1. © 2008 California State University, Fullerton Introduction To Trust Fund/Special Projects Management Laleh Graylee Cecilia Patz Financial Services Division of Administration & Finance

2. 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.

3. 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 89721 of the Education Code & Executive Order 1000 Fund Types

4. 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

5. 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

6. List of Trust Funds By Department

7. 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

8. Required Forms Trust Fund Agreement Form

9. 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

10. 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

11. 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

12. 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

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

14. Reporting Tools Accessing Financial Information – Reporting Tools Monthly Standard Reports

15. CMS Training Documentation and Tutorials http://www.fullerton.edu/cms/Training/docs/finance.html List of Distributed Reports – Budget Balance Available Report – Requisitions/P.O. Report – Expenditure Summary & Detail – Open Commitments

16. Access to Distributed Reports Portal Log In e-Content Tab

17. Access to Distributed Reports Distributed Reports

18. Select Report Encumbrance/Expenditure Report Sort: By Fund

19. Select Report Expenditure Summary Report Sort: By Fund

20. Select Report Budget Balance Available Report Sort: By Fund

21. Budget Balance Available Report – Revenue & Expense

22. Reference Website address for Trust Agreement http://finance.fullerton.edu/Controller/Accounting/TrustFunds.aspx

23. Questions & Answers Contact Information – Felicity Tan (ftan@fullerton.edu)

24. Thank You!