Business Office F inancial I nformation S ervices C onnecting A nd L eading

1. Business OfficeFinancial Information Services Connecting And Leading AA – Round UP

2. Business OfficeFinancial Information Services Connecting And Leading Accounting Transactions

3. Business OfficeFinancial Information Services Connecting And Leading (A) EXPENDITURE TRANSFERS

4. Expenditure Transfer • Purpose • To provide a procedure to request the transfer • of expenditures from one organization • (Budget Unit) to another organization • (Budget Unit). Transfers are necessary for many reasons, i.e., incorrect fund, organization, and account code charged, over expenditures, late awards, etc. All requests to transfer expenditures from one FOA to another should be submitted on the Expenditure Transfer Form (ET – BO8000) which can be obtained on the Business Office web page.

5. Procedures • Form is available at the Business Office web page. • Date – Indicate the date the item first appeared on the computer-generated (Banner Form - FGITRND). • Customer Organization (To) – Enter the fund, organization and account codes to be charged. • Provider Organization (From) – Enter the fund, organization and account codes originally charged. • Description – Provide purchase order number, check number, date of check, vendor name and invoice number. • Explanation Required – Describe why transfer is necessary, i.e., over expenditure, wrong account used, etc. • Amount – Enter the amount to be transferred. • Signature and date to certify acknowledgement between financial managers must be provided. • Submit Expenditure Transfer Form (ET) to the Business Office – General Accounting Department. Business Office follows accounting guidelines, IRS guidelines, grants and contracts guidelines, internal control and professional ethics.

6. Business Office will approve or deny the request to transfer expenditures. Must provide a fund and organization code. The account code provided can not be a pool number. PO #, Checks #, Check Date and Vendor Name must be provided; otherwise, form will be returned for completion. Explanation must be provided to determine the approval or denial of an expenditure transfer. Signatures are required.

7. Business OfficeFinancial Information Services Connecting And Leading (B) CREATING NEW FUNDS AND ORGANIZATIONS

8. Request to Set Up a New Organization

9. Request to Set Up a Student Organization – Fund Code

10. Request to Set Up a Fund Code

11. Business OfficeFinancial Information Services Connecting And Leading (C) CHANGING FINANCIAL MANAGERS

12. Request to Change Financial Managers

13. Request to Change Financial Managers For Student Organizations

14. Business OfficeFinancial Information Services Connecting And Leading Budget Transfers

15. Account Codes Review • 710000 Direct Expenditures (Operating) • 730000 Travel Expenditures • 740000 Capital Expenditures • (Capital Budget should • be only increased) • 770000 Construction

16. Procedures for Budget Transfers • Go to FGIBAVL form • Type Organization & Account Code • Click on Block / Next • Purpose of budget transfer • Reallocate budget for future purchases • Cover negative balances • Budget transfers are recorded within the same organization or 2 different organizations and different account codes.

17. Review organizations for budget availability

18. Review organizations for budget availability(Continuation)

19. Steps to Prepare a Budget Transfer • Determine organization & account code with sufficient funds (FGIBAVL), to either cover a negative balance or for budget allocation. • Prepare Budget Transfer form BO-3500 http://www.southtexascollege.edu/businessoffice/forms.html • Submit form for approvals. • Send approved form to Business Office.

20. Budget Transfer Request Form

21. Budget Transfer Request Form (Cont.)

22. Budget Transfers Approvals Review

23. Business OfficeFinancial Information Services Connecting And Leading (D) DONATIONS

24. How to Report a Donation When requesting or receiving a donation, such as • Cash • Land • Furniture • Equipment, etc., • A letter from the donor specifying the restrictions and use of the donated property must be obtained. The Business Office Report of Donations form (B.O. 1500) is to be completed and approved prior to acceptance of the donated property.

25. The top left section of the form is required with the donor information. The top right section of the form (donor’s information) is needed in case we need to contact donor. Description and specification of the item(s) contributed is required. The middle section (source, purpose, and value of the gift) is required for financial reporting. The bottom section, requires the signature of the employee requesting / receiving gift along with STC’s President and, if applicable, the Board of Trustees.

26. Policy # 5910 Employee requesting or receiving the donation is required to prepare an acknowledgement letter signed by the appropriate authorized signer as per STC’s Acceptance of Gifts and Bequests Policy (5910). • Authorized Signers (Policy #5910) • Gifts of land or facilities by the Board of Trustees; • Gifts of money, negotiable instruments or major items of • equipment or material by the President; • Gifts of equipment, books or materials, (value up to and • including $100,000) by the President; • Larger gifts may be accepted with Board approval.

27. March 28, 2007 Name of the Donor Company Address City, State, Zip Dear Ms/Mr..., XXX XXXX: On behalf of South Texas College’s Department or Program, it is my pleasure to extend our appreciation for your generous contribution of the 5 textbooks valued at $300.00. The textbooks will be utilized by our students and will become part of our lending library. Thank you so much for your generosity and for touching the lives of bright but economically disadvantage students. I hope that you will consider South Texas College when another opportunity presents itself for a corporate donation. If you ever need assistance from South Texas College, please do not hesitate to call us. We greatly appreciate your support in this very worthy cause. Sincerely, Signature Acknowledgement Letter Sample

28. Submit to the Business Office the following documentation: • Original Report of Donations form (BO-1500) • Copy of the Acknowledgement letter. • Copy of the check received. • Copy of the receipt from cashiers. • Submit copies to the following departments: • President’s Office. • Shipping and Receiving and Fixed Assets (Inventory Control). • Department receiving the gift. Prior to accepting the donation, the Report of Donations form and Acknowledgement letter must be approved. Donated furniture or equipment with an inventory value of $5,000 or greater, (Effective 8/1/04 All books donated are depreciated.) YES NO Item is NOT depreciated: The department receiving the donated property is responsible for its proper tracking and use. Item is depreciated: Submit donated furniture or equipment to the Shipping and Receiving and Fixed Assets (Inventory Control) department for appropriate tagging.