Date:	July 7, 1999	Code: AD 99-10
To:	Vice Presidents for Administration
From:	William P. Musselman Acting Accounting Director Business and Finance
Subject:	Addendum to Year-End Instructions (AD 99-09)
	Two changes have been made to the year-end instructions (AD 99-09), which affect: (1) FIRMS submission of Auxiliary Organizations, and (2) the Certification letter to the State Controller's Office. FIRMS Data Submission of Auxiliary Organization Information: As a result of a memorandum (Attachment A) issued June 8, 1999 by Richard West regarding reporting of GAAP based Auxiliary organization financial information for inclusion in IPEDS, the amount of auxiliary organization information required to be submitted to FIRMS prior to October 1 will be greatly reduced. For the first submission of June 30, 1999 information (referred to as the "July" submission due August 2 in 1999), only the following four line items will be required: 1)   Expenditures - Federal 2)   Expenditures - Other 3)   Revenues - Federal 4)   Revenues - Other A second submission will include information that can be directly tied to the audited financial statements. Page 9, item (3) of AD 99-09 has been modified to reflect these new changes. The modified copy of AD99-09 (complete with attachments) can be viewed at http://www.calstate.edu/tier3/acct/. Continue to follow the instructions in this section for downloading the worksheet and submitting the data, but note that the above four line items will be the only lines of information filled in for each Auxiliary Organization. (A copy of the format to use for the July submission is provided on Attachment B.) Certification Letter to the State Controller The State Controller has agreed to accept the certification letters we have used in the past as long as we include (1) agency name and (2) agency number and enclose the table of contents. The revised sample included in Attachment II of AD 99-09 will be acceptable and will not disqualify a campus for the Award of Achieving Excellence in Financial Reporting given by the SCO. Again, please refer to website http://www.calstate.edu/tier3/acct/ for copy of AD 99-09. If you have any questions about these changes, please contact Ruth Stipp at (562) 591-4610 or e-mail her at rstipp@calstate.edu.   WPM:RS:tp   AD 99-10 Attachments AUXILIARY - IPEDS REPORTING SUMMARY Att. 3 Att A - Memo Att B Distribution: Presidents Financial Managers Accounting Officers Budget Officers Chancellor's Office