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					AS/UBO/2008




              2008 TRUST / SPECIAL PROJECT Training

                             April 28th

                          2:00 – 4:00 p.m.

                              LIB2413

                              April 29th

                         9:00 – 11:00 a.m.

                              LIB3010



                            Presenters:

                      Karen Risley, Accounting

                      Liz Rojas, Budget Office
AS/UBO/2008




                                       Agenda

              • What is a Trust?

              • Completing the forms for submission:
                   Trust Agreement
                   Budget Plan Worksheet
                   Cash Flow Worksheet
                   FBD4CYU

              • Explanation of the Trial Balance Report

              • Review of Accounting Entries




                                                          2
AS/UBO/2008



                                      WHAT IS A TRUST ?
              Funds collected and expended for a purpose which supports the mission of
              the University but which are not for General Operating purposes.


              SUAM 3710.01 TRUST PROJECTS

              A trust project is an activity or group of related activities which, in the
              absence of external restrictions, may be combined for accounting
              purposes. Each unique trust project must be accounted separately, which
              will provide for balance sheet and income statement reporting and other
              reports as required.

              Each trust project must maintain a positive cash balance and a
              positive fund balance. Income Collected in Advance should not be used
              when evaluating resources available for current operations.

              Disbursements from a trust project should be made only for the
              purposes for which the trust project was established.




                                                                                            3
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                                      WHAT IS A TRUST ?
              State of California Education Code §89721 authorizes these purposes:

               A. Gifts, bequests, devises, and donations.
               B. Any student loan or scholarship program.
               C. Advance payment for anticipated expenditures or encumbrances in
              connection with federal grants or contracts.
               D. Room, board, and similar expenses of students enrolled in the
              international program of the California State University.
               E. Cafeteria replacement funds.
               F. Miscellaneous receipts in the nature of deposits subject to return upon
              approval of a proper application.
               G. Fees and charges for services, materials, and facilities authorized by
              Section §89700 of the Education Code to offset the cost of providing those
              services.
               H. Fees for instructionally related activities as defined by the trustees and
              as authorized by Section §89700 and revenues derived from the conduct of
              the instructionally related activities.
               I. Fees for parking, health facilities or health services, and for extension
              programs, special sessions, and other self-supporting instructional
              programs.
               J. Revenue received by the trustees from the California State Lottery
              Education Fund pursuant to Section §8880.5 of the Government Code.
               K. Moneys received by the trustees for research, workshops, conferences,
              institutes, and special projects.                                                4
CALIFORNIA STATE UNIVERSITY SAN MARCOS
                                                                                                                                                                                                                               TERMS OF AGREEMENT
      TRUST/SPECIAL PROJECT AGREEMENT                                                                                       FISCAL YEAR                      FY08/09
                                                                                                                                                                                                All fiscal transactions will be administered in compliance with the directives issued
CSUSM.200-1 (REV.4/2008)
                                                                                                                                                                                               by Departments of The State of California, Trustees of the California State University.
FUND NUMBER                            TRUST/PROJECT NAME                                                                         DEPT-CLASS                                           1. All funds collected w ill be held and applied according to the purpose for w hich the project w as established.
      4XXXX                            FUND TITLE                                                                                      XXXX                                               Good business practice w ill be exercised in all transactions affecting the project. Each obligation w ill bear the authorization
PURPOSE OF FUND                                                                                                                                                                           of an individual named in this agreement.
      Describe purpose of Trust Fund here.                                                                                                                                             2. All property, equipment and supplies shall become the property of the State and w ill be recorded, inventoried and accounted
                                                                                                                                                                                          for as such. In the event the project is dissolved all assets shall become State property subject to disposition of same.
SOURCE OF REVENUE                                                                                                 AUTHORIZATION REFERENCE
                                                                                                                                                                                       3. The Project's annual budget for each subsequent year must be submitted one month prior to the beginning of the fiscal year.
      Specify source of revenue to be received (Student Fees, Off-Campus
                                                                                                                  Indicate ED Code #, Exec Order #, etc
      Users, Donation, Other: explain)                                                                                                                                                 4. The Account Manager must review a monthly Trust Fund Trial balance report and a reconciliation w ith his/her records. If
METHOD OF REVENUE COLLECTION                                                                                                                                                              they do not agree, CSUSM Accounting Office should be notified in w riting. If no objections are received then the records are
      Specify how the revenue will be collected (chargeback, grant, billing, student fees/payment, etc.)                                                                                  deemed to be in agreement. The Account Manager w ill sign, date and retain reconciliation records for internal audit review
                                                                                                                                                                                          purposes.
TYPE OF EXPENDITURE FROM FUND                                                                                                                                                          5. Executive Order # 1000 establishes Trust Fund policy including the need for the operating fund to recover allow able direct
      Describe the type(s) of expenditures permitted from this fund.                                                                                                                      costs plus an allocable portion of indirect costs association.
                                                                                                                                                                                       6. This agreement w ill be required annually.
SPENDING RESTRICTIONS:
      Indicate expenses that are NOT permitted i.e. Salaries, Travel, Overhead, etc or NO Restrictions
AGREEMENTS and/or REPORTING REQUIREMENTS:                                                                                                                                        REFERENCES:
(LIST DETAILS FOR THIS FUND - i.e. Outside Agency Reporting, Required Forms, Contacts, Due Dates, etc.                                                                                  Account Manage me nt Re sponsibility http://lynx.csusm.edu/policies/policy_online.asp?ID=124
 Attach supporting documentation i.e. Agreement, Aw ard Letter, etc)                                                                                                                    Trust/Spe cial Proje ct Guide line s http://www.csusm.edu/fbs/Budget/Trust%2006.07%20Budget%20Guidelines.doc
                                                                                                                                                                                        Trust Fund Administration Proce durehttp://lynx.csusm.edu/policies/procedure_online.asp?ID=127
                                                                                                                                                                                                                             s
EXPECTED DURATION OF PROJECT (PLEASE INDICATE END DATE OR "INDEFINITE "):
      End Date or Indefinite                                                                                                                                                     REQUIRED ATTACHMENTS:               1) Trust/Special Project Budget Plan; and
DISPOSITION OF FUNDS UPON TERMINATION OF PROJECT (APPROVAL REQUIRED BY DIRECTOR, ACCOUNTING & TECHNOLOGY SERVICES)                                                                                                   2) Trust/Special Project Cash Flow Worksheet; and
      Transfer to University Discretionary Trust upon termination of project.                                                                                                                                        3) Request for Use of Fund Balance for Current Year Distribution (if applicable)
AUTHORIZED SIGNERS FOR DISBURSEMENT:
      By signing be low, I confirm that any e xpe nditure activity authoriz e d unde r this de signation will conform to C alifornia State                                        DOCUMENT DISTRIBUTION:             1) Account Manager
      Unive rsity, San Marcos and C SU Truste e policy, spe cifically Trust Fund Proce dure s, and sound fiscal and budge tary practice s.                                                                           2) Dean/AVP/Adm inistrator
      By signing this form, I unde rstand that this e xpe nditure authoriz ation may be re scinde d at any time , without notice , at the                                                                            3) Provost or Vice President
      discre tion of manage me nt.                                                                                                                                                                                   4) Trust Fund Accountant, Fiscal Operations
                                                                                                                                                                                                                     5) Director, Accounting & Technology Services, Fiscal Operations
                                    NAME/TITLE                                                   SIGNATURE/DATE
                                                                                                                                                                                                                     6) Copy of signed docum ent w ill be returned to Account Manager
 1.                                                                                         ✍                                                                                                                          ( Retain a copy of unsigned document until copy is received.)
                                                                                                                                                                                                                     7) Copy of signed docum ent w ill be forw arded to Budget Office
 2.                                                                                         ✍                                                                                                                        8) Original docum ent w ill be m aintained by Fiscal Operations

 3.                                                                                         ✍

