Table of Contents
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1 Introduction 1. Purpose of Manual 10 System Overview 10. College administrative systems and the Center for Information Services (CIS) 10. Administrative Systems a. How does college data get reported to the state? b. Do colleges have options recording and classifying accounting information? c. Where can I find state accounting policies? 20. How job scheduling controls the systems. a. Schedule Job Groups Screen b. Schedule Jobs Screen c. Inquire About Scheduled Jobs d. Prioritize Today’s Schedule e. Maintain Report Formatting Defaults f. Maintain Parameter Defaults g. The Job Group Definition Screen h. What are valid statuses for entering jobs or job groups? i. Coordination of scheduled jobs. 30. What is the purpose of application security? a. What are the responsibilities of the application security manager? b. System Menu Screen (ZX9000) c. Which screens are used to add a new user to the system? d. User-Terminal Maintenance Screen (ZX0203) e. Available Application Security Reports f. What is the database for Application Security? 40. Database Reports a. What software is used to produce Reports? b. Procedures created using DataExpress can: c. When running a procedure, the extracted report data can be directed to: d. Downloading Extracted Report Data 50. Archival Purge Process a. Types of batch processes b. Annual Subledger Purge Process c. Accounts Payable Purge Process d. Control Tables e. Customer Accounts Archival Process f. Customer Accounts Purge Process g. Cashiering POS Purge 60. Online Storage Management Screen (ZX0050) a. What are the fields on the online storage management screen used for? 70. System Interfaces with SMS, PPMS, MIS a. How does the student management systems interface with the financial management system? 1. Fee Calculation Process 2. Where can I get the results of the fee calculation process? 3. What are tuition calculations based upon? 4. What is a fee pay status? 5. What are tuition and fees based upon? 6. How is the fee code determined? 7. Additional fee codes 8. Where does fee calculation interface to FMS? 9. Refunding 10. Overriding refund percentiles 11. When are student records updated by fee calculation? b. MIS - SBCTC's Management Information System 1. What is MIS reporting? 2. MIS Calendar 3. What does SBCTC do with the MIS data? 4. Why must class data be verified? c. PPMS/FMS Interface 1. Payroll Banking: The Payroll Personnel Management System 2. How is money transferred into the central payroll account? 3. How do I verify individual payroll dollars to be transferred? 4. Payroll Accounting Options 5. Benefit Costs 6. FMS transaction codes used in payroll processing 7. FMS batch id's for payroll 8. FMS FAPC codes for payroll 9. Determining the FMS year/quarter (YRQ) of the Financial Aid Earnings 10. FMS Payroll Clearing and Liability Account (FUND 790) 11. Reconciling the Payroll Clearing Account 12. FMS Payroll Prepaid Account 13. What is the FMS batch post period? 14. When is the FMS batch post period? 15. What is the FMS batch date? 16. Payroll EFT Accounting 20. Fund Accounting 10. Funds a. What is a fund? 20. Fund Categories a. Governmental Funds 1. General Funds 2. Special Revenue Funds 3. Debt Service Funds 4. Capital Projects Funds 5. Permanent Funds b. Proprietary Funds 1. Enterprise Funds 2. Internal Service Funds c. Fiduciary Funds 1. Pension (and other employee benefit) Trust Funds 2. Investment Trust Funds 3. Private-Purpose Trust Funds 4. Agency Funds d. Subsidiary Accounts 1. The General Capital Assets Subsidiary Account 2. The General Long Term Obligations Subsidiary Account 30. Measurement Focus and Basis of Accounting a. What is measurement focus? 1. What is meant by “flow of economic resources focus”? 2. What is meant by “flow of current financial resources focus”? b. What is basis of accounting? 1. Accrual Basis 2. Modified Accrual Basis c. Measurement Focus and Basis of Accounting by Fund Type 1. Governmental Funds 2. Proprietary funds 3. Fiduciary funds d. Fund Basis Matrix 40. Application of Fund Accounting using FMS a. Budgeted or Nonbudgeted Funds b. Fund Type Codes 1. FMS Type 1 2. FMS Type 2 3. FMS Type 3 4. FMS Type 4 5. FMS Type 5 c. FMS Classification Matrix 30. Chart of Accounts 10. FMS a. What is the account structure of the FMS? b. Cross-walk to AFRS 20. Funds a. Funds Currently used in FMS b. FUNDS by Group and Title 25. General Ledgers a. Where can I get a list of general ledgers? b. General Ledger Codes Defined 1. 0000 - Staff Months 2. 1000 - Current Assets 3. 1200 - Investments 4. 1300 – Short-Term Receivables 5. 1400 – Inventories 6. 1500 - Prepaid Expenses 7. 1600 – Long-Term Receivables 8. 1800 – General Long-Term Obligations Valuation Accounts 9. 1900 - Other Assets 10. 2000 – Fixed Assets 11. 3000 - Revenues 12. 4300 – Cash In Custody Of State Treasurer 13. 5000 – Liabilities 14. 5200 – Long-Term Obligations 15. 6000 – Expenditures 16. 7100 – In-Process Control Accounts 17. 8100 – Federal Student Loan Offset 18. 9000 – Fund Equity Accounts 19. 9800 – General Fixed Assets Subsidiary Accounts – Fund 997 Only 20. 9900 – Clearing Accounts c. How are general ledgers entered into FMS? 30. Appropriations and Appropriation Indexes a. What is an appropriation? b. What funds are subject to the appropriation process? c. How is an appropriation classified? d. What is the appropriation index code? e. Where can I get a list of appropriation index codes? f. How are appropiation index codes determined? 