Administrative Services

Accounting

Phone: 309/298-1811
Fax: 309/298-2811

Accounting is responsible for performing fiscal control in connection with appropriated (accounts that start with a "1" or "2") , locally-held (accounts that start with a "3"), revenue bond (accounts that start with a "4"), and grant accounts (accounts that start with a "5") (with the exception of personal services). This responsibility includes reviewing transactions for adherence to fiscal requirements of laws, regulations, contracts, agreements, and established University fiscal policies. This section also monitors indirect cost allocations, and is responsible for preparing detailed financial reports including monthly statements, cash reports, and reimbursements in accordance with agency or grantor provisions.

Central to the efficient fiscal operation of the University and its various units are the financial reports distributed on a periodic basis. Fiscal agents responsible for University accounts should become familiar with these reports. They furnish invaluable information that can help keep a department fiscally sound and operating within its resources. Included in this section is information to assist in interpreting these reports.

Cash Management

Cash Management is responsible for reconciliation and distribution of all funds received in Billing and Receivables, investment of all locally-held funds (including the income fund), management of and reporting on the University's portfolio, and distribution of interest income.

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Interdepartmental Charges

Listed below are the campus charges billed directly to departmental accounts by journal entry:

  • Copy and Print Centers
  • Courier Advertisements
  • Office Supplies Store
  • Postage
  • Telecommunications
  • Transportation
  • United Parcel Service
  • University Computer Support Services
  • University Housing and Dining Services
  • University Information Management Systems
  • University Union
  • Visual Production Center

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Moving Expenses Guidelines

New full-time tenured/tenure track faculty and selected administrative and civil service employees recruited outside the commuting area may be reimbursed for moving/relocation expenses within the following guidelines:

  1. The maximum allowable reimbursement shall be actual expenditures to a maximum of $3,000.
  2. Receipts must be submitted for expenses incurred, including moving companies, rentals, gasoline for rentals, and lodging.
  3. There is no reimbursement for meals incurred. Per diem reimbursement is not allowed.
  4. Gasoline receipts for one, one-way trip may be submitted for one personal vehicle. Alternatively, mileage for relocation travel will be calculated at the Internal Revenue Service standard mileage rate, one way, as determined by concentric circles from the previous location.
  5. Reimbursement for house hunting expenses is not allowed.
  6. If two or more individuals occupying the same household are appointed to eligible positions, the moving expense reimbursement shall not exceed the amount payable to one individual.
    1. A written request for anticipated reimbursement must be submitted to the respective vice president for approval. Within one month after employment begins, a Direct Pay Authorization (DPA) should be submitted to the Department and forwarded to the respective vice president for processing.
    2. It shall be the responsibility of the President and vice presidents to fund the moving expenses necessitated by this policy.
    3. The appropriate vice president may fund additional costs from his/her resources.
    4. In the Provost's immediate reporting areas, the hiring Dean may fund additional costs, as appropriate, from College resources.
    5. Separate DPA's charged to different accounts may not be submitted for payment in excess of the maximum allowed or for expenses not approved by the appropriate vice president.

Moving and relocation expenses are subject to the adequacy of legislative appropriations. For each fiscal year, the University may establish new reimbursement maximums. Any modifications will reflect anticipated funds available in the internal operating budget for this purpose.

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Appropriated Account Statement and Report of Transactions (FBM090 and FBM091)
(Account Numbers Beginning with "1" or "2")

FBM090 lists budget and expenditure summary information for each account. Reports for accounts are distributed via e-mail to the fiscal agent once a month. Download PDF of this Printout

Items described below correspond to the sample report:

