LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES
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LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES. Lapse Guidelines – Educational & General Funds (14 – Accounts). Special Items & Research Development Funding must be fully expended in the 2 nd year of the biennium. Deficits must be covered during the lapse process.

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LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES

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LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES


Lapse Guidelines – Educational & General Funds (14 – Accounts)

  • Special Items & Research Development Funding must be fully expended in the 2nd year of the biennium.

  • Deficits must be covered during the lapse process.

    • Budget will coordinate with affected areas.

  • Disposition of E & G balances is based on each Vice President’s direction for their areas. (New eff. FY12)

  • Certain accounts are not subject to the lapse, including reserves, GIT & lab fees


Lapse Guidelines Designated Funds(19 – Accounts)

  • Deficits not cleared prior to year-end will be cleared during the lapse process.

    • Budget will coordinate with affected areas.

  • Disposition of 19-7 account balances other than Reserves that do not lapse, is based on each Vice President’s direction for their areas. (New eff. FY12)


Designated Funds - Exceptions to Lapse Guidelines (19 – Accounts)

The following Designated 19-Accounts are not subject to

lapse (carry forward 100%):

  • Most 19-accounts sourced from fees - other than 19-7

  • Facilities & Administration (F & A) 19-8 accounts -

    • F&A balances under $100 will be swept to next highest level, e.g. Department, College, etc. in accordance with the F&A MOU.


Overview of Lapse Policy Changes by Area

Applies only to those budget groups that in prior year’s

would have been subject to lapse in fund 14 and 19-7

accounts:

  • Academic Affairs –please see Academic Affairs Lapse Policy-FY12

  • Business Affairs, Community Services, President’s Office, Research, Student Affairs and University Advancement – all funds lapse to Reserves.


Lapse Guidelines – Service Centers (18- Accounts)

  • Not subject to lapse (carry forward 100%)

  • Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs or Asst. VP Financial Affairs/University Controller.

  • Subject to Service Center Policy for compliance with OMB Circular A-21.

    Contact Carol Hollingsworth at x4229 with questions


Lapse Guidelines – Other Fund Groups

Year-end balances in the following funds are not

subject to lapse (carry forward 100%)

  • Grant and Contracts (26 Accounts)

  • Auxiliary Enterprise (29 Accounts)

  • Gift/Restricted Funds (30 Accounts)

  • Plant Funds (36 Accounts)


For additional information, refer to the FMOG - Financial Management Operating Guideline:

http://utsa.edu/financialaffairs/opguidelines/0112.html


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