Transfer Object Code

The CO and Prior Year General Fund

SCO and PFAs in PY 0001

– In 2007/08, the State Controller’s Office (SCO) will no longer accept a Plan of Financial Adjustment (PFA) to move prior year payroll from State fund 0001 to State Fund 0948.

This is due to their interpretation of the definition of a Primary Operating Fund.


Ledger vs. SCO Postings SCO posted expense 0001 LCD posted to 0948 - Debit to Salaries and Credit to FBC


Recommended Entry

0001 – Books the expense – SAM99

– Dr. 690002

– Cr. 305002

0948 – Books the expense – SAM99

– Dr. 305002

– Cr. 690002

This is not real accounting!


If PY or PPY 0001 Lacked Funds?

In 2007/08, the CO began working directly with the SCO to ensure that adequate funds are available for all CSU agencies.

If 0001 2004 (PPY) or 0001 2005 (PY) was short of funds, an allocation order (AO)/CPO has been processed

– Frequently, this amount exceeded the actual amount needed for the transaction


Why did the CO process an AO and a CPO?

The AO is the most efficient way to increase the campus authority to spend in the amount of time given by the SCO.

The CPO reflects the shift of the campus resources from SWIFT to State $, in this case, a supplemental allocation


Post Supplemental Budget The AO increases the campus spending authority


CPO for Exchange The CPO is the exact amount of the AO (in our example $10,000) which

reduces your SWIFT $


Year End and Reverting Funds

– To eliminate any remaining spending authority in 0001 2004, the CO will de-allocate and post a CPO to the campus SWIFT


Reverting General Fund Process – Step 1 $4,886 BBA needs to be reduces


Record De-allocation & CPO – Step 2 AO de-allocates the spending authority CPO increase your SWIFT balance in the exact amount


Reverting General Fund Process Result

Zero!!


Throughout the year, the SCO has posted various journal entries to the current year 2007 General Fund.

– PIA

– Payroll

– VCS Surplus Charge

Other than the Payroll PFA entries submitted by the Chancellor’s Office, NO other charges should be processed against the CY.


Charges from Other State Agencies

As part of the 2006/07 RMP implementation, all campus customer codes on file with other state agencies outside of the CSU were re-directed to charge 0948.

Any on-going expenses from another state agency should be posted to campus 0948.


CO Monitor and Correct SCO Errors

The CO will be monitoring the charges posted to the current year general fund, contacting the other state agencies that submitted the charges and submitting corrections to the SCO.


CSURMA Invoices AP to the Campuses

AR to CSURMA

When paying CSURMA outstanding invoices, CSURMA Accounting requests that the campuses mail checks out by Tuesday, 6/24 to be received by Monday, 6/30.

– If payment is made after this date, please email CSURMA accounting ([email protected]) to verify that we have received the payment. If not, what entries are needed so we all pass the manual FIRMS edit.

Wire transfers or ACH payments are even better!!!

If payment is not made and assuming these transactions are booked in 0948, the campus entry would be 231547, Due to CSU 547 - TF CSU Risk Mgmt (inter-agency). Otherwise, 202029 A/P to Chancellor’s Office.

CSURMA Accounting will follow this same practice when paying campus outstanding invoices.


IDL/NDI/UI Accruals AR to the Campuses

AP to CSURMA

Due to the interagency transactions between CSURMA and the campus, the recording of the IDL/NDI/UI activity needs to be properly communicated between both groups.

– Actual invoices or estimated accruals from the campuses should be emailed to [email protected] by 7/1/2008.

Either a pdf of the actual invoice or an email listing the amounts.

Campus MUST indicate what CSU fund that will record the accrual on their Legal books.

– A confirmation of these accruals will be included on the CO Interagency Receivables, Payables and Transfers ADNOAT published July 7th.