Page 1
  1. ACCOUNT: The six-digit cost center number.
  2. ACCOUNT NAME: The name of the account (cost center).
  3. TO: Name of fiscal agent and department. (In most cases, the fiscal agent is the individual who will receive the monthly printout.)
  4. SUBCODE: Number used to designate specific expense classification. (Sometimes referred to as line item.)
  5. DESCRIPTION: Name assigned to subcode.
  6. ORIGINAL BUDGET: Original budget allocation.
  7. REVISED BUDGET: Reflects budget after net transfers less all fiscal year expenses.
  8. CURRENT MONTH: Expenditures for the current month. See FBM091 for detail expenditures.
  9. FISCAL YEAR: Net expenditure transactions for current fiscal year (7/1 - 6/30).
  10. PROJECT YEAR: Appears only July 1 - August 31. Net transactions for fiscal year plus lapse spending period (7/1 - 8/31).
  11. OPEN COMMITMENTS: Direct Pay Authorization (DPA), Request for Purchase, Purchase Order, Request for Travel, Departmental Requisition for University Vehicle, etc., that are encumbered but are not yet paid.
  12. BALANCE AVAILABLE: Revised budget for fiscal year, minus open commitments equals unencumbered budget balance available.
  13. PERC USED: Percentage of revised budget used and/or encumbered.
Page 2
  1. SUMMARY INFORMATION (Total Expenses/Net Rev & Exp): Grand total of all line item expenditures.
  2. ACCOUNT: The first six digits are the cost center number and the last four digits indicate the expense classification.
  3. REF. NO.: When the item begins with a letter, the last four digits of the reference number represent the preprinted numbers on a Request for Purchase or a Purchase Order. When the first two positions of a reference number are numbers and the third is a letter, the item is a Request for Travel. When the reference number begins with a number, the last five positions of the reference are the preprinted numbers from a DPA, Travel Voucher, or Departmental Requisition for University Vehicle.
  4. DATE: Date encumbered.
  5. DESCRIPTION: A brief description of the expenditure. If the open commitment is a Purchase Order, the vendor's name appears as the description.
  6. ORIGINAL AMOUNT: Amount estimated on the DPA, Request for Purchase, Travel Voucher, Request for Travel, Departmental Requisition for University Vehicle, or other preprinted form.
  7. LIQUIDATING EXPENDITURES: Amount of payment.
  8. ADJUSTMENTS: Positive or negative adjustment to the original amount. Adjustments are made when an amendment or cancellation is necessary.
  9. CURRENT AMOUNT: The amount of any DPA, Request for Purchase, Travel Voucher, Purchase Order, Request for Travel, Departmental Requisition for University Vehicle, etc., encumbered but not yet paid. Transactions with blanks followed by the word "completed" will not appear on next month's printout.
Pages 3 & 4
  1. SUBCODE: Number used to designate specific expense classification. (Sometimes referred to as line item.)
  2. DESCRIPTION: A brief description of the transaction or a vendor name.
  3. DATE: Date of transaction.
  4. TC: Data Entry Code indicates the type of transaction:
    • 02X Budget Transactions
    • 020 Original Budget
    • 021 Budget Revision
    • 022 Budget Transfer
    • 03X Cash Receipts
    • 04X Cash Disbursements
    • 05X Encumbrances
    • 06X Journal Entries
    • 060 - 067 Journal Entries
    • 068 Payments
  5. REF. NO.: When the item begins with a letter, the last four digits of the reference number represent the preprinted numbers on a Request for Purchase or a Purchase Order. When the first two positions of a reference number are numbers and the third is a letter, the item is a Request for Travel. When the reference number begins with a number, the last five positions of the reference are the preprinted numbers from a DPA, Travel Voucher, or Departmental Requisition for University Vehicle.
  6. 2ND REF: Additional reference information for identification.
  7. J.E. OFFSET ACCOUNT: This represents the other side (debit or credit) of a journal entry.
  8. BUDGET ENTRIES: Any budget transaction for the current month.
  9. REV/EXP: The actual amount of each expenditure for the current month.
  10. COMMITMENTS: Positive numbers in this column indicate the items have been encumbered while negative numbers indicate that payment has been made or an encumbrance has been canceled.
  11. BATCH REF/DATE: Data entry identification.