 
                                                                                                                                                                             EXPECTED SOURCES OF TRUST REVENUE: Trust revenue is limited by California Education Code § 89721 to the follow ing:
      A D D IT IO N A L A UT H O R IZ E D S IG N E R S LIS T E D O N P A G E 2 . ( P le a s e c he c k t he bo x if m o re t ha n t hre e a re a ut ho rize d.)
                                                                                                                                                                              (a) gifts, bequests, donations, etc (Note: these type of funds w ill be deposited to the Foundation and may be transferred to Trust)
                                                                                                                                                                              (b) student scholarship and loan programs
SUBMISSION AND APPROVAL:
                                                                                                                                                                              (f) misc receiots/deposits (note: must be explained and are subject to fiscal approval)
      BY SIGNING BELO W, I VERIFY THAT I HAVE READ AND AGREE TO THE TERMS O F AGREEMENT
                                                                                                                                                                              (g) fees and charges for optional services, materials, or facilities
      AND THE AC C O UNT MANAGEMENT RESPO NSIBILITY PO LIC Y.
                                                                                                                                                                              (h) fees and other revenues from instructionally related activities
      Those name d above are de signate d to act on be half of the Account Manage r for fiscal e xpe nditure and are he re by
      authoriz e d to submit re quisition and disburse me nt docume nts. The Account Manage r re tains the re sponsibility for
      all activity appe aring in the Unive rsity’s financial re cord for the ir Trust Funds pe r the Account Manage me nt                                              ADDITIONAL AUTHORIZED SIGNERS FOR DISBURSEMENT:
      Re sponsibility and Trust/Spe cial Proje cts Submittal Guide line s. TERMS O F AGREEMENT are on the re ve rse side                                                     By signing be low, I confirm that any e xpe nditure activity authoriz e d unde r this de signation will conform to C alifornia State
      (Page 2).
                                                                                                                                                                             Unive rsity, San Marcos and C SU Truste e policy, spe cifically the Trust /Spe cial Proje ct Agre e me nt, and sound fiscal and
      REFERENC E:   Account Management Responsibility      http://lynx.csusm.edu/policies/policy_online.asp?ID=124
                                                                                                                                                                             budge tary practice s. By signing this form, I unde rstand that this e xpe nditure authoriz ation may be re scinde d at any time ,
                    T rust/Special Project Guidelines      http://www.csusm.edu/fbs/Budget/Trust%2006.07%20Budget%20Guidelines.doc                                           without notice , at the discre tion of manage me nt.
                    T rust Fund Administration Procedures  http://lynx.csusm.edu/policies/procedure_online.asp?ID=127
      SUBMITTED BY                                                      DATE            REVIEWED BY                                                DATE                                              NAME/TITLE                                         SIGNATURE/DATE
      ✍                                                                                  ✍
                           Account Manager                                              Trust Fund Accountant
                                                                                                                                                                        4.                                                                          ✍

      APPROVED BY                                                       DATE            REVIEWED BY                                                DATE                 5.                                                                          ✍
      ✍                                                                                  ✍
                      Dean/AVP/Administrator                                            Director, Accounting & Technology Services                                      6.                                                                          ✍

      APPROVED BY                                                       DATE                     Signature on page 1 signifies acceptance of the
                                                                                                 ACCOUNT MANAGEMENT RESPONSIBILITY and TERMS OF
                                                                                                                                                                        7.                                                                          ✍                                                      5
      ✍                                                                                          AGREEMENT (TERMS on page 2).
                        Provost/Vice President                                                                                                                          8.                                                                          ✍
AS/UBO/2008



              CALIFORNIA STATE UNIVERSITY SAN MARCOS
                    TRUST/SPECIAL PROJECT AGREEMENT                                                           FISCAL YEAR        FY08/09
              CSUSM.200-1 (REV.4/2008)

              FUND NUMBER                    TRUST/PROJECT NAME                                                    DEPT-CLASS
                    4XXXX                    FUND TITLE                                                                XXXX
              PURPOSE OF FUND
                    Describe purpose of Trust Fund here.

              SOURCE OF REVENUE                                                                       AUTHORIZATION REFERENCE
                    Specify source of revenue to be received (Student Fees, Off-Campus
                                                                                                      Indicate ED Code #, Exec Order #, etc
                    Users, Donation, Other: explain)
              METHOD OF REVENUE COLLECTION
                    Specify how the revenue will be collected (chargeback, grant, billing, student fees/payment, etc.)

              TYPE OF EXPENDITURE FROM FUND
                    Describe the type(s) of expenditures permitted from this fund.

              SPENDING RESTRICTIONS:
                    Indicate expenses that are NOT permitted i.e. Salaries, Travel, Overhead, etc or NO Restrictions
              AGREEMENTS and/or REPORTING REQUIREMENTS:
              (LIST DETAILS FOR THIS FUND - i.e. Outside Agency Reporting, Required Forms, Contacts, Due Dates, etc.
               Attach supporting documentation i.e. Agreement, Aw ard Letter, etc)


              EXPECTED DURATION OF PROJECT (PLEASE INDICATE END DATE OR "INDEFINITE "):
                    End Date or Indefinite
              DISPOSITION OF FUNDS UPON TERMINATION OF PROJECT (APPROVAL REQUIRED BY DIRECTOR, ACCOUNTING & TECHNOLOGY SERVICES)
                    Transfer to University Discretionary Trust upon termination of project.




                                                                                                                                              6
AS/UBO/2008


              TRUST/SPECIAL PROJECT AGREEMENT

              COMPLETING THE FORM FOR SUBMISSION

               1. Fund Number and Name: Exactly as listed in PeopleSoft

               2. Purpose of Fund: “why” is the fund needed

               3. Source of Revenue: “what” type of receipts are expected, e.g.
                               Student Fees, User Fees,
                               Donations (via the CSUSM Foundation),
                               Other Misc (explanation required)

               4. Method of Revenue Collection: “how” will the receipts be collected

               5. Authoritative Reference: Executive Order # and/or Ed Code §89721

               6. Types of Expenditure: permitted, e.g. supplies, printing, travel, salaries

               7. Spending Restrictions: not permitted, e.g. salaries, travel

               8. Agreements / Reporting Requirements: MOU, contract, progress report
                         This field may be left blank if it is not applicable.
                         No other fields may be left blank.                           7
AS/UBO/2008
           CALIFORNIA STATE UNIVERSITY SAN MARCOS
                TRUST/SPECIAL PROJECT AGREEMENT                                                                                       FISCAL YEAR                       FY08/09
         CSUSM.200-1 (REV.4/2008)



         AUTHORIZED SIGNERS FOR DISBURSEMENT:
                By signing be low, I confirm that any e xpe nditure activity authoriz e d unde r this de signation will conform to C alifornia State
                Unive rsity, San Marcos and C SU Truste e policy, spe cifically Trust Fund Proce dure s, and sound fiscal and budge tary practice s.
                By signing this form, I unde rstand that this e xpe nditure authoriz ation may be re scinde d at any time , without notice , at the
                discre tion of manage me nt.

                                               NAME/TITLE                                                   SIGNATURE/DATE

           1.   Jane Doe, Admin Coordinator                                                            ✍ Jane Doe

           2.   Sally Smith, Director                                                                  ✍ Sally Smith

           3.                                                                                          ✍

               A D D IT IO N A L A UT H O R IZ E D S IG N E R S LIS T E D O N P A G E 2 . ( P le a s e c he c k t he bo x if m o re t ha n t hre e a re a ut ho rize d.)