40. Program Code/Program Index a. What are program codes used for? b. What is the program index? c. Where can I get a list of program indexes? d. What are major programs? e. What are subprograms? f. What is an organization index? g. Coding Conventions for the Organization Index h. Coding Conventions for Grants/Contracts/Capital Projects Organization Indexes 50. Object/Subobject of Expenditure a. What is an object and a subobject? b. Where can I find subObject codes? c. What are the major objects? d. Subobject Definitions 1. Exempt Classifications 2. Faculty Classifications 3. Stipends, Moonlighting and Overload Payments 4. Administrative Responsibility Payments or Stipends 5. Classified Staff Classifications 6. Other Employee Classifications 7. Employee Benefits 8. Personal Services Contracts 9. Goods and Services 10. Cost of Goods Sold - Proprietary Funds Only 11. Travel Classifications 12. Capital Outlays 13. Computer Hardware and Software 14. Interfund Operating Transfers 15. Grants, Benefits and Client Services 16. Debt Services 17. Interagency Reimbursements 18. Intra-Agency Reimbursements 19. Depreciation, Amortization and Bad Debts e. What are sub-subobjects? f. Where can I find a list of sub-subobjects? 60. Revenue Source Codes a. What are revenue source codes? b. Parts of the Revenue Source Code c. Where can I find a list of revenue source codes? 70. Revenue Subsource a. What is the revenue subsource code? b. Where can I find a list of subsource codes? 80. Reimbursable Code a. What is the reimbursable code? b. Conventions for assigning Reimbursable Codes c. Where can I find a list of reimbursable codes? 90. Subsidiary Account Code a. What is the subsidiary account Code? b. Parts of the Subsidiary Account Code 40. Accounting Transaction Codes 10. Transaction Codes a. What is a transaction code? b. How do fund types affect general ledgers generated by transaction codes? c. Where can I find a list of transaction codes? 20 Operating Budget 10. State-Wide Budgeting Process 10. Statutory Requirements-State Level Process a. What is the authority for development of a state-wide budget? 1. The State-Wide Budget Phases 2. Preparation Phase 3. Adoption Phase 4. Execution Phase 20. Operating Budget Request a. Requirements b. Budget Request Preparation c. Budget Request Content 30. Allotment – Preparation and Approval a. Requirements b. What is included in the budget allotment? c. How does SBCTC prepare a biennial allotment for the system? d. Who approves the Allotments? e. What is meant by Allotment Lapsing? 40. Allocations to Districts a. State Boards Authority to Allocate Funds b. Budget Allocation Process Described 20. Local Budgets 10. Local Budget Development Processes and Calendar a. Description of Budget Development Process b. What funds are budgeted at the local level? c. How to Begin d. What tools are available for budget development? 20. Procedures prior to entering the budget into the FMS system. a. Job Group Annual Accounting /Budget Archival and Purge (FG043A) b. Job Group Purge and Rebuild COA Tables For New Fiscal Year (FG046R) 30. Putting an Approved Budget Into FMS a. Build the System Calendar for the New Year b. Update the Chart of Accounts (COA) Table for the New Year (Job FG046R) c. Change Budgeting and Report Levels (only if making a change from previous year) d. Change Budget Indexes e. Change Expenditure/Revenue Sort Codes f. Change Salary Encumbrance Options g. Build the Budget Initialization Tables h. Budget Initialization Phase I (Job Group FG025R) i. Budget Initialization Phase II (Job BA1302J) 40. Budget Upload (from Excel spreadsheet) Process a. The budget upload process. 50. Budget Development Module a. How are reports generated? b. What does the budget development module consist of? c. How does the budget development module upload data? 60. Appropriations and Allotments a. Entering Your State Appropriation b. Allotments in the FMS system c. Budget Monitoring 70. Associated Student Body Budget Process a. Is the ASB process the same for each college? 30 Capital Budget 10. Capital Fund types and Required Approvals 10. Appropriated Funds a. How are funds acquired? b. How long does an appropriation stay in affect? c. What are the sources of state funds? 20. Non-appropriated Funds a. What are non appropriated funds? b. Expenditures of non-appropriated funds. c. How are acquisitions approved? d. How are funds spent? 30. Borrowed Funds a. How are alternatively financed projects approved? b. Certificates of Participation 20. Capital Project Approval Process 10. Approval Process for State Funded Projects a. Capital Appropriations b. Legislative Appropriation c. Emergency/Discretionary Appropriations 20. Approval Process for Local-Funded Projects a. Non-appropriated (Local) Funding b. Projects Costing Over $400,000 c. Recommended Types of Approval d. Matching Fund Projects – Clarification of Expenditure and Allowable Match 30. Approval Authority a. Approval Authority Delegated to SBCTC Staff 40. Special SBCTC Considerations a. Can elements of capital projects be split or combined to improve efficiency? b. Alternative Construction Delivery Method 30. Rent/Lease of Real Property 10. GA Approvals 20. SBCTC a. SBCTC Approvals b. HEC Board Approvals 30. OFM a. OFM Approvals 40. Legislative a. Legislative Approval 40. Purchase of Real Property 10. GA Approvals a. Where should requests be made? b. Who holds the title to state owned real property? c. How are repairs and remodeling handled? 20. SBCTC Approvals a. SBCTC Approvals 30. HECB Approvals a. Acquisitions via Condemnation. 50. Development Projects 10. Lease Development Projects a. How is the approved list of lease development projects created? 60. Disposition of State Owned Real Property 10. Sale, Trade or Similar Disposition of Fee Title a. How is approval of sale granted? b. Who administers sales of state-owned real property? c. Who gets the proceeds generated by sales? 