Fund Accounting Overview and Objectives

Explore the fundamentals of fund accounting, including definitions, objectives, and the importance of segregating resources into funds to track and manage financial activities effectively. Learn how fund accounting differs from profit organizations and how it aids in demonstrating accountability, financial planning, and organizational performance evaluation.

• Fund accounting
• Financial management
• Objectives
• Definitions
• Accountability

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1. Fund Accounting Jim Corkill | Controller Business and Financial Services Controller s Office Fund Accounting October 24, 2016 1

2. Agenda Goals/Objectives Definitions Fund Groups Budgeting Financial Statements Fund Accounting October 24, 2016 2

3. Goals Concepts of fund accounting Understanding the various fund groups How are we different than a profit organization? Fund Accounting October 24, 2016 3

4. What is Fund Accounting? A method of segregating resources into categories (i.e., funds), to identify both the source of funds and the use of funds. Fund Accounting October 24, 2016 4

5. Objectives of Fund Accounting Demonstrating accountability and stewardship Determining financial condition Planning and budgeting Fund Accounting October 24, 2016 5

6. Objectives of Fund Accounting Evaluating organizational and managerial performance Determining/forecasting cash flow Communication Fund Accounting October 24, 2016 6

7. Definitions Fund: A fund is a segregation of resources established to control and monitor resources and to help ensure and demonstrate compliance with legal/administrative requirements. Fund Accounting October 24, 2016 7

8. Definitions Fund Balance: Equity within a fund. Assets = Liabilities + Fund Equity Fund Assets Fund Liabilities = Fund Balance Assets Claims Against Assets = Fund Balance The fund balance may also be known as Net Assets, Capital, or Net Worth. Fund Accounting October 24, 2016 8

9. Chart of Accounts How do we track the sources and uses of funds? Fund Accounting October 24, 2016 9

10. Object Code 7200 Object code # 7200 Miscellaneous Services Systemwide Year 2014 Amount Year 2015 Amount Year 2016 Amount Campus UCB 67,193,607.07 30,050,000.00 1,018,000.00 UCSF 59,483,608.63 9,157,000.00 3,639,000.00 UCD 5,561,018.22 0 0 UCLA (9,726,766.42) 7,523,000.00 5,924,000.00 UCR 9,969,651.76 1,757,000.00 2,038,000.00 UCSD 5,160,764.56 2,712,000.00 1,781,000.00 UCSC 0 0 0 UCSB 52,553,529.98 41,759,000.00 1,593,000.00 UCI 47,007,438.43 29,206,000.00 720,000.00 UCM (99,538.50) 501,000.00 421,000.00 TOTAL 237,103,313.73 122,665,000.00 17,134,000.00 http://ga.accounting.ucla.edu/ Fund Accounting October 24, 2016 10

11. BIG Picture of UC Financials UC audited as one entity! http://www.ucop.edu/financial-accounting/financial-reports/index.html UC Corporate Systems https://csg.ucop.edu/dwr/Dwr Fund Accounting October 24, 2016 11

12. Definitions Fund Group: A separate entity with a self- balancing set of accounts consisting of assets, liabilities, fund balance, and, where appropriate, revenue and expenditure accounts. Fund Accounting October 24, 2016 12

13. Fund Groups Six basic fund groups: Current Fund Plant Fund Endowment & Similar Funds Group Annuity & Life Income Group Loan Fund Agency Fund Fund Accounting October 24, 2016 13

14. Current Fund Group of funds expendable for operating purposes in support of the institution s mission; expected to be expended in the near term. Unrestricted Restricted Designated Funds Fund Accounting October 24, 2016 14

15. Current Fund Unrestricted Funds: Includes all funds received in which a donor or other external agency has not specified the purpose(s) for which the funds should be expended. Examples: General funds Reg. Fee funds Unrestricted gifts ( RARE ) Fund Accounting October 24, 2016 15

16. Current Fund Restricted Current Funds: Includes funds available for financing operations, but that are limited to specific purposes, programs, or departments specified by donors or external agencies. Examples: Federal funds for contracts & grants Work Study funds Endowment income Fund Accounting October 24, 2016 16

17. Current Fund Designated Current Funds: Unrestricted funds the governing body designated for a special purpose. Examples: Special State Appropriations Tobacco Research Breast Cancer Research Fund Accounting October 24, 2016 17

