Establishing Agency Account/Fund Codes

Agency accounts are established by the University for non-University entities. When a unit accepts funds for the operation of activities sponsored by a non-University entity, the funds are not considered tax-deductible donations because, in most cases, control over the funds remains in the hands of the sponsoring entity. Even though the sponsored activities may relate closely to University activities and provide services or benefits to the University community, the receipt and disbursement of funds coming from the sponsoring entities are not reported as University income and expenditures.

Areas of Responsibility
Campus Units Other than the Conference Office
The Extramural Funds Supervisor
Planning and Budget
The Conference Office

Areas of Responsibility

Business Officers/Unit Managers are responsible for adhering to Agency Account Policy and Procedures.

The Accounting Office is responsible for reviewing unit requests for new agency accounts and assigning and setting up new accounts. The source of these guidelines is the Campus Policy on Agency Accounts.

Campus Units Other than the Conference Office

Send a request to (or call) the Extramural Funds Supervisor in the Accounting Office and provide the following information:

• Campus unit sponsoring the agency activity and unit organization code
   
• Index code to be used if applicable
   
• Individuals authorized to input and approve transactions against agency fund
   
• Name of the agency
   
• Description and purpose of the activities to take place
   
• Functions to be performed by the campus unit sponsoring the agency activity
   
• Fund - Organization - Program code to charge any deficit balances remaining in the agency fund upon completion of agency activities

The Extramural Funds Supervisor

• Reviews the information
   
• Assigns and sets up the appropriate agency fund code
   
• Provides the new agency fund code to the unit
   
• Forwards fund information to the Planning and Budget Office

Planning and Budget

• Sets up requested agency Organization code.

The Conference Office

The Conference office will be assigned a range of fund codes that they will use to set up new conference (agency) activity. The campus Conference Office will provide the Extramural Funds Supervisor with the following items:

• Fund code to be used for the new agency activity and title
   
• Index code to be used and the Fund - Organization - Program code combination
   
• List of individuals with input and approval authorization
   
• Fund - Organization - Program code to charge any deficit balances remaining in the agency fund upon completion of agency activities