         SUBMISSION AND APPROVAL:
                BY SIGNING BELO W , I VERIFY THAT I HAVE READ AND AGREE TO THE TERMS O F AGREEMENT
                AND THE AC C O UNT MANAGEMENT RESPO NSIBILITY PO LIC Y.
                Those name d above are de signate d to act on be half of the Account Manage r for fiscal e xpe nditure and are he re by
                authoriz e d to submit re quisition and disburse me nt docume nts. The Account Manage r re tains the re sponsibility for
                all activity appe aring in the Unive rsity’s financial re cord for the ir Trust Funds pe r the Account Manage me nt
                Re sponsibility and Trust/Spe cial Proje cts Submittal Guide line s. TERMS O F AGREEMENT are on the re ve rse side
                (Page 2).
                REFERENC E:   Account Management Responsibility       http://lynx.csusm.edu/policies/policy_online.asp?ID=124
                              T rust/Special Project Guidelines       http://www.csusm.edu/fbs/Budget/Trust%2006.07%20Budget%20Guidelines.doc
                              T rust Fund Administration Procedures   http://lynx.csusm.edu/policies/procedure_online.asp?ID=127
                SUBMITTED BY                                                       DATE            REVIEWED BY                                                DATE

                ✍ Sally Smith                                                                      ✍
                                     Account Manager                                               Trust Fund Accountant

                APPROVED BY                                                        DATE            REVIEWED BY                                                DATE

                ✍ Sandy Beach                                                                      ✍
                                 Dean/AVP/Administrator                                            Director, Accounting & Technology Services

                APPROVED BY                                                        DATE                     Signature on page 1 signifies acceptance of the
                                                                                                            ACCOUNT MANAGEMENT RESPONSIBILITY and TERMS OF
                ✍ Bill Hill                                                                                 AGREEMENT (TERMS on page 2).
                                  Provost/Vice President                                                                                                                          8
AS/UBO/2008


              TRUST/SPECIAL PROJECT AGREEMENT

              COMPLETING THE FORM FOR SUBMISSION


              AUTHORIZED SIGNERS FOR DISBURSEMENT:

                 By signing below, I confirm that any expenditure activity
                 authorized under this designation will conform to California
                 State University, San Marcos and CSU Trustee policy,
                 specifically Trust Fund Procedures, and sound fiscal and
                 budgetary practices. By signing this form, I understand that
                 this expenditure authorization may be rescinded at any time,
                 without notice, at the discretion of management.
                   (Note: more room for additional signatures on page 2)




                                                                                9
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              TRUST/SPECIAL PROJECT AGREEMENT

              COMPLETING THE FORM FOR SUBMISSION


              SUBMISSION AND APPROVAL:

                 BY SIGNING BELOW, I VERIFY THAT I HAVE READ AND
                 AGREE TO THE TERMS OF AGREEMENT AND THE
                 ACCOUNT MANAGEMENT RESPONSIBILITY POLICY.
                 Those named above are designated to act on behalf of the
                 Account Manager for fiscal expenditure and are hereby
                 authorized to submit requisition and disbursement documents.
                 The Account Manager retains the responsibility for all activity
                 appearing in the University’s financial record for their Trust
                 Funds per the Account Management Responsibility and
                 Trust/Special Projects Submittal Guidelines. TERMS OF
                 AGREEMENT are on the reverse side (Page2).

                                                                             10
AS/UBO/2008



                                                                     TERMS OF AGREEMENT
                               All fiscal transactions will be administered in compliance with the directives issued
                             by Departments ofThe State ofCalifornia, Trustees ofthe California State University.
                    1. Allfunds collectedwilbeheldandappliedaccordingtothepurposefor whichtheprojectwas established.
                                                                                                 ach
                       Goodbusiness practicewilbeexercisedinalltransactions affectingtheproject.E obligationwilbear theauthorization
                                         ed
                       of anindividualnam inthis agreement.
                                         ent                        e
                    2. Allproperty,equipm andsupplies shallbecom theproperty of theStateandwilberecorded,inventoriedandaccounted
                                                                                       e
                       for as such.Intheeventtheprojectis dissolvedallassets shallbecom Stateproperty subjecttodispositionof same.
                           roj                                        ust    i       onth
                    3. TheP ect's annualbudgetfor eachsubsequentyear m besubmttedonem prior tothebeginningof thefiscalyear.
                    4. TheAccountM           ust       onthl
                                     anager m review am y TrustFundTrialbalancereportandareconciliationwithhis/her records.If
                       they donotagree,CSUSMAccountingOfficeshouldbenotifiedinwriting.If noobjections arereceivedthentherecords are
                             ed             ent.
                       deem tobeinagreem TheAccountM       anager wilsign,dateandretainreconciliationrecords for internalauditreview
                       purposes.
                        xecuti
                    5. E veOrder #1000establishes TrustFundpolicy includingtheneedfor theoperatingfundtorecover allowabledirect
                       costs plus anallocableportionof indirectcosts association.
                                  ent
                    6. This agreem wilberequiredannually.


              REFERENCES:
                     Account Management Responsibility                    http://lynx.csusm.edu/policies/policy_online.asp?ID=124
                     Trust/Special Project Guidelines                     http://www.csusm.edu/fbs/Budget/Trust%2006.07%20Budget%20Guidelines.doc
                     T FundAdministration Procedures
                      rust                                                http://lynx.csusm.edu/policies/procedure_online.asp?ID=127




                                                                                                                                                    11
AS/UBO/2008


              TRUST/SPECIAL PROJECT AGREEMENT

              TERMS OF AGREEMENT
               1. All funds collected will be held and applied according to the purpose for which the
                  project was established. Good business practice will be exercised in all transactions
                  affecting the project. Each obligation will bear the authorization of an individual
                  named in this agreement.
               2. All property, equipment and supplies shall become the property of the State and will
                  be recorded, inventoried and accounted for as such. In the event the project is
                  dissolved all assets shall become State property subject to disposition of same.
               3. The Project's annual budget for each subsequent year should be submitted one month
                  prior to the beginning of the fiscal year.
               4. The Account Manager must review a monthly Trust Fund Trial balance report and a
                  reconciliation with his/her records. If they do not agree, CSUSM Accounting Office
                  should be notified in writing. If no objections are received then the records are
                  deemed to be in agreement. The Account Manager will sign, date and retain
                  reconciliation records for internal audit review purposes.
               5. Executive Order #1000 establishes Trust Fund policy including the need for the
                  operating fund to recover allowable direct costs plus an allocable portion of indirect
                  costs association.
               6. This agreement will be required annually.


                                                                                                           12
AS/UBO/2008


              TRUST/SPECIAL PROJECT AGREEMENT

              ACCOUNT MANAGEMENT RESPONSIBILITY POLICY
              Account management is defined as a delegation of authority to obligate the use of resources
              in one or more accounts housing University funds. Decentralized account management is an
              integral function of the University’s decentralized financial management policy. Those
              delegated account management authority are responsible for using University resources in
              compliance with University and Division policy and procedures. Managers must operate
              within available resources for each account assigned, as recorded in the University’s
              financial record system. Managers ensure that accounts are not overspent and funds are
              used appropriately and effectively. The manager’s signature is required to initiate budget
              allotment transfers from accounts for which they are responsible, and for initiating both
              operating and personnel expenditures and obligations against their account(s). Managers
              with revenue generating accounts are responsible for ensuring that anticipated revenues
              are collected, and for operating within the limits imposed by revenues collected. Managers
              are responsible for regularly reviewing the status of their accounts and for taking the steps
              necessary to ensure expenditures are within resources available. Managers may have staff
              who initiate expenditure and budget transactions, and then record and reconcile
              expenditures on their behalf (i.e., unit business managers). If the account manager and
              business manager responsibilities are assigned to separate employees, the account manager
              retains the responsibility for all activity appearing in the University’s financial record for
              their accounts. Overspent accounts are subject to repayment from resources allocated in
              the subsequent fiscal year.
                                                                                                               13
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              TRUST PACKET SUBMISSION

              COMPLETED PACKET INCLUDES:
               1. Agreement with signatures of Authorized Signers for Disbursement and three
                  levels of approval: Account Manager, Dean/AVP/Administrator, and
                  Provost/Vice President
               2. Budget Plan Worksheet
               3. Cash Flow Worksheet
               4. Request for Use of Fund Balance for Current Year Distribution (if applicable)




                                                                                             14
AS/UBO/2008




                                              Budgeting a Trust/Special Project

    Budgeting in a trust/special project is slightly different than in the general fund. In the general fund you receive a
    budget allocation to spend each year. In a trust, the amount you can spend is dependent on the amo unt of revenue (fees,
    fines, etc.) you expect to receive in the fiscal year. As a result, you must estimate both revenues and expenditures for
    the fiscal year budget plan.

    A trust/special project plan is a three -step process and includes a projection of how much money you expect to receive
    (revenues A) and a projection of how you expect to use that money (expenditures B).