20. Easements a. Granting of Easements 70. Gifts and Joint Use Facilities 10. Non-Educational Service a. SBCTC Approval 40 Accounting 10. Current Assets 10. Cash a. Cash in Bank 1. What is included as cash in college accounting? 2. What is the procedure for handling cash? b. Deposits in Transit 1. What are deposits in transit? 2. Recording Deposits in Transit 3. Monitoring General Ledger 1120 Deposits in Transit c. Pooled Cash 1. What is pooled cash? 2. What is the procedure for handling pooled cash? 3. How do I track pooled cash? 4. Entries to the pooled cash general ledger. 5. Illustrative Entries 6. FMS Pooled Cash Process 7. Pooled Cash Out of Balance Conditions d. Cash Reconciliations 1. Reconciliation of Cash 2. Reconciliation Tools 3. Sample Cash Reconciliation Worksheets 20. Petty Cash a. What is petty cash? b. Where can I find petty cash regulations? c. Who controls the petty cash account? d. Establishing a Petty Cash Account e. Authorized Uses of Petty Cash Accounts f. Disbursement of Petty Cash g. Reconciliation of Petty Cash h. Reimbursement of Petty Cash Fund i. Abolishment of Local Petty Cash Account j. Illustrative Entries 30. Investments a. Investing 1. What are short term investments? 2. What are non-current investments? 3. What are the internal controls for investments? b. Allowable Investments 1. Acceptable Investment Options 2. Local Government Investment Pool c. Investment Valuation 1. Short Term Investments 2. Long Term Investments 3. Accounting for Investments 4. Illustrative Entries: d. Investment Interest Distribution 1. Pooled Interest distribution concept 2. Bank Analysis Earnings 40. Accounts Receivable a. When and how are account receivables recorded? 1. What is included on an invoice? 2. Which general ledgers are involved with A/R activity? 3. Which FMS processes are used to record A/R transactions? 4. Using FMS Customer Accounts (BM1620) to process A/R activity. 5. Using the General Accounting Transaction (GA1103) for A/R activity. 6. Recording Receipts on Accounts Receivable 7. Using the FMS Customer Accounts process to record payments received on account. 8. Using the Unofficial Enrollment Report to identify accounts receivable 9. Using OBIS to invoice SBCTC b. NSF Check Procedures c. Allowance for Doubtful Accounts d. Collection/Write Off Procedures 1. Requirement for Written Collection Procedures 2. Accounts Receivable Aging Reports 3. Requirement to Assess Interest on Past-due Receivables 4. Sample Policies e. Accounts Receivable Aging 1. Using the Customer Accounts A/R Aging Report 2. Aging receivables using the FMS A/R Subledger. f. Travel Advances 1. How do I submit and account for travel advances? g. Accounts Receivable Reconciliation 50. Inventories a. Systems of Accountability for Inventory b. Are there different requirements for merchandise and consumable inventories? 1. Allowable Inventory Tracking Methods for Merchandise 2. Consumable Inventory Accounting Methods 3. What are the requirements for conducting a physical count of inventory? c. What are some standard internal controls for inventories? d. Unique Requirements for Managing Consumable Inventories. 1. Which general ledger is used to record consumable inventories? 2. How are ongoing purchases and uses of consumable inventory recorded? 3. Reservation of Fund Balance for Consumable Inventories 4. Is there special treatment required for donated consumable inventories? 5. What account coding is used for donated consumable inventories? e. Accounting Requirements for Merchandise Inventories. 1. Merchandise Inventory Illustrative Entries 60. Prepaid Expenses a. What general ledger is used with prepaid expenses? b. Illustrative Entries for Prepaid Expenses 20. Fixed Assets 10. Definitions of Terms Used with Fixed Assets a. Capital Leases b. Capitalizing c. Certificate of Participation (COP) d. Commodity Code e. Depreciation f. Facilities And Equipment-(FAE) g. Market Valuation Index h. Operational Lease i. SARS 20. Types and Descriptions of Fixed Assets a. Land (general ledger 2110) b. Building (general ledger 2210) (Purchased/Self-Constructed/Donated) c. Improvements Other Than Buildings (IOTB) or Infrastructures (general ledger 2310) d. Equipment, Furnishings and Software (general ledger 2410) e. Library Resources (general ledger 2430) f. Construction in Progress (general ledger 2510) 30. Physical Inventory Procedures a. How often are physical inventories taken? b. What are the source documents for counting inventory? c. What happens to untagged equipment? d. Who is responsible for equipment co-owned with CIS? e. Written Inventory Instructions Required f. Reconciling the Physical Inventory to the Inventory Records g. How are discrepancies between the inventory records and the physical inventory dealt with? h. Certification of Inventory Reconciliation Required 40. Fixed Asset Identification Policy\Numbering System a. Inventory Officer’s Responsibility for Tagging Assets. b. Standard Numbering System for Fixed Assets c. Assigning Responsibility When Assets are Shared, or Owned and Located Externally. d. Assets Owned by External Agencies e. Assets Located at External Agencies 50. Capitalization Policy a. Determining whether or not to capitalize an expense. b. Splitting out the costs for a combined project. c. How to Determine an Asset’s Value 1. Valued at Cost 2. Ancillary Charges Included d. How are trade-ins accounted for? 60. Recording Fixed Assets in the Financial Management System (FMS) a. General Capital Assets Subsidiary Account (fund 997) b. Internal Services and Proprietary Funds (fund type 4) 1. How are fund type 4 acquisitions of land, buildings, improvements, library resources and construction in progress recorded? 2. Equipment purchases in proprietary funds 3. Reporting GL 2410 Expenditures on the BA 1201 Budget Status Report c. How do I record the fixed asset of a construction COP that uses multiple funding sources? 