Insurance Claim NDI/IDL 660011 & Unemployment Compensation 603010

261DRF-Housing

262DRF-Parking

267DRF-Continuing Education Revenue Fund

441TF CERF Extended Education

461TF-Associated Student Body Trust

463TF-Instructionally Related Activities Trust

465TF-Contracts and Grant Trust

472TF Parking Revenue Fund-Parking Fees

481TF Lottery Education Fund

485TF CSU Operating Fund

491TF Special Projects Fund-Special Projects

496TF Miscellaneous Trust

499TF Revolving Fund

531TF Housing-Operations and Revenue

IDL/NDI/UI Accruals AR to the Campuses

AP to CSURMA

•Assuming these transactions are booked in 0948, the campus entry would be 131547, Due from CSU 547 - TF CSU Risk Mgmt (inter-agency). Otherwise, 105029 Due from CO.

•Again, the campuses MUST email [email protected] by 7/1/2008 including what CSU fund they will record this accrual and the amount.

•Q3 FIRMS data shows that the campuses booked these expenses to MANY CSU funds, therefore confirmation is needed so that we all pass the manual FIRMS edit.

Note: reimbursement is recorded as a credit to these expense object codes

Insurance Claim Deductible - 660012CHANNEL Islands 485 TF CSU Operating Fund $30,278 CHICO 485 TF CSU Operating Fund $3,186 FRESNO 485 TF CSU Operating Fund $51,856 HAYWARD 485 TF CSU Operating Fund $913

HUMBOLDT

485 TF CSU Operating Fund ($2,195)

531TF Housing-Operations and Revenue $313

LONG BEACH 485 TF CSU Operating Fund $188,479 LOS ANGELES 485 TF CSU Operating Fund $6,511

MARITIME ACADEMY 485 TF CSU Operating Fund $11,156 MONTEREY BAY 485 TF CSU Operating Fund $513 NORTHRIDGE 485 TF CSU Operating Fund ($23,253)POMONA 485 TF CSU Operating Fund $54,371

SAN BERNARDINO 485 TF CSU Operating Fund $51,864 SAN DIEGO 485 TF CSU Operating Fund $177,379 SAN FRANCISCO 485 TF CSU Operating Fund ($195,570)SAN JOSE 485 TF CSU Operating Fund $58,874

SAN LUIS OBISPO

262 DRF-Parking $198 485 TF CSU Operating Fund $11,600

531TF Housing-Operations and Revenue $114

SAN MARCOS 485 TF CSU Operating Fund ($259,273)SONOMA 485 TF CSU Operating Fund $1,024 SYSTEM OFFICES 485 TF CSU Operating Fund $3,189

Deductible RecoveryAP to the Campuses

AR to CSURMA

•The CSURMA Deductible Recovery ADNOATs will be posted no later than end of business on July 7th.

•The campus entry will be 231547, Due to CSU 547 - TF CSU Risk Mgmt (inter-agency)

•The CO will require the campuses to email ([email protected]) what CSU fund they will record this accrual.

•Q3 FIRMS data shows that the campuses booked mostly in 485 so our assumption will be that you recorded this entry in 485.

•This must tie so we all pass the manual FIRMS edit.


CPO Research – Bank of CSU

If you need copies of CPOs, visit the Bank of CSU website

– www.calstate.edu/bank

This site list all the CPOs related to your campus by month with a brief description of the transaction.

Questions on CPOs can be directed to me or Lilian Audet

– Lilian Audet [email protected] 562.951.4209

– Kelly Cox [email protected] 562.951.4611

Revised CPOs for New Transfer Object Code

New object codes have been set-up to identify due to/from and transfer in/out transactions within CSU Fund 0948.

Various CPO transactions using the object codes 506126/680126 were issued during Q1 & Q2 using the old objects, these should now be reclassified to 571000/671000.

Revised CPOs have been issued. If you still have transactions within 506126/680126, go the Bank of CSU to obtain the revised CPO.

The final implementation memo outlining the new codes can be found at: http://www.calstate.edu/bf/rmp/documents/13-New-Due-To-From-_-Transfer-In-Out-Document.doc

Q & A

Questions

Systemwide Accounting Issues

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