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Local Account Statement and Report of Transactions (FBM090 and FBM091)
(Subsidiary Ledger (SL) Account Numbers Beginning With "3", "4", "5", "7", or "9")

FBM090 lists budget, revenue and expenditure summary information for each account. Reports for accounts are distributed via e-mail to the fiscal agent once a month. Download PDF of this Printout

Items described below correspond to the sample report.

Page 1
  1. ACCOUNT: The six-digit cost center number.
  2. ACCOUNT NAME: The name of the account (cost center).
  3. TO: Name of fiscal agent and department. (In most cases, the fiscal agent is the individual who will receive the monthly printout.)
  4. SUBCODE: Number used to designate specific revenue or expense classifications. (Sometimes referred to as line item.) Depending on the type of account budget transfers may be processed in lines 1499, 2200, 2999, 3000, 3900, 4000, etc. These expense classifications are called "pools." The remaining expense classifications are the detailed expenses from which items are actually paid.
  5. DESCRIPTION: Name assigned to subcode.
  6. ORIGINAL BUDGET: Original allocation for each line item pool. Some local accounts are not required to have a budget. If the printout is for a local account that does not have a budget, this column will be blank.
  7. REVISED BUDGET: Reflects budget after net transfers less all fiscal year expenses.
  8. CURRENT MONTH: Revenue and expenditures for current month. See FBM091 for detail.
  9. FISCAL YEAR: Revenue and expenditures for current fiscal year (7/1 - 6/30).
  10. OPEN COMMITMENTS: Direct Pay Authorization (DPA), Request for Purchase, Purchase Order, Request for Travel, Departmental Requisition for University Vehicle, etc., not yet paid. If the account does not have a budget, DPA's will not appear as Open Commitments.
  11. BALANCE AVAILABLE: Revised budget for fiscal year, minus open commitments equals unencumbered budget balance available. If the account is not a budget-based account, the amounts in this column will be negative or blank.
  12. PERC USED: Percentage of revised budget used and/or encumbered.
  13. SUMMARY INFORMATION (Total Expenses/Net Rev & Exp): Grand total of all line item expenditures/difference between Total Expenses and Total Revenue.
Page 2

Items described correspond to the sample report. Since local accounts are not required to have budgets, some items are not encumbered. Local accounts which do not have budgets may have very limited information in this section.

  1. ACCOUNT: The first six digits are the cost center number and the last four digits indicate the expense classification.
  2. REF. NO.: When the item begins with a letter, the last four digits of the reference number represent the preprinted numbers on a Request for Purchase or a Purchase Order. When the first two positions of a reference number are numbers and the third is a letter, the item is a Request for Travel. When the reference number begins with a number, the last five positions of the reference are the preprinted numbers from a DPA, Travel Voucher, or Departmental Requisition for University Vehicle.
  3. DATE: Date encumbered.
  4. DESCRIPTION: A brief description of the expenditure. If the open commitment is a Purchase Order, the vendor's name appears as the description.
  5. ORIGINAL AMOUNT: Amount estimated on the DPA, Request for Purchase, Purchase Order, Request for Travel, Travel Voucher, Departmental Requisition for University Vehicle, or other preprinted form.
  6. LIQUIDATING EXPENDITURES: Amount of payment.
  7. ADJUSTMENTS: Positive or negative adjustment to the original amount. Adjustments are made when an amendment or cancellation is necessary.
  8. CURRENT AMOUNT: The amount of any DPA, Request for Purchase, Request for Travel, Travel Voucher, Departmental Requisition for University Vehicle , etc., not yet paid. Transactions showing a blank followed by the word "completed" will not appear on next month's printout.
Pages 3 & 4
  1. SUBCODE: Number used to designate specific expense classification. (Sometimes referred to as line items.) Items are encumbered and budget transfers are processed in lines 2200, 3000, 3900, 4000, etc. These expense classifications are called "pools." The remaining expense classifications are the detailed expenses from which items are actually paid.
  2. DESCRIPTION: A brief description of the transaction or a vendor name.
  3. DATE: Date of transaction.
  4. TC: Data Entry Code indicates the type of transaction:
    • 02X Budget Transactions
    • 020 Original Budget
    • 021 Budget Revision
    • 022 Budget Transfer
    • 03X Cash Receipts
    • 04X Cash Disbursements
    • 05X Encumbrances
    • 06X Journal Entries
    • 060 - 067 Journal Entries
    • 068 Payments
  5. REF. NO.: When the item begins with a letter, the last four digits of the reference number represent the preprinted numbers on a Request for Purchase or a Purchase Order. When the first two positions of a reference number are numbers and the third is a letter, the item is a Request for Travel. When the reference number begins with a number, the last five positions of the reference are the preprinted numbers from a DPA, Travel Voucher, or Departmental Requisition for University Vehicle.
  6. 2ND REF: Additional reference information for identification.
  7. J. E. OFFSET ACCOUNT: This represents the other side (debit or credit) of a journal entry.
  8. BUDGET ENTRIES: Any budget transaction for the current month.
  9. CURRENT REV/EXP: The actual amount of revenue/expenditures for the current month.
  10. COMMITMENTS: Positive numbers in this column indicate that items have been encumbered while negative numbers indicate payment has been made or an encumbrance has been canceled.
  11. BATCH REF/DATE: Data entry identification