1. One Source of Funding 2. Two Sources of Funding 3. Multiple Sources of Funding 4. How to handle the future principal and interest payments for multiple source COPs? 70. Depreciation of Fixed Assets a. Are all fixed assets depreciated? b. Where is depreciation recorded? c. How is depreciation recorded in FMS? d. Depreciation in General Fixed Asset Account Group (fund 997) e. Depreciation in Internal Services and Proprietary Funds (fund type 4): 80. Disposals and Changes of Fixed Assets a. Record Maintenance for Disposed Assets b. How are disposals recorded in FMS? 1. Disposals in General Fixed Assets Account Group (fund 997) 2. Disposals in Proprietary and Internal Service Funds (fund type 4) 3. How do I find the accumulated depreciation? 90. Reconciliation of FMS to FAE a. How do FMS and FAE function together? b. What records need to agree between FMS and FAE for governmental fund types? c. What records need to agree between FMS and FAE for proprietary fund types? d. How do I manage and reconcile facilities entries on FAE? 1. Example of Asset Constructed over Multiple Years 2. What reports show activity posted in FAE? e. How to manage and reconcile equipment entries on FAE? f. How do I obtain summary totals of activity in FAE? 1. Calculating Monthly Totals 2. Reconciling Monthly FAE Totals to FMS g. Ways to Obtain FAE Detail 1. MM5202 Equipment Transaction Log (produced by job MM5202J). 2. DATAX Reports 3. MM5211 Equipment Detail Listing h. How do I obtain transaction detail in FMS? i. How do I correct miscoded state tag numbers for equipment recorded in FAE? j. Reconciling the FMS/FAE Differences 30. Liabilities 10. Accounting for Liabilities a. What are liabilities? b. Where can I find information on liability general ledgers? c. What are accrued liabilities? 15. Payable Accruals a. Where are accounts payable accruals entered? b. How are estimated accruals recorded? 20. Payroll Accruals a. Where are payroll accruals performed? b. How do I record sick, and annual and compensatory leave accruals? c. Interagency Payables and Receivables 30. Deferred Revenues a. What are deferred revenues? b. When is deferred revenue recorded? c. Recording Deferred Revenue d. Reversing Deferred Revenue 40. Escrows/Retainage 45. Sales and Use Tax 50. Unemployment Compensation a. What source of funds is used to pay the quarterly billings for UC benefits? 1. What are the advantages of Direct Pay versus using a UC Reserve? b. What are the steps for creating an Unemployment Compensation Reserve? 1. How do I determine the rate for contributions to my UC Reserve account? c. How is the UC reserve rate applied to salary and wage charges? d. Automatic Unemployment Compensation Reserve 1. Where are the UC Reserve contribution recorded? 2. How do I set up the UC Reserve contribution percentage in PPMS? 3. Establishing the PPMS UC Reserve tables. 4. CIS documentation for UC Reserve process in PPMS 60. Bonds Payable a. What are bonds? b. Recording Bond Proceeds 65. Lease Purchase Agreements a. Recording Capital Lease Obligations 70. Lease Accounting a. What are the types of lease accounting available? 75. Certificates of Participation (COP) a. What are the types of COPs? b. When are the proceeds of the COP available to the college? 40. Fund Balance/Retained Earnings 10. Fund Balance/Retained Earnings a. What is fund equity? 1. Fund balance account (governmental funds) 2. Proprietary type fund equity accounts 20. Reservation of Fund Balance a. What is a reserve? b. Types of reserve accounts 30. Capital asset valuation accounts. a. What is asset valuation? b. GL9850 – Investment in General Capital Assets 50. Receipts/Revenue 10. Tuition Revenue a. What is tuition revenue? b. Where does tuition and fee revenue get deposited? 1. Initial Tuition Receipt 2. Tuition Distribution at End-of-Month c. Tuition and Fee Distribution Table 1. How is a State Treasurer payment recorded? 2. How is unpaid tuition recorded? 3. How is advance revenue recorded? d. Illustrative Example Entries: 1. Tuition Revenue Receipt 2. Automatic Distribution 3. State Treasurer Payment 4. Advance and deferred Revenue 15. Excess Enrollment a. What is the advantage of excess enrollments? b. What are college requirements for excess enrollments? c. What are the excess enrollment rules? d. How does the excess enrollment process work? 20. Intergovernmental Receipts a. Due from Federal Government b. Due from Other State Agencies c. Illustrative Entries 1. Quasi-External 2. InteragencyRreimbursements d. Due from Local Government 30. Income from Property a. What is income from property? 1. Parking and Housing 2. Facility Rental 3. Dedicating the Revenue 40. Income from Sale of Bonds a. Illustrative Entries 1. Bond Issue Receipt 2. Receipt from Bond Issue 50. Cash Over and Short a. How do I record cash shortages and overages? b. Illustrative Entries 1. Cash Over 2. Cash Short 60. Unidentifiable Receipts a. Illustrative Entries 70. Prior Biennium Recoveries a. Where do I record prior biennium recoveries? b. Illustrative Entries 1. Local Funds 2. Treasury Funds 75. Immaterial Prior Period Adjustment 80. Interest Income a. Illustrative Entries 1. Pooled Investment Interest 2. Accrued Interest 3. Payment of Interest 60. Expenditures 10. Purchasing a. What are purchase requisitions? b. What should be included on a purchase requisition? c. What is a purchase order? d. What is a purchase order used for? e. Competitive Bidding Requirements f. Purchasing Internal Control Elements g. Budget Authority/Coding h. Where should deliveries be made? i. Process for handling deliveries. j. When is an invoice considered approved? 20. Encumbrances a. What is an encumbrance? b. Where do I record encumbrances? c. Which funds are subject to encumbrance accounting d. Encumbrance Policies e. Liquidating an encumbrance. f. Types of liquidations g. Where do I record liquidations? 