    The first step is to project your revenues. In order to project revenues, you must consider all the sources that are
    deposited into the fund. This may include late fees, use fees, fines, student fees, interest, etc. By using the
    Trust/Special Project Revenue Worksheet, you can list the description for the various source(s) of income, enter the rate
    that these funds are received at, and put in the number of units you are projecting. This will result in your projected
    revenues for the fiscal year.

    The second step is to project the expenditures needed to provide services. This would include salaries, benefits, and
    operating expenses and equipment. Consideration of past expenditures, expected increases and upcoming special
    projects can help you create your expenditure plan.

    The third step is to determine if the projected revenues will cover the planned expenditures. If they don’t, you have two
    options: 1) try to find an area where you can reduce costs or 2) you must designate a portion of your Fund Balance –
    Continuing Appropriation to be used to offset the planned deficit. This designated use of fund balance is called the
    Fund Balance Current Year Distribution. Using the fund balance to cover deficits is only possible if you have a
    positive fund balance available (after all commitments). You will need to identify the dollar amount you are requesting
    to use. This amount must be included on the Revenue Worksheet.


                                                                                                                                15
AS/UBO/2008




Budgeting a Trust/Special Project Cont’d


     Be sure to include transfers in and transfers out in your budget plan.

     Once you have completed these three steps, (estimated your revenues and expenses and determined any need for fund
     balance distribution), you now have your plan. Check to make sure that the result from the equation (revenues minus
     expenditures plus fund balance distribution) does not fall below zero. Trusts/special projects can never end in the red,
     so no plan ending in a deficit will be accepted. Once your budget plan has been submitted to the Budget Office, it will
     be reviewed. The Budget Office and Accounting will verify that there are funds available to cover any fund balance
     distribution amount designated.

     After your budget plan has been reviewed and approved, it is uploaded and appears in the “Current Year Budget
     Plan”(D) column of the trial balance. The Budget Detail drilldown works in the Budget Plan column and displays all
     budget transactions. The amount you have designated as Fund Balance Current Year Distribution for use in this fiscal
     year will show in two places. In the balance sheet, it is listed beneath Fund Balance – Continuing Appropriation (E). If
     you add the continuing appropriation and the current year distribution, it equals the total fund balance. The amount of
     the Fund Balance Current Year Distribution is also shown at the bottom under net income/loss (A+B).

     By comparing your actuals to the budget plan, you can see how well you are doing compared to what you originally
     estimated. The percentages in the “% of Plan YTD” column are calculated by taking your actuals and dividing them by
     your plan amount (B/D). Using the budget plan and % of plan columns, you are given an instant picture to help you
     determine whether you are on track, need to reduce spending and/or adjust your budget plan, (Budget Scenario B), or
     celebrate because revenues are higher than expected!

     We hope that these budget plan explanations will be helpful in preparing your budget plan and managing your
     trust/special project funds successfully.


                                                                                                                                16
AS/UBO/2008
              CALIFORNIA STATE UNIVERSITY SAN MARCOS
              TRUST/SPECIAL PROJECT BUDGET PLAN WORKSHEET
              CSUSM.200-2/3 (4/2008)
              This work sheet is to be used to submit both revenue and expense budgets by account code. This must be
              submitted with your Trust/Special Project pack et. Descriptions should be detailed and reflect descriptions of the
              activity or the account code descript

                     Division            Fund                       Fund Title                                      Year
              All                       49XXX                    Trust Budget Sample                                2008/09
                                                                                                Calculation            Projection
              Account    Deptid Program Class    Project            Description               Rate        # of      (Revenue)/Expense
                501100    9999                             Student Fees - Fall                    (65)     4,491           (291,915)
                501100    9999                             Student Fees - Spring                  (65)     4,491           (291,915)
                601300    9999                             Employee A July - Dec                2,400          6             14,400
                601300    9999                             Employee A Jan - June                2,501          6             15,006
                601300    9999           09901             Employee B                           3,700         12             44,400
                601300    9999                             Employee C                           3,200         12             38,400
                601300    9999                             Employee D July - Oct                3,676          4             14,704
                601300    9999                             Employee D Nov - June                3,750          8             30,000
                601300    9999                             Employee E                           4,100         12             49,200
                601300    9999                             Employee F                           5,000         12             60,000
                601300    9999                             Temporary Staff                      3,000         12             36,000
                601300    9999                             Temporary Staff                      4,000         12             48,000
                601300    9999                             Temporary Staff Aug - May            2,989         10             29,890
                601302    9999           09905             Special Consultant - Project A         100         20              2,000
                601302    9999           09907             Special Consultant - Project B         150         20              3,000
                603000    9999                             All Benefits                                                     140,600
                660003    9999                             Toner Cartridges                          90        15             1,350
                660003    9999                             Paper                                     10       125             1,250
                660003    9999                             Miscellaneous Supplies                                            57,400
                                                           NET (INCOME) \ LOSS                                                1,770     17
                                                           Fund Bal Current Year Distrib                                     (1,770)
                                                           ENDING FUND BAL AVAILABLE                                              0
AS/UBO/2008                                                           Fiscal Year Operations
                                                                                                                                            Budget Scenario A
          Trial Balance by Fund

          For Fund: 99999 - Cash Trust Training
          As of 03-31-2006
          Run Time and Date: 04-08-2005 9:42:03


                                                                                 Balance Sheet                Revenue/Expense                 Encumbrance                Current Year            % of Plan
              Account              Description           Current Period        Current Year Y-T-D             Current Year Y-T-D            Current Year Y-T-D           Budget Plan               YTD
          305002        Fund Balance - Continuing Appr                0.00                  (40,000.00) Accumulation of net income/loss from prior years
          305804        Fund Bal Current Year Distrib                 0.00                   (5,000.00) E Distribution from Fund Balance - Continuing Appr to cover insufficient revenues per budget
                                                                                                                                                                                                       0.00%

