Funding Sources & Foundation Accounts

Fund Types General Operating Restricted Designated Auxiliary Plant (40xxxx, 41xxxx, 4Axxxx, 4Sxxxx) Restricted (42xxxx, 4Wxxxx) Designated (43xxxx) Auxiliary (44xxxx) Plant (Index starts with 45xxxx, 46xxxx) Other funds – Agency, Endowment, Loan, Debt

General Operating State Funds Appropriations – NO INCOME Comes to department as BUDGET allocation To be spent for the purpose of EDUCATING students or the direct support of that process

Restricted Grants, Gifts/Donations, Scholarships, Foundation reimbursement accounts Specific sources of income & account codes (OSP will provide for grants, for 423xxx account code is 53950) Comes to department as either direct income (donors) or reimbursements (grants & Foundation) To be spent for the purpose specified by funding source

Designated Sales & service activities, IDC, some student course fees, recharge centers Varied sources of income & account codes (includes income account codes – 53350-recharge, 53360-IDC, 53631-educ sales) Comes to department as either direct income (customers) or recharge income (ITC, OFS) Spending is generally unrestricted, can be used for any departmental purpose. Exception is student course fees.

Auxiliary On campus sales & service activities, student services Income from residence halls, food services (room & board)

Plant New construction, R&R, Capital equipment, Capital Software Income is usually a transfer from some other fund

Rea:se read i,J to tile le/1 "'1d prtnt n,rne andlrJe Print Fo rm IMSU A,cco unt Ap,p,li',cation Form Reason for request: _ ew lrnclex N am.e _ If Name Chaag,ec Old Name CocoPlerson _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Pflooe # _ _ _ _ _ _ Email _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Dept ,(Ot-g) # _ _ _ _ _ _ _ _ Dept name SotJre,of r evenue: Projected Annual Revenues_ _ _ _ _ Project ed All nual bpenses _ Applr : Dei oc,of F un d Date _ Please call University Business Servioes IUBS, J t o discuss application befOl"e ,comp leting form x5727 Rea:se read i,J to tile le/1 "'1d prtnt n,rne andlrJe Departmerit t-lead , sg,,a:iae Date _ Clileck all that ap,p l y: □New Dept (Oi·g ) # D New iind e,: # D New fund # goto 1baCM Change Org on, e l!!isting 1i nd e,: # D New program [0-:,-es_o_rN".'c.·:_..J._,l1- Are Hle fundsr eoei\.led asa !jff? If yes, what( i f a,iyj r es tlic tioos hillsoe been placed on Hle use of the lllllds? _ Dean/Dlrector Date _ VriePresident Date _ ; V .-;;,a. Pre6-l:!@n1 rar A::lm L1 l1itrJtf:Cl'l .& F l11:a n 0e U6E' o ! U H H , O O O O O On n n n n O O O O O O O O On n .. _,, ,n ., N •OO O O O O O O o O n n n n n o Oh oOoOoO,., I Budg,at ldetltify any deliveralltes required as a oondilioo of the - _ Date _ I Univ Bus Svc Date _ sg,,a:iae Jeso r Nc..;..n_ 2 W111 any im:etlect ual property be developed ellrin g th e course of, or as a reiiulf of , any use ,of thes e f u n ds under this account? _ - l As.st w slgll - _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Date foriooncial Seivioes """"""'""""""""'_ _ 3_ By heir sign atur es 1he rn rect or of 1Fw1d a m l Oe!fflrinent Head acknowledget heir responsibi lli l y to ensure that lhe index maintains a posi1ti i v e, cas:lil ba l anc e. One or mare backup irndexes 1M1h ad equsl e resources must be idetllifieci from , wh i cti, l U/lds m ay be transferred byHle Vire President for Administratioo and Finance shloul d the itlde incur anegative bal ance. Please provide the backup in de,; names. irnclex rnlitmbers and deoartmeril names_ F irst Baclrup lriclex# _ SecOlld Bacli!Lij) l n de ;,; # _ - - - - - """"'"""""""""'" l rndeJ<# _ Re\\eflue Acrounl - - - - - - - IFrurid # _ _ _ _ _ _ _ Prec:I Fun d. Flitrid Twe _ Dept [O rg ) # _ Program # _ Prec:I O ,,_ _ , ,, ._,,,. ., . .............. _ Eefctive Date. _ Attach detaiII budget if neoessary (not required loc a g-ant, JD C, plant, debt, or au:ii l ary lui1d) - ------.. Re\Mied NewAcctAppMSUWebForm Rew;ed 2/17/W12

