UCSD CAMPUS NOTICE University of California, San Diego |
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OFFICE OF THE ASSISTANT VICE CHANCELLOR - BUSINESS AND FINANCIAL SERVICES GENERAL ACCOUNTING DIVISION May 20, 1998 KEY ADMINISTRATORS / KEY SUPPORT STAFF SUBJECT: Revised Fiscal Closing Reappropriation Method One of the steps included in fiscal year-end closing is the reappropriation process, which involves rolling "available" balances forward from the old fiscal year to the new fiscal year. Available balances are calculated as appropriations less financial activity at the expenditure category level (or "sub account" - academic salaries, staff salaries, general assistance, supplies & expense, etc.). In past years, balances have rolled forward at the organization/program/fund level, whereas this year balances for most funds will roll forward or "reappropriate" at a more detailed level, the index level. The rules for the reappropriation of extramural and campus-wide funds were recommended by a committee of campus representatives and are as follows: 1. All non-zero balances at the index level will be reappropriated. Therefore, if funds in total and/or at the sub account level have a zero balance but at the individual index level have surplus and deficit balances, all balances at the index level will be reappropriated. 2. If a reappropriated balance exists for an index that has been inactivated, the process will post that reappropriation in the new year with a blank index field value, and the original index number will be displayed in the reference field. Generally, all year-end balances, whether positive or negative, will be carried forward at the index level to the new fiscal year in the same department in which they resided at year end. The listing that follows details the fund ranges for which the reappropriation by index process will apply. Please note, however, that any rules that applied in prior years still remain in effect (e.g., academic salary dollars, accounts 60xxxx, do not carry forward), and that there may be budgetary controls required within specific Vice Chancellors' areas. Departments may want to rebudget at the index level prior to fiscal closing in order to "clean up" balances at the index level. Note that for permanently budgeted funds, the current year appropriation entries from the permanent budget system can be rebudgeted from xxxBDxx index numbers to indexes used for departmental expenditures. A report that may be useful in determining the current status of balances at the index level is the Budget Summary report available at the campus FinancialLink site (http://financiallink.ucsd.edu). The report can be run by index to provide balances by index and expenditure category (sub account), and an index lookup feature ("Find IFOP" button) is also featured. If you have questions concerning the reappropriation process, please contact Laurie Martin at x44992 or llmartin@ucsd.edu. Nick Johnston Manager, General Accounting Funds which will be reappropriated by index (Note: exceptions may apply) 04000A - 09599A Principal Appropriated Funds 07427A Opportunity Fund 14000A - 14001A Overflow fund numbers - Extramural Funds 16000A - 16999A Federal Funds 18000A - 18199A Special State Appropriations 18200A - 18999A State Agencies 19900A - 19900Z General Fund 19901A - 19999A State Appropriations 20302A - 20499A UNEX/OCME Funds 20600A - 20999A State & Local Funds 21000A - 33999A Federal Contracts & Grants 34100A - 39799A Endowment Funds 39800A - 59999A Donations & Gifts 60000A - 62999A Self-Supporting Activities 69750A Contract & Grant Administration 78000A - 79999A Private Gifts/Grants & Contracts Funds which will NOT be reappropriated by index (Note: exceptions may apply) 00001A - 00299A Agency Funds 00300A - 01999A Plant Funds 02200A - 03999A Loan Funds 20000A - 20299A Student Fees 20300A - 20302A UNEX/OCME 63000A - 63999A Medical Center Funds 64000A - 65999A Self-Supporting Activities 66000A - 66099A Service Enterprises 66100A - 69999A Self-Supporting Activities 70000A - 74999A Auxiliary Activities 75000A - 76999A Reserves |