30. Paying the Bills a. What source documents are required when paying bills? b. Who authorizes expenses for goods and services? c. Where do I record accounts payable documents? d. How to verify accounts payable documents e. When should payments be reconciled? f. How do I verify payments on goods and services? g. When should payments be made? h. How are due dates for payments determined i. Internal control elements for disbursements j. What should be done with blank vendor check stock? 40. Payroll Vendor Payments a. FMS Pending Payment Report (BM3105) b. FMS Processed Batch Reports (GA1201 and GA1202) c. What are the general ledger’s batch identifiers? d. When are payroll vendor payments processed? e. Where are payroll vendor payments displayed? 50. Recovery of Expenses a. Recovery of Expenses 60. Sales and use tax a. What is sales tax? b. What is use tax? 70. Belated Claims a. What are belated claims? b. Requesting payment for belated claims. c. Criteria for valid belated claims. 80. Affidavit of Lost Checks a. How to report a lost or destroyed check b. How to report a check that has been forged 90. Independent Contractors a. What are independent contractors? b. Considering hiring a consultant/contractor? 50 Accounting Processes 10. Transfers 10. Operating Transfers a. Operating Transfers b. Illustrative Entries c. Operating Transfers Within a Single Fund 20. "T" Transfers a. What Function Does a "T" Transfer Serve? b. Are There Restrictions on the Use of "T" Transfers? 20. Payroll 10. Payroll Overview 20. PPMS Tables a. The Institution Parameter Table, PPMS Table PS9001 b. Parameter Numbers 302 to 311 c. Parameter Numbers 329-332 d. Parameter #1014 – Benefits Option e. Parameter #1016 – Prepaid Deduction Account Code f. Parameter #1031 – Employer Cost Default Account g. Parameter # 1032 – Health Cost Option h. Deduction Table, PPMS Table PS9002 i. Transaction Codes j. Account Codes k. Vendor Numbers l. Deduction Payment Method m. Workstudy Split Table, PPMS Table PS9046 30. Reconciling PPMS to FMS a. What PPMS reports are used for reconciling to FMS? b. Which FMS reports are most useful for reconciling to PPMS? c. How does the payroll process affect a college’s local account? 40. PPMS Scheduling System a. What are the PPMS jobs/job groups? 50. Illustrated Entries to FMS for a Hypothetical Payroll a. PS1425 – Vendor Payment Liability Report b. PS1425 – Payroll Expense EFT Summary c. FMS Daily Processed Batch ID-09 d. FMS Daily Processed Batch ID-06 e. FMS Daily Processed Batch Summary of GL Transactions f. Accrued Payroll Transactions, Batch ID 07 and 06 60. Reconciling Fund 790 a. What reports are useful for reconciliation of fund 790? FMS Report b. PPMS Reports c. Tips to aid in reconciliation 70. Miscellaneous Payroll Procedures a. How are final payments for deceased employees processed? 1. Final Check Disposition b. Unemployment Costs Procedures 1. Details of Unemployment Cost Procedures c. Sick Leave Buyout at Retirement 1. Non-allotted and Grants and Contracts – Estimates and Reserve Accounts 75. TIAA/CREF Negative Contributions a. What are net-negative contributions? b. Are PPMS processes available to assist with net-negative contributions? c. What are the FMS procedures related to net-negatives? d. FMS Example: 30. Grants and contracts. 10. Definitions 20. Grant / Contract Management a. What should be considered when applying for a grant or contract? b. Signature / Review Process c. Grant / Contract Checklist d. Accounting Codes Used in Grants and Contracts 1. Expenditure Codes 2. Valid Revenue Source Codes 40. FMS/PPMS Reports for Grants and Contracts 50. Billing Grants and Contracts a. Where are original invoice filed and what are the general responsibilities related to invoicing? b. How are grant and contract costs tracked? c. Where should payments received on grants and contracts be processed? d. How do I determine when to bill on a grant or contract? e. What billing forms should I use for grants or contracts? f. Request for Payment/Reimbursement g. Requesting Federal Funds Via e-payments 1. What is an e-payments request based upon? h. How do I record payments requests for grants/contracts? i. How do I track revenue from federal grants and contracts? j. Coding Reimbursement Contracts with other State Agencies k. Coding Receipts from Non-State Revenue Sources l. Common Receipting Procedures and Practices 60. Grants and Contracts Table Maintenance a. Budget Update 70. Indirect/Administrative Allowance/Overhead a. Federal Grant and Contract Indirect 1. When are indirect costs factored into a grant? 2. How are indirect costs applied against a grant? 80. Time and Effort a. Records of Time and Effort b. Record Keeping Requirements 1. Dedicated work assignment 2. Split work assignment c. How are time and effort documentation used? 40. Financial Aid 10. Federal Grants and Aid a. SEOG and Pell Grants 1. The Financial Aid Program Code (FAPC) 2. Establishing An Account Code 3. Draw Down of Pell/SEOG Award 4. Calculating Pell/SEOG Draw Down Amount 5. Reconciliation 6. Pell and SEOG Grant Administrative Cost Allowance 7. SEOG Match b. Stafford Loan (GSL) 1. Establishing An Account Code c. Federal Work-Study (FWS) 1. Establishing An Account Code 2. Can the payroll system be used to automate the split coding? 3. Allowable Charges 4. Reconciliation 5. Off-Campus Federal College Work-Study d. Title IV Refunds (Return to Title IV: R2T4) 1. What are the Statutory and Regulatory Citations for R2T4? 