Foundation Funds Departments with spendable funds at the Foundation must set up a 423xxx restricted gift index/fund in Banner Title of Banner index/fund should closely match Foundation’s title Foundation account will serve as ‘reimbursement’ for MSU expenditures Foundation’s disbursement policy differs from MSU’s. Please review the Foundation’s policies regarding: “Entertainment/Hosting” “Employee Social Functions/Retreats” “Flowers/Gifts/Tokens of Appreciation”

How do I spend my Foundation money? Pay your vendor via BPA or Pcard using your 423xxx Banner account Once your expense has posted in Banner, print out Banner backup for Foundation Write description of expense on Banner report & attach list of attendees or other relevant information to support use of Foundation funds (entire BPA is not necessary) Complete Foundation disbursement voucher and attach Banner report with descriptions Complete Banner deposit slip and attach to Foundation disbursement

-------------------------------- □ 1\:10 ITANA ' T ATE U UVE RSIT Y FOUNDATI O i DIS BURSE1\1IE T VOU HER , I Dai e- 1.0.117 (2 013 lliSTR CTIONS: l. Complete aU applicable irems 2. Attach (DO NOT STAPIJE) original supponing doucm.ems and receipts J _ S ubmit one i;.rouoher per i;.ren dor. Mul p]e ocommts may be oharged 4. Renlm to MSU Foundation Dept: Contact Nam.e : Contact Phone#: Dep.ut ment Appl'oval Authorraed S ignature per agreement 1 ,endom- ame & Address Vendor Type: ID D One time vendor D Remrring vend.or Printed mm1e of authorraed signor Dept/Address Address Check . d.i!spo.sirtion D Mail to Vendor Return to Department Hold for P iok-Up D Direct Deposit (MSUF Employes only) Ci,ty Srate Zip MSUindex# internal use F un dl # F un cJI Name Expen.se desc riip tion A.mount Aocount f mtc # Pr oj # Total: $ - MSU Fom1d."11tion -------------------------------- Cheok#: Date: Entered by: Appmva1: T v,ro signab.nes required if $5,000 orovem:

Cash.·;_ R ece·1..p ,t 3 0 L\ MN:"l! .Lttl : .: :. • MONTANA Tomil Mon,1ana. S1t0:te Un t .vm si ty:- Bo u.m an Cash.·;_ R ece·1..p ,t OescrJptkm (dat a, -rm 'f:Jut-e _ J_ / _ --- - .. E-xplcrnoti.O n. I ; Index 'fun d Org Aoct ----'-' Prog At ti.vity $ A:m1 ou n.t I I .Lttl : .: :. 3 0 L\ MN:"l! - ,· I I : I - -- i - · ' - - - · : I ; I - .. I ' I .. Cash Tomil (neck 'D[ii. .· .'·,·. - 1 • MONTANA STATE UNIVERSITY Mountains & Minds

What happens next? The Foundation will review your disbursement voucher and backup materials The Foundation will cut one check payable to MSU for all reimbursements received and approved according to their processing schedule (checks cut twice per week normally, more often during year end), which will be delivered to the Cashiers in MT Hall, along with the submitted deposit slips The Cashiers will post the check to the appropriate Banner index numbers/accounts A copy of the deposit slip will be returned to the department

Important Links MSU Alumni Foundation >> About Us >> Faculty & Staff Resources http://msuaf.org/s/1584/index.aspx?sid=1584&gid=1&pgid=439 University Business Services Website http://www.montana.edu/wwwbu/ University Business Procedures Manual http://www2.montana.edu/policy/business_manual/

Important Contacts Questions about Foundation reimbursements: Carrie Faulhaber, Controller, 994-6421 Carrie.faulhaber@msuaf.org Barb Gordon, Assistant Controller, 994-2508 Barb.Gordon@msuaf.org Questions about adding index/funds: Tanya Arrington, UBS, Financial Manager, 994-3345 Tanya.Arrington@montana.edu Other/General UBS questions: Christina Fournier, UBS, Financial Manager, 994-3653 Fournier@montana.edu or UBSHelp@montana.edu

Questions & Comments