                                                                                                    ~Revenues~
          501005        Student Fee One                        (45,850.00)                                              (721,500.00)    A                     0.00           (672,200.00)    D    107.33%       A/D
          504804        Augment Lab                             (2,000.00)                                               (25,000.00)    A                     0.00            (30,000.00)    D     83.33%       A/D
          504805        Sales                                   (3,400.00)                                               (45,000.00)    A                     0.00            (65,000.00)    D     69.23%       A/D
          504810        ALCI                                      (100.00)                                                (3,000.00)    A                     0.00             (4,000.00)    D     75.00%       A/D
          504811        Retail                                    (500.00)                                                (2,000.00)    A                     0.00             (3,000.00)    D     66.67%       A/D
          507001        SMIF Interest                                0.00                                                   (500.00)    A                     0.00               (800.00)    D     62.50%       A/D
                                                                                                                                                                                                                      Actuals are higher
          501808        Student Fee Waiver                           0.00                                                  7,000.00     A                     0.00                  0.00     D      0.00%       A/D
                                                                                                                                                                                                                      than estimated.
                        Revenues                               (51,850.00)                                              (790,000.00)    A                     0.00           (775,000.00)    D    101.94%       A/D
                                                                                                                                                                                                                      Revise budget
                                                                                                                                                                                                                      plan to help in
                                                                                                  ~Expenditures~
                                                                                                                                                                                                                      decision making.
          601300        Salaries Support Staff                  47,000.00                                                350,000.00     B                    0.00             480,000.00     D         72.92%   B/D
          601302        Salaries Special Consultants                 0.00                                                 26,000.00     B                    0.00              44,000.00     D         59.09%   B/D
          603000        Benefits                                     0.00                                                      0.00     B                    0.00             196,000.00     D          0.00%   B/D
          603001        Benefits OASDI                             475.00                                                 20,000.00     B                    0.00                   0.00     D          0.00%   B/D
          603003        Benefits Dental Insurance                  200.00                                                  7,000.00     B                    0.00                   0.00     D          0.00%   B/D
          603004        Benefits Health & Welfare                  400.00                                                 50,000.00     B                    0.00                   0.00     D          0.00%   B/D
          603005        Benefits Retirement                        500.00                                                 60,000.00     B                    0.00                   0.00     D          0.00%   B/D
          603009        Benefits Non-Indust Disability              10.00                                                    400.00     B                    0.00                   0.00     D          0.00%   B/D
          603011        Benefits Life Insurance                      5.00                                                    200.00     B                    0.00                   0.00     D          0.00%   B/D
          603012        Benefits Medicare                          210.00                                                  5,000.00     B                    0.00                   0.00     D          0.00%   B/D
          603013        Benefits Vision Care                       100.00                                                    900.00     B                    0.00                   0.00     D          0.00%   B/D
          603014        Benefits LT Disability Insur                50.00                                                    400.00     B                    0.00                   0.00     D          0.00%   B/D
          603015        Benefits Flex Cash                          50.00                                                  2,000.00     B                    0.00                   0.00     D          0.00%   B/D
          604001        Telephone Usage                              0.00                                                  7,000.00     B                    0.00                   0.00     D          0.00%   B/D
          613001        Cont Serv Consulting Services                0.00                                                  6,000.00     B                  500.00                   0.00     D          0.00%   B/D
          616002        Info Tech Hardware                       1,000.00                                                 15,000.00     B                    0.00                   0.00     D          0.00%   B/D
          616005        Misc Info Tech Costs                         0.00                                                  2,000.00     B                    0.00                   0.00     D          0.00%   B/D
          660002        Printing                                     0.00                                                 11,464.00     B                    0.00                   0.00     D          0.00%   B/D
          660003        SupSrv Other                                 0.00                                                  7,400.00     B                4,000.00              60,000.00     D         12.33%   B/D
          660010        Insurance Premiums                           0.00                                                 10,000.00     B                    0.00                   0.00     D          0.00%   B/D
          660040        Bad Debt Expense                             0.00                                                     96.00     B                    0.00                   0.00     D          0.00%   B/D   Expenses are
                        Expenditures                            50,000.00                                                580,860.00     B                4,500.00 C           780,000.00     D         74.47%   B/D   lower than
                                                                                                                                                                                                                      estimated. Adjust
                                                                                                     ~Summary~
                                                                                                                                                                                                                      budget plan to
                                                                                                                                                                                                                      help in decision
                        NET (INCOME) \ LOSS                   Actuals - moves to fund balance on June 30                (209,140.00)    A+B
                                                                                                                                                                                                                      making.
          305804        Fund Bal Current Year Distrib              Designated amount from fund balance                    (5,000.00)    E                     0.00                    0.00
                        LESS ENCUMBRANCES                                                                                  4,500.00     C
                        ENDING FUND BAL AVAILABLE                            Total fiscal year activity                 (209,640.00)    A+B+E-C
                                                                                                                                                                                                                                    18
AS/UBO/2008


                                                                                                                                              Budget Scenario B
              Trial Balance by Fund

              For Fund: 99999 - Cash Trust Training
              As of 03-31-2008
              Run Time and Date: April 28, 2008 14:14:14


                                                                                   Balance Sheet                Revenue/Expense                 Encumbrance                Current Year           % of Plan
               Account                Description          Current Period        Current Year Y-T-D             Current Year Y-T-D            Current Year Y-T-D           Budget Plan              YTD
              305002     Fund Balance - Continuing Appr                 0.00                  (45,000.00) Accumulation of net (income)/loss from prior years
              305804     Fund Bal Current Year Distrib                  0.00                        0.00 E Distribution from Fund Balance - Continuing Appr to cover insufficient revenues per budget
                                                                                                                                                                                                        0.00%

                                                                                                      ~Revenues~
              501005     Student Fee One                         (45,850.00)                                              (721,500.00)    A                    0.00           (892,200.00)    D     80.87%      A/D
              504804     Augment Lab                              (2,000.00)                                               (25,000.00)    A                    0.00            (30,000.00)    D     83.33%      A/D
              504805     Sales                                    (3,400.00)                                               (45,000.00)    A                    0.00            (65,000.00)    D     69.23%      A/D
              504810     ALCI                                       (100.00)                                                (3,000.00)    A                    0.00             (4,000.00)    D     75.00%      A/D
              504811     Retail                                     (500.00)                                                (2,000.00)    A                    0.00             (3,000.00)    D     66.67%      A/D
              507001     SMIF Interest                                 0.00                                                   (500.00)    A                    0.00               (800.00)    D     62.50%      A/D
              501808     Student Fee Waiver                            0.00                                                  7,000.00     A                    0.00              5,000.00     D    140.00%      A/D   Actuals are
                         Revenues                                (51,850.00)                                              (790,000.00)    A                    0.00           (990,000.00)    D     79.80%      A/D   significantly lower
                                                                                                                                                                                                                      than estimated.
                                                                                                    ~Expenditures~                                                                                                    Budget should be
              601300     Salaries Support Staff                   47,000.00                                                350,000.00     B                   0.00             350,000.00     D    100.00%      B/D   revised to help in
              601302     Salaries Special Consultants                  0.00                                                 26,000.00     B                   0.00              26,000.00     D    100.00%      B/D   decision making.
              603000     Benefits                                      0.00                                                      0.00     B                   0.00             196,000.00     D      0.00%      B/D
              603001     Benefits OASDI                              475.00                                                 20,000.00     B                   0.00                   0.00     D      0.00%      B/D
              603003     Benefits Dental Insurance                   200.00                                                  7,000.00     B                   0.00                   0.00     D      0.00%      B/D
              603004     Benefits Health & Welfare                   400.00                                                 50,000.00     B                   0.00                   0.00     D      0.00%      B/D
              603005     Benefits Retirement                         500.00                                                 60,000.00     B                   0.00                   0.00     D      0.00%      B/D
              603009     Benefits Non-Indust Disability               10.00                                                    400.00     B                   0.00                   0.00     D      0.00%      B/D
              603011     Benefits Life Insurance                       5.00                                                    200.00     B                   0.00                   0.00     D      0.00%      B/D
              603012     Benefits Medicare                           210.00                                                  5,000.00     B                   0.00                   0.00     D      0.00%      B/D
              603013     Benefits Vision Care                        100.00                                                    900.00     B                   0.00                   0.00     D      0.00%      B/D
              603014     Benefits LT Disability Insur                 50.00                                                    400.00     B                   0.00                   0.00     D      0.00%      B/D
              603015     Benefits Flex Cash                           50.00                                                  2,000.00     B                   0.00                   0.00     D      0.00%      B/D
              604001     Telephone Usage                               0.00                                                  7,000.00     B                   0.00                   0.00     D      0.00%      B/D
              613001     Cont Serv Consulting Services                 0.00                                                  6,000.00     B                 500.00                   0.00     D      0.00%      B/D
              616002     Info Tech Hardware                        1,000.00                                                 15,000.00     B                   0.00                   0.00     D      0.00%      B/D
              616005     Misc Info Tech Costs                          0.00                                                  2,000.00     B                   0.00                   0.00     D      0.00%      B/D
              660002     Printing                                      0.00                                                 11,464.00     B                   0.00                   0.00     D      0.00%      B/D
              660003     SupSrv Other                                  0.00                                                  7,400.00     B               4,000.00               7,000.00     D    105.71%      B/D
              660010     Insurance Premiums                            0.00                                                 10,000.00     B                   0.00                   0.00     D      0.00%      B/D
              660040     Bad Debt Expense                              0.00                                                     96.00     B                   0.00                   0.00     D      0.00%      B/D   Expenditures
                         Expenditures                             50,000.00                                                580,860.00     B               4,500.00 C           579,000.00     D    100.32%      B/D   higher than
                                                                                                                                                                                                                      estimated. Budget
                                                                                                       ~Summary~                                                                                                      plan should be
                                                                                                                                                                                                                      revised to help in
                         NET (INCOME) \ LOSS                    Actuals - moves to fund balance on June 30                (209,140.00)    A+B                                                                         decision making.
              305804     Fund Bal Current Year Distrib               Designated amount from fund balance                         0.00     E                    0.00                    0.00
                         LESS ENCUMBRANCES                                                                                   4,500.00     C
                         ENDING FUND BAL AVAILABLE                             Total fiscal year activity                 (204,640.00)    A+B+E-C




                                                                                                                                                                                                                                            19
AS/UBO/2008




              Most common mistakes:
              1) Not waiting until the notice that the month has closed
              2) Not specifying the last day of the month for the “As Of” date
              3) Both of the above!                                              20
                                                                 Managing a Trust/Special Project
AS/UBO/2008

              Reconciliations should be done monthly.
                  Not until the announcement is made that the month has closed.
                  Run reports using the last day of the month for the As Of Date:
                  It is at this time that the amounts in the trial balanc e and the DFA will match (using the same month end dates for running both).