2. Summary of R2T4 Refund Requirements 3. Excludable Costs 4. Return To Title IV Refund Calculation Data 5. Steps in processing a R2T4 6. Provide a fee code for student refunds 20. State Grants and Aid a. State Need Grant b. Establishing An Account Code c. The Financial Aid Program Code (FAPC) 1. Drawn Down State Need Grant Award 2. Reconciliation d. State Work Study 1. Establishing an Account Code 2. Drawdown of State Work Study Award 3. Reconciliation e. Waivers 1. Establishing An Account Code 2. The Financial Aid Program Code (FAPC). f. Workfirst Work Based Learning Tuition Assistance 1. Establishing an Account Code 2. Establishing A Financial Aid Program Code (FAPC) 3. Reconciliation 4. Reimbursement g. Worker Retraining Financial Aid 1. Establishing an Account Code 2. Establishing a Financial Aid Program Code (FAPC) 3. Reimbursement 30. Local Scholarships and Grants a. Establishing an Account Code b. Establishing A Financial Aid Program Code (FAPC) c. Reconciliation d. Booster Clubs/Foundations e. Institutional Financial Aid Fund (3.5%) 1. Establishing An Account Code 2. Collecting 3.5% from Tuition 3. Note of Caution concerning the Institutional Financial Aid Fund 40. Use of Fund 846 to Record Scholarships and Fellowships a. Recording State Allocated Financial Aid Funds b. Recording Aid From Grant/Contracts Such as PELL/SEOG/WorkFirst c. Alternate coding if the Grant/Contract is to be Maintaned in Fund 145 50. Fee Calculation 10. Fee Calculation a. Fee Calculation Components b. What registration transactions update Customer Accounts? c. Questions to ask when the charges in Customer Accounts are not correct: d. How can I update tuition and fees after a student has registered? e. Refund Processing Facts f. Fee Calculation Errors g. Common Fee Calculation Errors 20. Fee Pay Status a. How does Fee Calculation use fee pay status codes and in what order? 30. Tuition Calculation Table (BM1010) a. College controlled sections of the Tuition Calculation Table Screen b. Tuition Calculation Table List Function c. FEE PAY STATUS (First Section of Tuition Calculation Table) d. Data Elements of the Tuition Calculation Table (Second Section) 1. BM1010 - Standard Section 2. BM1010 - Standard Fee Limit 3. BM1010 - Standard Limit Type 4. BM1010 - Standard Over Limit Fee Code 5. BM1010 - Waiver 6. BM1010 - FAPC Code 7. BM1010 - Waiver Calculation Ind e. SUPPLEMENTAL FEES (Third Section) f. SUPPLEMENTAL TUITION (Fourth Section) 40. The Fee Code Table (BM1001) a. Fee Codes reserved for and defined by CIS/SBCTC b. Fee Code Table Fields Affecting Fee Calculation c. Fee Code Table Overrides 50. Financial Aid Program Code (FAPC) Table (BM1002) a. Standard Fee Calculation Waiver Coding b. The Waiver Report (BM1719J) c. How is the Revenue Indicator field used? d. Options for scheduling the Waiver Report (BM1719) 60. FMS/AFRS Interface 10. How is FMS data transferred to AFRS? a. Major Crosswalk Differences 1. What are the types of “cross walks”? b. Manual Adjusting Entries and Opening Entry Differences c. Community and Technical Colleges’ presentation in CAFR 20. In-Process Reports a. Vendor Payment Advance (VPA) b. Payment to the State Treasurer c. Treasury Funds and Treasury Cash d. FMS GL 4310 to GL 71xx in AFRS e. FMS Entry vs. Documents Processed by the Treasurer f. Bank Account Analogy g. FMS Reports used by SBCTC to create the In-Process Report h. Illustrative Entry for Cash Receipts GL 7110 i. Illustrative Entry for Cash Disbursements GL 7120 j. Illustrative Entry for JVs GL 7140 k. VPA l. Resolving In-Process Out of Balances 30. FMS Errors a. Source of Error Reports 1. CR2353 – AFRS Not Reported 2. CR2355 – AFRS Extract Error List b. Transaction Code 026 in Treasury Funds c. Fixing FMS Errors 40. AFRS Rejections 10. AFRS Edits 60. Open Entry Differences 65. Vendor Payment Advance 10. Vendor Payment Advance Process a. Legal References for VPA b. How is the amount of the advance determined? 20. Accounting for VPA Expenditure Transactions a. How is the original advance recorded? b. How do I record payments that will be reimbursed through the VPA process? 1. Using the Invoice Screen to Make Vendor Payments 2. Using the Cost Transfer Screen for VPA Transactions 3. Using the General Accounting Transaction Screen for VPA Activity 30. VPA Activity Reports a. Which report displays detailed vendor payment advance activity? b. Where is VPA summary information by fund reported? 40. Monthly VPA Reimbursement Processes a. How do I get reimbursed for vendor payment advance expenditures? b. Receipting a Vendor Payment Advance Reimbursement 1. Job Group FG012M 2. Reversal of General Ledger 5150 50. Reconciling Vendor Payment Advance General Ledgers a. The In-Process Report b. Reconciling GL5150 Between Funds c. Keeping GL1350 and GL5150 in Balance 60. Requesting Reimbursement for Capital Projects a. Using TC002 to Record Capital Expenditures b. Requesting Reimbursement from OST for Capital Expenditures c. Illustrated Entries for Combined Expenditures d. What can I do if I don’t want one day out of balance? 70. Tracking VPA during Fiscal Year closing? a. Repayment of Initial Advance 1. Entry if Initial Advance Greater than the Final Month’s Expenditures. 2. Entry if Initial Advance Less than the Final Month’s Expenditures b. How do I re-establish my advance for the new biennium? 70. Endowments/Foundations 10. To be provide 80. Year End 10. OFM Cut-Off procedure 15. FMS Cut-Off procedure a. Phase I b. Phase II c. Phase III d. Phase IV 1. Opening Entries 2. Close To Open. 3. Adjusting Entries 4. Checklist 5. Disclosure Forms 20. Deposits-In-Transit a. Recording Deposit-in-Transit Entries Using Customer Accounts 1. Record Receipt of Deposit-in-Transit 2. Reversing the receivable and Deposit-in-Transit in the New Year 30. Manual Method of Processing Payables at Year End a. Manual Method at Biennium Close 1. Fund Type 1 2. Fund Type 3 b. Manual Method at Fiscal Year Close 1. Fund Type 1 – Fund 001 2. Fund Type 1 – Capital Projects 3. Fund Type 3 4. Fund Type 2 and 4 35. Automated Method for Accruing Expenditures a. Required Criteria for Using the Automated Accrual Process b. Transaction Codes for Automated Accruals c. Scheduling the Automated Accrual Process 40. Accrued Treasury Account Activity a. How do I get reimbursed for payment of accrued Treasury account activity? b. How do I track accrued expenditure activity for reimbursement? 