I. OVERVIEW

Reimbursements affected by this change include:

Federal Financial Aid

Concurrent Enrollment

NDI/IDL & Unemployment

Old Method:

• Remit directly to General Fund

New Method:

• Remit to H.E. Fund 498 and then transfer to General Fund by Plan of Financial Adjustment (PFA)

Reimbursements NOT affected by this change:

• Reimbursements made to cover expenditures for General Fund Reimbursed Activities will continue to be remitted directly to General Fund (bypassing H.E. Fund 498) . Examples:
  • Reimbursements from trust (Funds 947 & 948)
  • Reimbursements from campus auxiliaries

• Parking Security reimbursement will continue to be remitted directly to General Fund (bypassing H.E. Fund 498).

II. OLD METHOD

• Prior to 1997-98 fiscal year, reimbursements were recorded in the General Fund in global 1-19020
• Reimbursements for appropriations prior to 1997-98 may continue to be recorded in this manner (2-19020, 3-19020, etc.)

III. NEW METHOD

• Beginning with fiscal year 1997-98, those reimbursements affected by this change will be initially transferred to H.E. Fund 498 and then transferred by PFA to General Fund.

• Sub-code used must reflect fund source of transfer-in in State GL (where it was transferred from)

H.E. FUND 498

• The SL global to be used is 1-30301.

• The GL global for 1-30301 is 0-13300.

• Reimbursements to be recorded in SL global 1-30301 include:
  • Sub-code 1880-1894 Federal Programs (includes financial aid reimbursements such as College Work Study (CWS) on campus and off campus student payroll expenditures, CWS administrative allowance, CWS job location and development; SEOG, Perkins, Pell administrative allowances)

• Sub-code 1895-1899 Non-federal Programs (includes NDI/IDL & Unemployment reimbursement)

• Sub-code 2440 Transfer in CERF (This type of reimbursement is limited to Concurrent Enrollment)

• These reimbursements would have flowed from :
  • Fund 948 Trust
  • Fund 573 CERF
  • Chancellor's Office - Risk Pool Management
  • Other state agencies
  • Etc.

• Remember to use appropriate transfer out sub-codes in above funds.
  • Sub-codes must reflect transfer out to H.E. Fund 498, not General Fund.
  • Example: 948-409 College Work Study. Transfer out to cover on and off campus student payroll expenditures should be sub-code 7740, not 7710.
  • Check FRS Code Book for State GL attached to sub-code.

• To record PFA Transfer-out from H.E. Fund 498 (to General Fund):
  • Use SL global 1-30000
  • Use GL global 0-13000
  • Use sub-code 7890

GENERAL FUND

• To record the PFA Transfer-in in General Fund, use SL global 1-19031.

• The GL global for 1-19031 is 0-11012.

• Transfers-in to be recorded in SL global 1-19031 include:
  • Sub-code 1860-1874 GFS Federal Programs (includes all amounts recorded in H.E. 498 sub-codes 1880-1894 above).

• Sub-code 1875-1879 GFS Non-federal Programs

• If campus has a need for breakdown of type of transfer-in, use the ranges provided.

• Reimbursed Activities reimbursements are still remitted directly to General Fund using SL global 1-19020 with GL global 0-11009. There is no change in method from previous years.

• Parking Security reimbursement is still remitted directly to General Fund using SL global 1-19020 with GL global 0-11009. There is no change in method from previous years.
  • A year end adjusting entry must be made in expenditure global 1-17010 to offset this reimbursement.

IV. SUMMARY

H.E. FUND 498

Accounting for reimbursements previously recorded in General Fund:

SL global 1-30301 Revenue Transfer-in Legal Basis

GL global 0-13300 Student Fees Revenue

Sub-codes 1880-1894 Federal Programs

1895-1899 Non-federal Programs

2440-2449 Transfer from CERF (573)

Accounting for transfer-out by PFA to General Fund:

SL global 1-30000 Revenue Trsf to Fund 001

GL global 0-13000 Revenue Trsf to Fund 001

Sub-codes 7890-7899 Student Fees Trsf to General Fund

GENERAL FUND

Accounting for reimbursements transferred in from H.E. Fund 498:

SL global 1-19031 Gen Fund-Support Revenue Transfers-in-Legal Basis

GL global 0-11012 GF-Revenue Transfers-in

Sub-codes 1860-1874 GFS Federal Programs

1875-1879 GFS Non-federal Programs (includes CERF transfer)

2830-2839 GF-Independent Ops-Private (no change)

Accounting for reimbursements recorded to cover expenditures in Reimbursed Activities and Parking Security:

SL global 1-19020 Gen Fund-Support Receipts Program Reimbursements

GL global 0-11009 Gen Fund-Receipts Program Reimbursements

Sub-codes 0280-0289 Reimb-Park Security

0460-0469 Indep Ops Reimb-CSU

0470-0479 Indep Ops Reimb-State

Prepared by:

Patti Clinton

Humboldt State University

February, 1998