              Review actual revenues.
                  Revenue received is in parentheses.
                  Are actual revenues on track to meet your revenue target by the end of the year? Some revenues flow in monthly, whil e the bulk of
                     others may be received in two or three key months of the year. Knowing your revenue stream is important in helping you
                     understand how you are doing on a monthly basis. You may have a low revenue number for a particular month, but that may b e
                     normal for a trust that has large revenues, say in August and January.
                  If your fund is subject to waivers and/or refunds, it is important to review these amounts, as they reduce your revenue, whic h in
                     turn reduces your amount available to spend.
                  Did you receive any interest? Any transfers-in? This would increase revenue available for expenditures.

              Review actual expenditures.
                  Are actual expenditures on track to meet your budget plan at the end of the year? Do the expenses in one account look too hi gh?
                     Too low?
                  There are monthly expenses, such as payroll, benefits, telephone, etc. Then there are expenses that don’t occur each month, such as
                     purchase orders that are expensed, chargebacks, contract services, printing, etc. Transfers-out are an expenditure.

              Net (Income)/Loss.
                   You want this amount to be in parentheses, as that means you have collected more revenue than you have spent.
                   If it isn’t n parentheses, your fund has a deficit balance. You must review anticipated revenues and expenses to see why.

              Fund Bal Current Year Distribution.
                  Is this the amount you designated? Is the amount indicated at the bottom of the trial balance the same as stated in the top part of the
                    trial balance?
                  Add this amount to your Net (Income)/Loss figure. Wha t is your balance now?
                  You didn’t designate any amount originally, but now you need to? Fill out the form, Request for Use of Fund Balance for Curr ent
                    Year Distribution and submit to the University Budget Office.

              Encumbrances.
                  Deduct this amount from your Net (Income)/Loss, as these are committed but not yet expensed. These will become part of your
                   total expenditures, as they will be expensed by the end of the year.

              Ending Fund Bal Available.
                  This ending balance should be in parentheses, meaning rev enues (plus any fund balance distribution) are higher than expenditures.21
                  If you are going to end the year in a deficit (number has no parentheses), you need to request that a designated amount of yo ur fund
                    balance be transferred to current year distribut ion and/or reduce future expenses for use to offset the deficit.
              Trial Balance by Fund
              For Fund: 4XXXX SAMPLE TRUST FUND
AS/UBO/2008   As of: 03-31-2008
              Run Time and Date: 04-17-2008 10:12:23


                                                                                                                              Encumbrance
                                                                                 Balance Sheet          Revenue/Expense        Inception to   Current Year     % of Plan
                Account               Description           Current Period      Current Year Y-T-D      Current Year Y-T-D      Date I-T-D    Budget Plan        YTD
                                                                                                                                                                  49.41%
              101006       Cash In Agency Accounts-Banks                0.00                  0.00
              108090       Investments Other - Non-State              (62.80)            12,964.10
                           Current_Assets                             (62.80)            12,964.10

                           Non_Current_Assets                          0.00                   0.00

                           Total Assets                               (62.80)            12,964.10

              201001       AP Accounts Payable                         0.00                   0.00
                           Current_Liabilities                         0.00                   0.00

                           Non_Current_Liabilities                     0.00                   0.00

                           Total Liabilities                           0.00                   0.00

              305002       Fund Balance - Continuing Appr              0.00              (1,753.95)
              305022       Fund Bal Clearing                           0.00               1,734.00
              305803       Fund Bal Clearing Payroll                   0.00              (1,734.00)
              305804       Fund Bal Current Year Distrib               0.00             (22,340.32)
                           Fund_Equity                                 0.00             (24,094.27)
                                                                                                                                                                   0.00%


              580005       Project Revenue                             0.00                                      (9,881.23)            0.00      (20,000.00)      49.41%
                           Revenues                                    0.00                                      (9,881.23)            0.00      (20,000.00)      49.41%

              601303       Salaries SupStf Student Assist              0.00                                       1,734.00             0.00           0.00         0.00%
              606001       Travel-In State                             0.00                                          85.52             0.00           0.00         0.00%
              660001       Postage & Freight                          10.00                                          40.00             0.00           0.00         0.00%
              660002       Printing                                   52.80                                         313.03             0.00         500.00        62.61%
              660003       SupSrv Other                                0.00                                      17,753.18             0.00      39,840.32        44.56%
              660025       Overhead Chancellor's Office                0.00                                         317.12             0.00           0.00         0.00%
              660820       Other Hospitality                           0.00                                         768.55             0.00       2,000.00        38.43%
                           Expenditures                               62.80                                      21,011.40             0.00      42,340.32        49.63%




                           NET (INCOME) \ LOSS                                                                   11,130.17
              305804       Fund Bal Current Year Distrib               0.00               (22,340.32)           (22,340.32)            0.00            0.00
                           LESS ENCUMBRANCES                                                                          0.00
                           ENDING FUND BAL AVAILABLE                                                            (11,210.15)




                                                                                                                                                                  22
AS/UBO/2008
              Trial Balance by Fund
              For Fund: 4XXXX SAMPLE TRUST FUND
              As of: 03-31-2008
              Run Time and Date: 04-17-2008 10:12:23


                                                                                                                           Encumbrance
                                                                                 Balance Sheet        Revenue/Expense       Inception to   Current Year   % of Plan
                Account               Description           Current Period      Current Year Y-T-D    Current Year Y-T-D     Date I-T-D    Budget Plan      YTD
                                                                                                                                                           #REF!
              101006       Cash In Agency Accounts-Banks                0.00                  0.00
              108090       Investments Other - Non-State              (62.80)            12,964.10
                           Current_Assets                             (62.80)            12,964.10

                           Non_Current_Assets                          0.00                   0.00

                           Total Assets                               (62.80)            12,964.10

              201001       AP Accounts Payable                         0.00                   0.00
                           Current_Liabilities                         0.00                   0.00

                           Non_Current_Liabilities                     0.00                   0.00

                           Total Liabilities                           0.00                   0.00

              305002       Fund Balance - Continuing Appr              0.00              (1,753.95)
              305022       Fund Bal Clearing                           0.00               1,734.00
              305803       Fund Bal Clearing Payroll                   0.00              (1,734.00)
              305804       Fund Bal Current Year Distrib               0.00             (22,340.32)
                           Fund_Equity                                 0.00             (24,094.27)
                                                                                                                                                              0.00%




                                                                                                                                                            23
AS/UBO/2008




 Trial Balance by Fund
 For Fund: 4XXXX SAMPLE TRUST FUND
 As of: 03-31-2008
 Run Time and Date: 04-17-2008 10:12:23


                                                                                                               Encumbrance
                                                                  Balance Sheet          Revenue/Expense        Inception to   Current Year     % of Plan
    Account             Description            Current Period    Current Year Y-T-D      Current Year Y-T-D      Date I-T-D    Budget Plan        YTD
                                                                                                                                                   49.41%


 580005       Project Revenue                             0.00                                    (9,881.23)            0.00      (20,000.00)     49.41%
              Revenues                                    0.00                                    (9,881.23)            0.00      (20,000.00)     49.41%

 601303       Salaries SupStf Student Assist              0.00                                     1,734.00             0.00           0.00        0.00%
 606001       Travel-In State                             0.00                                        85.52             0.00           0.00        0.00%
 660001       Postage & Freight                          10.00                                        40.00             0.00           0.00        0.00%
 660002       Printing                                   52.80                                       313.03             0.00         500.00       62.61%
 660003       SupSrv Other                                0.00                                    17,753.18             0.00      39,840.32       44.56%
 660025       Overhead Chancellor's Office                0.00                                       317.12             0.00           0.00        0.00%
 660820       Other Hospitality                           0.00                                       768.55             0.00       2,000.00       38.43%
              Expenditures                               62.80                                    21,011.40             0.00      42,340.32       49.63%