45. Illustrative Entries for Expenditure Accruals a. Local general funds(fund type 3), with an encumbrance. b. Proprietary Funds c. Treasury Operating Funds with an Encumbrance d. Treasury Capital Funds with an Encumbrance e. Handling the Daily Cash Out-of-Balance Condition 1. Option 1 for handling Daily Cash Out-of Balance 2. Option 2 for Handling Daily Cash Out-of Balance 50. The Closing Process for Receivables at Year End a. Are amounts due for summer or fall quarter tuition receivables at June 30? b. Transaction Codes Used for First Year of a Biennium 1. Fund Types 2, 3, 4, AND 5 2. Fund Type 1 (Single year appropriations in Fund 001) 3. Fund Type 1 (Biennial appropriations - Fund 057, 060, 253) c. Transaction Codes Used for the Receivables to Offset Expenditures at Mid-Biennium 1. Fund Type 2 and 4 2. Fund Type 5 3. Fund Type 3 4. Fund Type 1 (Biennial appropriations - Fund 057) 5. Fund Type 1 (Single year appropriations in Fund 001) d. Transaction Codes for revenue receivables at the end of a biennium 1. Fund Types 2, 3, 4, and 5 2. Fund Types 1 e. Transaction Codes for Expenditure Receivables at the End of a Biennium 1. Fund Type 2 and 4 2. Fund Type 5 3. Fund Type 3 4. Fund Type 1 55. NSF Checks: a. NSF Check Example b. Shortcut for Coding NSF Checks 60. Allowance for Doubtful Accounts a. Is the allowance account coding the same for all fund types? b. Allowance account coding samples by fund type 1. Fund Types 1, 3 and 5 2. Fund Type 4 65. Interagency receivables/payables a. What are the deadlines for billing other state agencies? b. When are invoices to SBCTC due? c. What is the deadline for requesting equipment reimbursements from CIS? d. What General Ledgers are used for interagency receivables and payables? e. How do other agencies code receivables and payables to identify specific colleges within the system? f. Reconciling with other agencies g. What about receivable/payables between the colleges and with SBCTC? h. State Agency Contact List i. Interagency Accrual Illustrative Entries 1. Biennium Close 2. Fiscal Year Close 3. Estimated Billing's Received j. Is additional tracking required for estimated accruals? 70. Interfund receivables/payables a. Revenue/Expenditure Transfers 25th mo 1. Options for Recording the “Due From” Half of the Transaction 2. Options for Recording the “Due To” Half of the Transaction b. How are treasury cash accruals reimbursed or remitted? 75. Investment Valuation 80. Inventory and the Closing Process a. Entries to Adjust Inventory Balances 85. Negative Cash Balances a. How do I address negative cash balances prior to closing? b. What needs to be done in the new year? 90. Using SMART to Assist with Closing Process a. Manual Adjusting Entries 1. How are manual adjusting entries coded? 2. What happens to manual adjusting entries in the new year? 3. Manual Entries at Fiscal Year-End 4. Manual Entries at Second Year of Biennium 5. Manual Entries Not Affected by Year of Biennium b. Opening Entries – How Manual Adjusting Entries are Recorded in the New Year 1. Transcodes for Opening Entry Adjustments 2. Differences Between Transaction Codes S and R c. Using SMART to Report Note Disclosures 95. The FMS Close Open Process a. What FMS processes are involved in the Close/Open process? 1. Process One 2. Process Two b. Can I test the close/open process before actual closing? c. Open Entry Differences 1. Opening Differences Resulting from Manual Adjusting Entries 2. Opening Differences Caused by Sub Ledger/GL Differences 3. How do I check opening general ledger balances for differences? 60 Administrative Procedures 10. Auditing 10. State Audit a. Authority b. What are the state auditor’s responsibilities? c. What are the general procedures required to prepare for an audit by SAO? d. Audit Notification and Expectation of actual Audit Activities e. Communicating the Audit Results f. Responding to Audit Issues 20. Federal Audits a. Federal Funding 30. SBCTC Operations Reviews a. What does a operations review consist of? 20. Banking 10. Positive Pay a. Positive Pay 20. Acquiring Banking Services a. College Authority to Contract for Banking Services b. Sample Checklist for Banking RFP 30. E-Commerce a. E-Commerce 40. Internal Control 10. To be provided 50. Meals and Refreshments 10. To be provided 55. Travel 10. To be provided 60. General Ledger Monitoring 10. To be provided 70. Risk Management 10. Services a. Services Provided by Division of Risk Management 20. Insurance a. Liability b. Commercial Carriers 30. Tort Claims a. What information is required when filing a claim? b. Requirement for Reporting Serious Incidents 40. College Responsibility for Risk Management 80. Service Contracts 10. Personal and Purchased Services Contracts 90. Records 10. State Board Role 20. College Role 70 Reporting 10. Integrated Postsecondary Education Data System (IPEDS) 10. Background/General Information a. How do I submit IPEDS financial data? b. What resources are available for gathering and reporting IPEDS data? c. How can I access the IPEDS data for research purposes? 20. Tax Reporting 10. IRS 1098-T a. What is IRS 1098? 