1. Funding Sources & Foundation Accounts

2. 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

3. 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

4. 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

5. Designated
Sales & service activities, IDC, some student course fees, recharge centers
Varied sources of income & account codes (includes income account codes – recharge, IDC, 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.

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

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

8. 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 # _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 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. 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

9. 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”

10. 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

11. --------------------------------□
1\:10 ITANA ' T ATE U UVE RSIT Y FOUNDATI O i
DIS BURSE1\1IE T VOU HER
, I
Dai e-
(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:

12. 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

13. 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

14. Important Links
MSU Alumni Foundation >> About Us >> Faculty & Staff Resources
University Business Services Website
University Business Procedures Manual

15. Important Contacts Questions about Foundation reimbursements:
Carrie Faulhaber, Controller,
Barb Gordon, Assistant Controller,
Questions about adding index/funds:
Tanya Arrington, UBS, Financial Manager,
Other/General UBS questions:
Christina Fournier, UBS, Financial Manager, or

16. Questions & Comments