              NET (INCOME) \ LOSS                                                                 11,130.17
 305804       Fund Bal Current Year Distrib               0.00             (22,340.32)           (22,340.32)            0.00            0.00
              LESS ENCUMBRANCES                                                                        0.00
              ENDING FUND BAL AVAILABLE                                                          (11,210.15)




                                                                                                                                                   24
                                                             Trial Balance by Fund
                                                             For Fund: 4XXXX SAMPLE TRUST FUND
              TRUST FUND TRIAL BALANCE                       As of: 03-31-2008
                                                             Run Time and Date: 04-17-2008 10:12:23

                   NORMAL* BALANCES
                                                                                                                                                                        Encumbrance
                                                                                                                                Balance Sheet     Revenue/Expense        Inception to   Current Year     % of Plan
                      BALANCE SHEET                            Account               Description           Current Period      Current Year Y-T-D Current Year Y-T-D      Date I-T-D    Budget Plan        YTD
                                                                                                                                                                                                            49.41%
                "SAVINGS" (TOP of Trial Balance)             101006       Cash In Agency Accounts-Banks                0.00                 0.00
                                                             108090       Investments Other - Non-State              (62.80)           12,964.10
  Ongoing, Since Inception, From when Fund was established                Current_Assets                             (62.80)           12,964.10

                                                                          Non_Current_Assets                          0.00                   0.00
ASSETS                                    +     Debit
                                                                          Total Assets                               (62.80)           12,964.10
LIABILITIES                               -     Credit
                                                             201001       AP Accounts Payable                         0.00                   0.00
                                                                          Current_Liabilities                         0.00                   0.00
RESERVES                                  -     Credit
                                                                          Non_Current_Liabilities                     0.00                   0.00
FUND BALANCE                              -     Credit                    Total Liabilities                           0.00                   0.00

                                                             305002       Fund Balance - Continuing Appr              0.00              (1,753.95)
                                                             305022       Fund Bal Clearing                           0.00               1,734.00
                     INCOME STATEMENT                        305803       Fund Bal Clearing Payroll                   0.00              (1,734.00)
                                                             305804       Fund Bal Current Year Distrib               0.00             (22,340.32)
              "CHECKING" (BOTTOM of Trial Balance)                        Fund_Equity                                 0.00             (24,094.27)
                                                                                                                                                                                                             0.00%
                       Current Year Activity
                                                             580005       Project Revenue                             0.00                                 (9,881.23)            0.00      (20,000.00)      49.41%
REVENUES                                  -     Credit                    Revenues                                    0.00                                 (9,881.23)            0.00      (20,000.00)      49.41%

                                                             601303       Salaries SupStf Student Assist              0.00                                  1,734.00             0.00           0.00         0.00%
EXPENSES                                  +     Debit        606001       Travel-In State                             0.00                                     85.52             0.00           0.00         0.00%
                                                             660001       Postage & Freight                          10.00                                     40.00             0.00           0.00         0.00%
                                                             660002       Printing                                   52.80                                    313.03             0.00         500.00        62.61%
                                                             660003       SupSrv Other                                0.00                                 17,753.18             0.00      39,840.32        44.56%
                                                             660025       Overhead Chancellor's Office                0.00                                    317.12             0.00           0.00         0.00%
            During the year-end closing process,             660820       Other Hospitality                           0.00                                    768.55             0.00       2,000.00        38.43%
                                                                          Expenditures                               62.80                                 21,011.40             0.00      42,340.32        49.63%
            Total Revenues and Total Expenses
               are closed out (transferred) to
          Fund Balance - Continuing Appropriation.                        NET (INCOME) \ LOSS                                                              11,130.17
                                                             305804       Fund Bal Current Year Distrib               0.00               (22,340.32)      (22,340.32)            0.00            0.00
           At the beginning of the fiscal year (7/1),                     LESS ENCUMBRANCES                                                                     0.00
                                                                          ENDING FUND BAL AVAILABLE                                                       (11,210.15)
          Revenues and Expenses start off at zero.

* "NORMAL" meaning financially solvent or "in the black."
                                                                                                                                                                                                25
AS/UBO/2008
                                                                            Trial Balance by Fund
                                                                            For Fund: 4XXXX SAMPLE TRUST FUND
                                                                            As of: 03-31-2008
          TRUST FUND TRIAL BALANCE                                          Run Time and Date: 04-17-2008 10:12:23


     REVIEW OF ACCOUNTING ENTRIES                                                                                                                                                      Encumbrance
                                                                                                                                               Balance Sheet Revenue/Expense            Inception to   Current Year     % of Plan
    All accounting entries have two sides which net to zero " + " = " - "     Account               Description           Current Period      Current Year Y-T-D Current Year Y-T-D      Date I-T-D    Budget Plan        YTD
                                                                                                                                                                                                                           49.41%
                                                                            101006       Cash In Agency Accounts-Banks                0.00                 0.00
                        Revenue - Example 1                                 108090       Investments Other - Non-State              (62.80)           12,964.10
    Registration / FEES Assessed / AR Billing                                            Current_Assets                             (62.80)           12,964.10

                     Dr      +      Accounts Reveivable                                  Non_Current_Assets                          0.00                   0.00

                     Cr      -      Fee Revenue (increases NET)                          Total Assets                               (62.80)           12,964.10


                       Revenue - Example 2                                  201001       AP Accounts Payable
                                                                                         Current_Liabilities
                                                                                                                                     0.00
                                                                                                                                     0.00
                                                                                                                                                            0.00
                                                                                                                                                            0.00
    FEES or Invoice Payment Received
                                                                                         Non_Current_Liabilities                     0.00                   0.00
                    Dr      +      Cash (deposited)
                                                                                         Total Liabilities                           0.00                   0.00
                    Cr      -      Accounts Reveivable
                                                                            305002       Fund Balance - Continuing Appr              0.00              (1,753.95)
                       Revenue - Example 3                                  305022       Fund Bal Clearing                           0.00               1,734.00
                                                                            305803       Fund Bal Clearing Payroll                   0.00              (1,734.00)
    Refund Fees or Other Revenue                                            305804       Fund Bal Current Year Distrib               0.00             (22,340.32)
                                                                                         Fund_Equity                                 0.00             (24,094.27)
                    Dr      +      Revenue (decreases NET)                                                                                                                                                                  0.00%
                    Cr      -      Cash (disbursed)
                                                                            580005       Project Revenue                             0.00                                 (9,881.23)            0.00      (20,000.00)      49.41%
                            Expense - Example 4                                          Revenues                                    0.00                                 (9,881.23)            0.00      (20,000.00)      49.41%
    Travel Expense                                                          601303       Salaries SupStf Student Assist              0.00                                  1,734.00             0.00           0.00         0.00%
                       Dr        +       Expense (decreases NET)            606001       Travel-In State                             0.00                                     85.52             0.00           0.00         0.00%
                                                                            660001       Postage & Freight                          10.00                                     40.00             0.00           0.00         0.00%
                       Cr        -       Cash (disbursed)                   660002       Printing                                   52.80                                    313.03             0.00         500.00        62.61%
                                                                            660003       SupSrv Other                                0.00                                 17,753.18             0.00      39,840.32        44.56%
                                                                            660025       Overhead Chancellor's Office                0.00                                    317.12             0.00           0.00         0.00%
                       Expense - Example 5                                  660820       Other Hospitality                           0.00                                    768.55             0.00       2,000.00        38.43%
                                                                                         Expenditures                               62.80                                 21,011.40             0.00      42,340.32        49.63%
    Equipment or Supplies (when invoice is paid)
                   Dr       +      Expense (decreases NET)
                   Cr       -      Cash (disbursed)                                      NET (INCOME) \ LOSS                                                              11,130.17
                                                                            305804       Fund Bal Current Year Distrib               0.00               (22,340.32)      (22,340.32)            0.00            0.00
                                                                                         LESS ENCUMBRANCES                                                                     0.00
                        Note: PO not yet paid shows as Encumbrance                       ENDING FUND BAL AVAILABLE                                                       (11,210.15)                   26
                         and… are deducted from NET for End FB.
AS/UBO/2008
AS/UBO/2008
         CALIFORNIA STATE UNIVERSITY SAN MARCOS
         TRUST/SPECIAL PROJECT CASH FLOW WORKSHEET
         CSUSM.200-4 (REV.4/2008)                                                                                                                              FISCAL YEAR                   2008/2009