20. IRS 1099-MISC a. What is IRS 1099-MISC? 30. Sales and Use Tax, B&O Tax a. What is sales tax? b. What is use tax? c. Calculating Use Tax d. Sales and Use Tax Exemptions e. Sales and Use Tax Rates f. When do colleges collect retail sales tax? g. Sales Tax collection and remittance procedures: College Bookstore Example h. Filing the State DOR Excise (sales tax) Return 1. FMS reports used as a basis for excise tax returns i. Relieving the Liability/FMS Entry 1. Other college operations requiring sales tax collection. j. When do I have a use tax liability? k. Recording Use Tax liability 1. When do I remit use taxes? 2. FMS sales/use tax table maintenance 40. Leasehold Excise Tax a. What is leasehold excise tax? 50. Unrelated Business Income Tax (UBIT) a. What is unrelated business income tax?	1 Introduction 1.1 - Purpose of Manual 10 System Overview 10.10 - College administrative systems and the Center for Information Services (CIS) 10.10.10 - Administrative Systems 2006-03-02 10.10.10.a How does college data get reported to the state? 10.10.10.b Do colleges have options recording and classifying accounting information? 10.10.10.c Where can I find state accounting policies? 10.10.20 - How job scheduling controls the systems. 2004-11-30 10.10.20.a Schedule Job Groups Screen 10.10.20.b Schedule Jobs Screen 10.10.20.c Inquire About Scheduled Jobs 10.10.20.d Prioritize Today’s Schedule 10.10.20.e Maintain Report Formatting Defaults 10.10.20.f Maintain Parameter Defaults 10.10.20.g The Job Group Definition Screen 10.10.20.h What are valid statuses for entering jobs or job groups? 10.10.20.i Coordination of scheduled jobs. 10.10.30 - What is the purpose of application security? 2004-11-30 10.10.30.a What are the responsibilities of the application security manager? 10.10.30.b System Menu Screen (ZX9000) 10.10.30.c Which screens are used to add a new user to the system? 10.10.30.d User-Terminal Maintenance Screen (ZX0203) 10.10.30.e Available Application Security Reports 10.10.30.f What is the database for Application Security? 10.10.40 - Database Reports 2004-11-30 10.10.40.a What software is used to produce Reports? 10.10.40.b Procedures created using DataExpress can: 10.10.40.c When running a procedure, the extracted report data can be directed to: 10.10.40.d Downloading Extracted Report Data 10.10.50 - Archival Purge Process 2004-11-30 10.10.50.a Types of batch processes 10.10.50.b Annual Subledger Purge Process 10.10.50.c Accounts Payable Purge Process 10.10.50.d Control Tables 10.10.50.e Customer Accounts Archival Process 10.10.50.f Customer Accounts Purge Process 10.10.50.g Cashiering POS Purge 10.10.60 - Online Storage Management Screen (ZX0050) 2004-11-30 10.10.60.a What are the fields on the online storage management screen used for? 10.10.70 - System Interfaces with SMS, PPMS, MIS 2004-11-30 10.10.70.a How does the student management systems interface with the financial management system? 10.10.70.a.1 Fee Calculation Process 10.10.70.a.2 Where can I get the results of the fee calculation process? 10.10.70.a.3 What are tuition calculations based upon? 10.10.70.a.4 What is a fee pay status? 10.10.70.a.5 What are tuition and fees based upon? 10.10.70.a.6 How is the fee code determined? 10.10.70.a.7 Additional fee codes 10.10.70.a.8 Where does fee calculation interface to FMS? 10.10.70.a.9 Refunding 10.10.70.a.10 Overriding refund percentiles 10.10.70.a.11 When are student records updated by fee calculation? 10.10.70.b MIS - SBCTC's Management Information System 10.10.70.b.1 What is MIS reporting? 10.10.70.b.2 MIS Calendar 10.10.70.b.3 What does SBCTC do with the MIS data? 10.10.70.b.4 Why must class data be verified? 10.10.70.c PPMS/FMS Interface 10.10.70.c.1 Payroll Banking: The Payroll Personnel Management System 10.10.70.c.2 How is money transferred into the central payroll account? 10.10.70.c.3 How do I verify individual payroll dollars to be transferred? 10.10.70.c.4 Payroll Accounting Options 10.10.70.c.5 Benefit Costs 10.10.70.c.6 FMS transaction codes used in payroll processing 10.10.70.c.7 FMS batch id's for payroll 10.10.70.c.8 FMS FAPC codes for payroll 10.10.70.c.9 Determining the FMS year/quarter (YRQ) of the Financial Aid Earnings 10.10.70.c.10 FMS Payroll Clearing and Liability Account (FUND 790) 10.10.70.c.11 Reconciling the Payroll Clearing Account 10.10.70.c.12 FMS Payroll Prepaid Account 10.10.70.c.13 What is the FMS batch post period? 10.10.70.c.14 When is the FMS batch post period? 10.10.70.c.15 What is the FMS batch date? 10.10.70.c.16 Payroll EFT Accounting 10.20 - Fund Accounting 10.20.10 - Funds 2003-08-15 10.20.10.a What is a fund? 10.20.20 - Fund Categories 2011-12-28 10.20.20.a Governmental Funds 10.20.20.a.1 General Funds 10.20.20.a.2 Special Revenue Funds 10.20.20.a.3 Debt Service Funds 10.20.20.a.4 Capital Projects Funds 10.20.20.a.5 Permanent Funds 10.20.20.b Proprietary Funds 10.20.20.b.1 Enterprise Funds 10.20.20.b.2 Internal Service Funds 10.20.20.c Fiduciary Funds 10.20.20.c.1 Pension (and other employee benefit) Trust Funds 10.20.20.c.2 Investment Trust Funds 10.20.20.c.3 Private-Purpose Trust Funds 10.20.20.c.4 Agency Funds 10.20.20.d Subsidiary Accounts 10.20.20.d.1 The General Capital Assets Subsidiary Account 10.20.20.d.2 The General Long Term Obligations Subsidiary Account 10.20.30 - Measurement Focus and Basis of Accounting 2003-08-15 10.20.30.a What is measurement focus? 10.20.30.a.1 What is meant by “flow of economic resources focus”? 10.20.30.a.2 What is meant by “flow of current financial resources focus”? 10.20.30.b What is basis of accounting? 10.20.30.b.1 Accrual Basis 10.20.30.b.2 Modified Accrual Basis 10.20.30.c Measurement Focus and Basis of Accounting by Fund Type 10.20.30.c.1 Governmental Funds 10.20.30.c.2 Proprietary funds 10.20.30.c.3 Fiduciary funds 10.20.30.d Fund Basis Matrix 10.20.40 - Application of Fund Accounting using FMS 2011-12-28 10.20.40.a Budgeted or Nonbudgeted Funds 10.20.40.b Fund Type Codes 10.20.40.b.1 FMS Type 1 10.20.40.b.2 FMS Type 2 10.20.40.b.3 FMS Type 3