18. Scenario #1 For each of the fund numbers and titles listed, mark the fund either: a) Restricted b) Unrestricted c) Designated For each transaction, assign the appropriate fund number. Fund Accounting October 24, 2016 18

19. Plant Fund The plant fund group is used to record acquisition of assets, replacement of assets, pay off debt, and record the investment in assets (equity). There are four subgroups of plant funds: Unexpended Plant Funds Renewal and Replacement Retirement of Indebtedness Investment in Plant Fund Accounting October 24, 2016 19

20. Plant Fund Renewal and Replacement: Used for extraordinary repairs and maintenance or equipment replacement. Retirement of Indebtedness: Used to record the accumulation of funds and disbursement for repayment of long term debt for assets. Fund Accounting October 24, 2016 20

21. Plant Fund Investment in Plant: Used to record the equity of campus assets. This subgroup in plant should reflect the total amount of resources expended for additions to assets. Fund Accounting October 24, 2016 21

22. Discussion #1 For each transaction or situation, name the correct fund (Current or Plant) where it should be recorded. Fund Accounting October 24, 2016 22

23. Endowment & Similar Funds This fund group is used to record donations to the University which require that the principal is invested and only the interest income is expendable. Interest income earned on these funds is returned to the campus and expended in the current funds group. Fund Accounting October 24, 2016 23

24. Endowment & Similar Funds Funds Functioning as Endowments: The governing board of the institution, rather than the donor or other external agency, has determined that funds (usually a gift) are to be retained and invested as an endowment. Large amounts - usually $50,000. Fund Accounting October 24, 2016 24

25. Annuity & Life Income Funds Annuity: Institution is obligated to pay stipulated amounts periodically to the donor s beneficiary. When the agreement terminates, the remaining funds become property of the institution. Fund Accounting October 24, 2016 25

26. Annuity & Life Income Funds Life Income: Established when a college/ university is the trustee and remainder for a charitable remainder trust. Income and expenses are paid to beneficiary for life. Principal returns to the institution when beneficiary dies. Fund Accounting October 24, 2016 26

27. Scenario #2 Your department has received a $150,000 gift to be used for operating expenses for the Biology department. The chair asks you to make a recommendation about turning it into an endowment. What do you need to consider to make the recommendation? Fund Accounting October 24, 2016 27

28. Loan Fund Used to record activity on funds available for loans to students, faculty, and staff. Examples include: Student Financial Aid Loan Fund Faculty Home Mortgage Loan Staff Emergency Loan Fund Fund Accounting October 24, 2016 28

29. Agency Fund Used to record funds held by the University for outside groups who have a close relationship with the University. Funds in the Agency Fund group do not belong to the Regents and are not reported in the UC Financial Statements. Fund Accounting October 24, 2016 29

30. Agency Fund Examples: Scholarship funds Fraternities and sororities The UCSB Foundation UCSB Alumni Association Fund Accounting October 24, 2016 30

31. Agency Fund Accounting for Agency Accounts Transactions are recorded as a balance sheet item, not as income and expense. To keep their accounting activity separate, a special account series is used. Fund Accounting October 24, 2016 31

32. Agency Fund Accounting for Agency Accounts During fiscal closing, any balances in these agency accounts are transferred to a balance sheet payable account. Agency accounts affect the campus STIP earnings. Therefore, the accounts should have a positive or zero balance at all times. Fund Accounting October 24, 2016 32

33. Budgeting Budgets are the most widely used method for control in colleges & universities. Fund accounting assists in budget control by providing information that enables: Managers to review their expenditures to ensure they are within their allocations. This is also a Department Key Control for SAS 115. Demonstration of compliance with funding sources. Fund Accounting October 24, 2016 33

34. Budgeting Budget entries are the reverse of financial entries: Revenue entries are budgetary debits. Appropriations to expenditure accounts are budgetary credits. Fund Accounting October 24, 2016 34

35. Encumbrances In managing available resources in a non-profit organization, we need to recognize future commitments of resources prior to an actual expenditure. Encumbrances (or liens) are used to reflect these commitments in the accounting system and attempt to prevent overspending. Fund Accounting October 24, 2016 35

36. Encumbrances When the order/services are received and the University is invoiced, the original encumbrance entry is cancelled, and the expense and related cash payment is recorded. Fund Accounting October 24, 2016 36

37. Questions Fund Accounting October 24, 2016 37