         FUND NUMBER                                               TRUST/PROJECT NAME                                                                   DEPT-CLASS

         49XXX                                                     Trust Sample Fund                                                                    9999
                                     IF INITIATING DURING A FISCAL YEAR, START FROM FIRST MONTH OF ACTIVITY AND COMPLETE BELOW FOR THE NEXT FULL FISCAL YEAR

                          FUND BALANCE
                           DISTRIBUTION     JULY        AUG          SEP         OCT         NOV         DEC         JAN          FEB         MAR         APR          MAY         JUNE           FY TOTAL
         INITIAL START-
                                                                                                                                                                                                      0.00
               UP

           ONGOING
                                                                                                                                                                                                      0.00
          OPERATION

            TOTAL
                              0.00          0.00        0.00          0.00        0.00       0.00        0.00        0.00         0.00        0.00        0.00         0.00        0.00               0.00
           REVENUE

         INITIAL START-
                                                                                                                                                                                                      0.00
          UP EXPENSES

           ONGOING
                                                                                                                                                                                                      0.00
          OPERATION

           TOTAL
                              0.00          0.00        0.00          0.00        0.00       0.00        0.00        0.00         0.00        0.00        0.00         0.00        0.00               0.00
          EXPENSES

         COMPLETE FOR FULL FISCAL YEAR

                          FUND BALANCE
                           DISTRIBUTION     JULY        AUG          SEP         OCT         NOV         DEC         JAN          FEB         MAR         APR          MAY         JUNE           FY TOTAL
         INITIAL START-
                                                                                                                                                                                                      0.00
               UP

           ONGOING
                            1,770.00                  291,915.00                                                   291,915.00                                                                     585,600.00
          OPERATION

            TOTAL
           INCOME/           1,770.00       0.00      291,915.00      0.00        0.00       0.00        0.00      291,915.00     0.00        0.00        0.00         0.00        0.00           585,600.00
           REVENUE

         INITIAL START-
                                                                                                                                                                                                      0.00
          UP EXPENSES

          ONGOING
                                          45,576.00   49,965.00    49,065.00   49,065.00   49,139.00   49,989.00   48,740.00    49,240.00   49,240.00   50,090.00    49,240.00   46,251.00        585,600.00
         OPERATIONS

           TOTAL
                              0.00        45,576.00   49,965.00    49,065.00   49,065.00   49,139.00   49,989.00   48,740.00    49,240.00   49,240.00   50,090.00    49,240.00   46,251.00        585,600.00
          EXPENSES


                                                                                                                                            GRAND TOTAL BOTH YEARS                            $0.00

         PREPARED BY- PRINT NAME                                               EXTENSION               SUBMITTED BY- ACCOUNT MANAGER SIGNATURE                                   DATE

         Jane Doe, Admin Coordinator                                           2318                    ✍ Sally Smith                                                             5/28/2008
         APPROVING AUTHORITY- AVP, DEAN OR ADMINISTRATOR SIGNATURE                                                                                                               DATE
                                                                                                                                                                                                               27
         ✍ Sandy Beach                                                                                                                                                           5/30/2008
AS/UBO/2008




                                   TRUST/SPECIAL PROJECT
                                   CASH FLOW WORKSHEET

             Cash Flow Worksheet is the department’s estimate of revenues and expenses by
              month for at least 12 months.
             For ongoing funds, only the bottom section of the form is required and the top
              portion in blank.
             For new funds, top and bottom sections must be completed. Begin with the first
              month of activity and project revenues and expenses for the current and next fiscal
              years.
             The GRAND TOTAL BOTH YEARS, a formula of Revenues minus Expenses,
              must not be negative. If the projection of Expenses exceeds that of Revenues,
              some or all of an existing Fund Balance might be considered for distribution to the
              current year. The “Request for Use of Fund Balance for Current Year
              Distribution” form is used for obtaining approval.
             Account Manager and Approving Authority (Dean/Administrator) sign the Cash
              Flow Worksheet in addition to the Agreement form.



                                                                                               28
AS/UBO/2008




BUDGET BY ACCOUNT BY MONTH for Cash Flow Worksheet

                 Jul     Aug     Sep     Oct     Nov    Dec     Jan     Feb     Mar     Apr     May     Jun    FY08/09
601300        2,400    2,400   2,400   2,400   2,400   2,400                                                    14,400
601300                                                         2,501   2,501   2,501   2,501   2,501   2,501    15,006
601300        3,700    3,700   3,700   3,700   3,700   3,700   3,700   3,700   3,700   3,700   3,700   3,700    44,400
601300        3,200    3,200   3,200   3,200   3,200   3,200   3,200   3,200   3,200   3,200   3,200   3,200    38,400
601300        3,676    3,676   3,676   3,676                                                                    14,704
601300                                          3,750 3,750 3,750 3,750 3,750 3,750 3,750 3,750                 30,000
601300        4,100   4,100 4,100 4,100         4,100 4,100 4,100 4,100 4,100 4,100 4,100 4,100                 49,200
601300        5,000   5,000 5,000 5,000         5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000                 60,000
601300        3,000   3,000 3,000 3,000         3,000 3,000 3,000 3,000 3,000 3,000 3,000 3,000                 36,000
601300        4,000   4,000 4,000 4,000         4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000                 48,000
601300                2,989 2,989 2,989         2,989 2,989 2,989 2,989 2,989 2,989 2,989                       29,890
601302                  200    200    200         200    200           200    200    200    200    200           2,000
601302                  300    300    300         300    300           300    300    300    300    300           3,000
603000        11,717 11,717 11,717 11,717      11,717 11,717 11,717 11,717 11,716 11,716 11,716 11,716         140,600
660003                  450                              450                         450                         1,350
660003                  450                              400                         400                         1,250
660003         4,783 4,783 4,783 4,783          4,783 4,783 4,783 4,783 4,784 4,784 4,784 4,784                 57,400
              45,576 49,965 49,065 49,065      49,139 49,989 48,740 49,240 49,240 50,090 49,240 46,251         585,600


                                                                                                               29
AS/UBO/2008                                     Cal State San Marcos
                                   Request for Distribution of Fund Balance
                                            For Current Year Use
              Please attach a copy of the most recent trial balance for this fund.

              Requestor/Contact Name                                               Phone

              Trust Fund Title

              Trust Fund Number                                   Distribution for Fiscal Year

              Department                                          Division

              Current Fund Balance – Continuing Appropriation: $

              Distribution Request for Current Year Use:            $

              Identify reason these funds are needed (justification):




              Account Manager:
                                         Signature                                               Date

              Dean/AVP/Administrator:
                                         Signature                                               Date

              Provost/Vice President:
                                         Signature                                               Date


              FUND AVAILABILITY CONFIRMATION:
                                                         Signature ( Trust Accountant )

              Notes __________________________________________________________________ ______________________
                                                     For Accounting Services Use

               Approval  Disapproval
              Director, Accounting & Technology Services:
                                                                                                                30
                                         Signature                                               Date
AS/UBO/2008



              TRUST PACKET SUBMISSION


              DISTRIBUTION

              ELECTRONIC FILES TO krisley@csusm.edu and lrojas@csusm.edu

              PAPER ORIGINALS TO:
                1. Account Manager
                2. Dean/AVP/Administrator
                3. Provost/Vice President
                4. Accounting Services: Trust Fund Accountant
                5. Director, Accounting & Technology Services
                6. Copy of fully-executed Agreement to Account Manager
                7. Copy of fully-executed Agreement to Budget Office
                8. Original fully-executed packet maintained by Accounting




                                                                             31
AS/UBO/2008



                                   TRUST FUNDS


                                    QUESTIONS ?




              Karen Risley   krisley@csusm.edu       x 4465

              Liz Rojas      lrojas@csusm.edu        x 4462



                                       Thank you !




                                                              32

				
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