Lapse Guidelines

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					     LAPSE
GUIDELINES FOR
FISCAL YEAR-END
   BALANCES
Lapse Guidelines – Educational & General
        Funds (14 – Accounts)
Ø Special Items & Research Development Funding must
  be fully expended in the 2nd year of the biennium.

Ø Deficits must be covered during the lapse process.
   Ø Budget will coordinate with affected areas.

Ø Disposition of E & G balances is based on each Vice
  President’s direction for their areas. (New eff. FY12)
Ø Certain accounts are not subject to the lapse, including
  reserves, GIT & lab fees
       Lapse Guidelines Designated Funds
                (19 – Accounts)

Ø Deficits not cleared prior to year-end will be cleared
  during the lapse process.
   Ø Budget will coordinate with affected areas.

Ø Disposition of 19-7 account balances other than
  Reserves that do not lapse, is based on each Vice
  President’s direction for their areas. (New eff. FY12)
   Designated Funds - Exceptions to Lapse
         Guidelines (19 – Accounts)

The following Designated 19-Accounts are not subject to
lapse (carry forward 100%):
   Ø Most 19-accounts sourced from fees - other than 19-7
   Ø Facilities & Administration (F & A) 19-8 accounts -
      − F&A balances under $100 will be swept to next highest level,
        e.g. Department, College, etc. in accordance with the F&A
        MOU.
 Overview of Lapse Policy Changes by Area

Applies only to those budget groups that in prior year’s
would have been subject to lapse in fund 14 and 19-7
accounts:
   Ø Academic Affairs –please see Academic Affairs Lapse Policy-FY12

   Ø Business Affairs, Community Services, President’s Office,
     Research, Student Affairs and University Advancement – all
     funds lapse to Reserves.
Lapse Guidelines – Service Centers (18-
              Accounts)

Ø Not subject to lapse (carry forward 100%)
Ø Any surplus/deficit exceeding 10% requires special
  exception and approval of AVP-Financial Affairs or
  Asst. VP Financial Affairs/University Controller.
Ø Subject to Service Center Policy for compliance with
  OMB Circular A-21.

Contact Carol Hollingsworth at x4229 with questions
     Lapse Guidelines – Other Fund
               Groups

Year-end balances in the following funds are not
subject to lapse (carry forward 100%)
   Ø Grant and Contracts          (26 Accounts)
   Ø Auxiliary Enterprise         (29 Accounts)
   Ø Gift/Restricted Funds        (30 Accounts)
   Ø Plant Funds                  (36 Accounts)
For additional information, refer to the FMOG -
  Financial Management Operating Guideline:
   http://utsa.edu/financialaffairs/opguidelines/0112.
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