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 educational general funds 14 accounts
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
Lapse Guidelines Designated Funds Accounts)(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
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
Overview of Lapse Policy Changes by Area Accounts)

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
Lapse Guidelines – Service Centers (18- Accounts) 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
Lapse Guidelines – Other Fund Groups Accounts)

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 - Accounts) Financial Management Operating Guideline:

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


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