© 2008 California State University, Fullerton Introduction To Trust Fund/Special Projects Management Laleh Graylee Cecilia Patz Financial Services Division of Administration & Finance

Agenda 1.CSU Funds Categories & Types 2.Characteristics of Trust Funds/Projects 3.Process of creating new Special Trust Fund Projects. 4.Required roles and responsibilities related to the on-going account management of Trust.

CSU Fund Categories & Types 1.Enterprise Funds 2.Internal Service Funds 3.Investment Trust Funds 4.Private Purpose Trust Funds 5.Agency Funds Authority Section of the Education Code & Executive Order 1000 Fund Types

Characteristics of Trust Funds 1.Sources of Trust Fund/Special Projects Federal Trust Funds Self Supporting Operations Trust Special Projects/Other Trust 2.Unique CMS Fund Code 3.Beginning & End Dates 4.Interest Allocation 5.Management Fee

Sources of Funds/Deposits TypeExample Federal Trust Fund Scholarships and loan programs Advance Payments under Federal Contracts or Grants Self Supporting Funds/Specific Programs Fees and other revenues from instructionally related activities (IRA). Fees for Parking, Health Facilities or Health Services, and for Extension Programs, Special Sessions, and other self-supporting Instructional Programs. Lottery Fund Special Projects/Other Trust Gifts, bequests, donations, etc. Fees and charges for optional use of Services, Materials or Facilities Money received for research, workshops, conferences, institutes, and special projects

List of Trust Funds By Department

Creating New Trust Projects  Required Forms  Trust Fund Agreement/Trust Fund Annual Budget  Management Approvals  Division Head/Project Coordinator  AVP of Finance or University Controller  Department’s Financial Management Responsibility

Required Forms Trust Fund Agreement Form

Ongoing Account Management For Trust/Special Projects Trust Agreement Renewals – Annual Deadline – May 1st Reporting & Inquiry – Budget Allocation – Expenditure Tracking & Reconciliations Year End Closing and Carry-Forward Fund Balances Closing Existing CMS Trust Funds

Chart of Accounts & Definition of Cost Center Review From Account Management Workshop Chart of Accounts – What is a Chartfield String? – Differences Between Various Types of Chart Fields – Organizational Structure – Department Tree Structure

Chart of Accounts Review From Account Management Workshop Chartfields – Account (6 characters numeric) – Fund (5 characters alphanumeric) – Department ID (5 characters numeric) – Program (4 numeric) – Class (5 alphanumeric) – Project (8 numeric) Chartfield String Chartfield String = Account + Fund + Department + Program + Class + Project

Differences Between Various Chart Fields Mandatory chartfields – Account (6 characters numeric) – Fund (5 characters alphanumeric) – Department ID (5 characters numeric) Optional chartfields – Program (4 numeric) – Leave Blank – Class (5 alphanumeric) – Extension of Dept – Project (8 numeric) Departmental Financial Management Responsibility: Balancing at Department + CMS Fund

Accounting Entries & Adjustments Review From Account Management Workshop Accounting Process – Requesting New/Existing Funds/Accounts/Projects – Expenditure Adjustments/Corrections/Transfers – Recharges

Reporting Tools Accessing Financial Information – Reporting Tools Monthly Standard Reports

CMS Training Documentation and Tutorials List of Distributed Reports – Budget Balance Available Report – Requisitions/P.O. Report – Expenditure Summary & Detail – Open Commitments

Access to Distributed Reports Portal Log In e-Content Tab

Access to Distributed Reports Distributed Reports

Select Report Encumbrance/Expenditure Report Sort: By Fund

Select Report Expenditure Summary Report Sort: By Fund

Select Report Budget Balance Available Report Sort: By Fund

Budget Balance Available Report – Revenue & Expense

Reference Website address for Trust Agreement

Questions & Answers Contact Information – Felicity Tan

Thank You!