General and Auxiliary Accounting
Cell Phone and Internet Reimbursement
Internet and/or cell phone services are reimbursed through a monthly allowance program to authorized employees, with approval from their department chair or director. Service contracts are in the employee’s name, and devices are personally owned.
The inquiries search page provides links to web search tools: Account Code/Account Pool Search, Campus Bookstore/University Images IB Receipts, Commodity Code Search, Vendor Search, and Ship-To Address Search.
Budget Checking Flowcharts
Special Fees and Use Charges
The special fees and use charges policies and procedure relate to applications for lab/equipment/facility use rates.
Highlights of the Policies and Procedures
- A use fee is not required.
- A use fee is a method of recovering the costs of operating a lab/equipment/facility.
- The use fee will be based on actual revenue and expenses for the most recent two fiscal years and actual use from the logbooks.
- A use fee will only be approved if $5,000 of revenue is estimated for new fee requests or is generated for existing use fees in one of the two previous fiscal years.
- In order to achieve this $5,000 threshold, equipment may be grouped.
- An allowable fiscal year end balance of plus or minus 5 percent of revenue is permitted.
- All users must be charged the same fee. Departments may choose to subsidize use.
- Certain costs associated with the lab/equipment/facility may not be allowable in the rate calculation.
- A percentage of each use charge dollar is returned to a corresponding use index (D99xxx) in the form of overhead return.
- Extraordinary expenses may be amortized over four years.
- Logbooks must include all use and be retained for seven years.
- Monthly billings (IBs) should be prepared.
Policy and Procedures Information
Fund Group Descriptions
The General Fund accounts for all assets and resources used for financing the instruction and general administration of the University. Typically, state appropriation funds and tuition are the revenue sources. Another income source is the indirect cost recoveries from research projects, or the charge to research projects for facilities and administrative expenses. Academic units usually have a General Fund operating index for the department as well as various General Fund lab indexes that collect lab and computer fee revenue.
The Designated Fund is used to account for specific activities that are not restricted by external agencies. Use of these funds is determined within the University. The following activities are included in the Designated Fund: unrestricted gift accounts, distance-learning initiatives, Summer Youth Programs, summer athletic programs, faculty start-up accounts, incentive accounts, and conferences/workshops.
Auxiliary Activities Fund
The Auxiliary Activities Fund accounts for entities within the University that are self-supporting. Such entities furnish services to students, faculty, staff, or the public and charge fees to the users. Their goal is to support the related activities of each enterprise and provide for replacement of facilities used. Included in this fund are the Campus Store, University Images, the Memorial Union, the Portage Lake Golf Course, Mont Ripley, the John MacInnes Ice Arena, and Residential Services. The Intercollegiate Athletics Programs are also included in the Auxiliary Fund.
Retirement and Insurance Fund
The Retirement and Insurance Fund records the current value of the investment portfolio dedicated to the retirement fund and its increase or decrease in value on a monthly basis. Also recorded are the liabilities for the health and liability claims, sometimes referred to as employee benefits and risk financing activities. This fund is balanced by making up shortfalls from the General Fund and conversely, giving excesses to the General Fund.
Expendable Restricted Fund
The Expendable Restricted Fund is used to account for activities that are restricted for specific purposes by external agencies and donors. Federal, state, and industrial sponsored research projects are in this fund as well as restricted gift accounts, scholarships, and fellowships.
Student Loan Fund
The Student Loan Fund records transactions related to granting loans to students and includes interest received thereon.
The Plant Fund accounts for transactions relating to investments in physical properties, indebtedness incurred in the financing thereof, and reserves for maintenance and replacement. In years of construction projects, this fund will record amounts of income from gifts and state capital appropriations. The expenses in this fund include costs of construction, depreciation, pay downs in indebtedness, and debt service programs.
The Agency Fund is used to account for assets received by the University to be held or disbursed only on the instruction or on behalf of the persons or organizations who provided the funds. Included in this fund are the amounts withheld from payrolls for taxes and other deductions and employer portions of payroll taxes. Some University-related student organizations have accounts in the Agency Fund.
See the list of fund types with their index and report type.