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Local Account Report of Transactions (FBM091)
(General Ledger (GL) Accounts Beginning With "0")

The general ledger FBM091 lists balance sheet information for local accounts. This information includes cash, accounts receivable, accounts payable, etc. Download PDF of this Printout

Items described below correspond to the sample report.

  1. ACCOUNT NUMBER: This number is generally the six-digit cost center number with the last zero moved to the beginning of the cost center number. For example, if the cost center number is 3-99990, the general ledger account number is 0-39999.
  2. ACCOUNT NAME: Cost center.
  3. TO: The name of the fiscal agent and the address. In most cases, the fiscal agent is the individual who receives the monthly reports.
  4. ACCOUNT CONTROL: Number used to designate specific balance sheet classifications.
  5. DESCRIPTION: Name assigned to the account control.
  6. DATE: Date of the transaction.
  7. TC: This is a data entry code which indicates the type of transaction:
    • 02X Budget Transactions
    • 020 Original Budget
    • 021 Budget Revision
    • 022 Budget Transfer
    • 03X Cash Receipts
    • 04X Cash Disbursements
    • 05X Encumbrances
    • 06X Journal Entries
    • 060 - 067 Journal Entries
    • 068 Payments.
  8. REF. NO.: When the item begins with a letter, the last four digits of the reference number represent the preprinted numbers on a Request for Purchase or a Purchase Order. When the first two positions of a reference number are numbers and the third is a letter, the item is a Request for Travel. When the reference number begins with a number, the last five positions of the reference are the preprinted numbers from a DPA, Travel Voucher, or Departmental Requisition for University Vehicle.
  9. 2nd REF: Additional reference information for identification.
  10. J.E. OFFSET ACCOUNT: This represents the other side (debit or credit) of a journal entry.
  11. PREVIOUS BALANCE: This is the previous month's ending balance.
  12. CURRENT MONTH: This is the current month charge.
  13. TOTAL TO DATE: This is the balance as of the end of the month.
  14. BATCH REF/DATE: This is data entry identification.

Additional Information: For accounts which are not budget based, the line that reads "Claim on Cash" and the column that reads "Total to Date" is the current balance in the account.

CM TOTAL REV SUM LEDG 3: The number in the column that reads "Total to Date" is the total revenue received for the fiscal year to date.

CM TOTAL EXP SUM LEDG 3: The number in the column that reads "Total to Date" is the total expenditures made from the account for the fiscal year to date.

CM TOTAL ENC SUM LEDG 3: The number in the column that reads "Total to Date" is the amount of current encumbrances in the account.

The report does not print zeros, so any line that is blank has a zero dollar amount.