Mary Hoffman

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WSU ACCOUNTING

• Mary Hoffman

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FUND ACCOUNTING

• Accounting systems reflect an entitys reporting
  needs.
• WSU required to report back to funders.
• Accounting system designed to capture revenue and
  expenses according to funding source

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FUND ACCOUNTING

• Account numbers consist of a fund, subfund,
  program, budget, project.
• 001-01-09A-4101-0001
• Found on BALANCES on 15A screen

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EXAMPLES OF FUND/SUBFUND TYPES

• 001 General Fund
• 143 - Federal Appropriations
• 145 Grants and Contracts
• 001-01 Salaries and Expenses
• 143-24 Smith Lever
• 145-01 Federal Grants

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What is a Program?

• The various operating functions within the
  University (e.g., instruction, administration,
  and plant operation)
• The 3rd set of numbers/letters in an account code
• Fund-subfund-program-budget-project
• 148-01-09A-4100-4101

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PROGRAM TYPES

• APPROPRIATED FUNDS
• 01A THRU 10Z
• SPONSORED PROJECTS
• 11A THRU 14Z
• OTHER ENTEPRISES
• 15A THRU 15Z
• ASSOCIATED STUDENTS
• 16A THRU 16Z

• DEVELOPMENT FUNDS
• 17A
• AGENCY ACCOUNTS
• 17C
• SERVICE FUNDS
• 19
• COMPUTING SERVICES
• 19B

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REVENUE DEPOSITS/TRANSFERS

• Revenue must be deposited into appropriate fund
  and sub-fund.
• Revenue transfers Fund and Sub-fund must be the
  same
• Can sometimes move funds between programs

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EXPENDITURE TRANSFERS

• Provide more flexibility
• Has same net effect on account
• Can transfer expenses between accounts regardless
  of fund-subfund or program
• Expense must benefit project in proportion to
  amount being transferred

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APPROPRIATED FUNDS

• Programs 01A 10Z

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APPROPRIATED FUNDS

• State appropriations
• Federal appropriations
• Some service centers
• Some conference accounts

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REVENUE ON APPROPRIATED FUNDS

• Salaries and operations from State and Smith
  Lever

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ALLOWABLE PURCHASES

• Goods and services which are necessary for
  completion of official university duties.
• Job related supplies, services and equipment,
  special protective clothing, uniforms, travel,
  relocation costs.
• Special Licenses, documents etc. which are
  required to complete job IF not notified of the
  need for such documents prior to hiring.
• Special driver licenses, passports, ID cards

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UNALLOWABLE PURCHASES

• Any purchase not for official WSU business
• Grocery items, flowers, coffee makers, alcoholic
  beverages
• Transactions which result in economic benefit to
  a state employee.
• Purchases for the employees personal use.

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SPONSORED PROJECTS

• Programs 11A 14Z

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PROGRAMS 11A 14Z

• Program 11 Federal Research
• Program 12 Federal Other
• Program 13 Non-federal Research
• Program 14 Non-federal other
• Letter following number represents specific agency

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FEDERAL VS. NON-FEDERAL

• Federal awards have volumes of rules and
  regulations that are applied to program income
  and expenses.
• Non-federal awards usually all contained in
  award document sometimes complex, sometimes a
  brief memo
• Use federal rules and regs as guidelines, work
  with BFO if falls outside

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EXPENDITURES ON SPONSORED PROJECTS

• Should conform to budget submitted to sponsor
• Within scope of project
• Direct costs
• Facilities and Administrative costs

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CREATING FLEXIBILITY

• KNOW YOUR SPONSOR
• GET IT IN THE PROPOSAL

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Service Centers

• Programs 07M or 15_

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SERVICE CENTER

• Any University operation that charges for goods,
  services and/or equipment.
• Two main types at WSU
• Recharge
• Other Enterprises

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SERVICE CENTER EXPENDITURES

• Allowable expenditures same as programs 01A thru
  10Z
• Available funds should be first used to pay
  expenses defined in budget provided in
  application.
• Salaries, wages, benefits for service center
  personnel
• Goods and services related to activity
• Equipment depreciation
• Balances can be used to support other programs in
  area.

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WORKSHOP AND CONFERENCE ACCOUNTS

• Programs 09G and 14_

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EXPENDITURES ON WORKSHOP/CONFERENCE ACCOUNTS

• Available funds should be first used to pay
  expenses defined in budget provided in
  application.
• Salaries for conference facilitators,
  administrators
• Goods and services related to conference
  including food, alcohol, items for personal use
  (t-shirts)
• Balances can be used to support other programs in
  area.
• Conference account balances moved to
  consolidation account.