Funding Sources & Foundation Accounts

1. Funding Sources& Foundation Accounts November 18,2014

2. Fund NumberLogic First digit indicates Campus orAgency – Extension Service(ES) – Fire Service Training School (FSTS) 3 – Great Falls CollegeMSU 4 – MSUBozeman – MSUBillings – MSUNorthern 9 – Agricultural Experiment Station(AES)

3. FundTypes • GeneralOperating (40xxxx, 41xxxx, 4Axxxx,4Sxxxx) • Restricted (42xxxx,4Wxxxx) • Designated (43xxxx) • Auxiliary (44xxxx) • Plant (Indexstarts with 45xxxx,46xxxx) • Other funds – Agency, Endowment, Loan, Debt

4. GeneralOperating • StateFunds • Appropriations – NOINCOME • Comes to department as BUDGETallocation • To be spent for the purpose of EDUCATING students or the direct support of thatprocess

5. Restricted • Grants, Gifts/Donations, Scholarships, Foundation reimbursementaccounts • Specific sources of income & account codes (OSP will provide for grants, for 423xxx account code is53950) • Comes to department as either direct income (donors) or reimbursements (grants &Foundation) • To be spent for the purpose specified by fundingsource

6. Designated • Sales & service activities, IDC, some student course fees, recharge centers • Varied sources of income & account codes (includes income account codes – 53350-recharge, 53360-IDC, 53631-educsales) • Comes to department as either direct income (customers) or recharge income (ITC,Facilities) • Spending is generally unrestricted, can be used for any departmental purpose. Exception is student coursefees • Charged 6% administrative fee onexpenses

7. Auxiliary • On campus sales & service activities, student services • Income from residence halls, food services (room &board)

8. Plant • New construction, R&R (Renewal & Replacement), Capital equipment, Capital Software • Income is usually a transfer from some other fund

9. Print Form IMSU A,cco unt Ap,p,li',cationForm Reasonforrequest:_ ew lrnclexNam.e_ If Name Chaag,ec OldName CocoPlerson _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Pflooe # _ _ _ _ _ _ Email_______________Dept,(Ot-g)#________ Deptname SotJre,of revenue: ProjectedAnnualRevenues_____ProjectedAllnualbpenses_ Applr: Deioc,ofFundDate_ Please call University Business Servioes IUBS, J t odiscuss application befOl"e,comp leting formx5727 Rea:sereadi,Jtotilele/1"'1dprtntn,rneandlrJe Departmeritt-lead, sg,,a:iae Date_ □NewDept(Oi·g)# Clileck all that ap,p ly: DNew fund # DNew iind e,: # goto1baCM Change Org on, el!!isting 1inde,:# DNew program [0-:,-es_o_rN".'c.·:_..J._,l1-Are Hle fundsr eoei\.led asa !jff? If yes, what( i f a,iyj r es tlictioos hillsoebeenplacedonHleuseofthelllllds?_ Dean/DlrectorDate_ VriePresidentDate_ U H H , OO OO OOn n n n n O OO OO OO OOn n .. _,, ,n ., N •OO OO OO OO o O n n n n n o OhoOoOoO,., ! ; V.-;;,a. Pre6-l:!@n1 rar A::lm L1 l1itrJtf:Cl'l .& F l11:a n0e U6E'o IBudg,at Date_ ldetltifyanydeliveralltesrequiredasaoondiliooofthe-_ sg,,a:iae IUnivBusSvcDate_ JesorNc..;..n_2W111anyim:etlectualpropertybedevelopedellringthecourseof,or asareiiulfof,anyuse,ofthesefundsunderthisaccount?_ - l As.stw slgll- ________________Date foriooncialSeivioes """"""'""""""""'__ 3_By heir sign atur es 1he rn rect or of 1Fw1d a m l Oe!fflrinent Head acknowledgetheirresponsibillil ytoensurethatlheindexmaintains aposi1tiive,cas:lilbalance.Oneormarebackupirndexes1M1had equsleresources mustbeidetllifiecifrom,whicti,lU/ldsmaybetransferred byHleVirePresidentfor Administratioo and Finance shloul d the itlde incur anegative bal ance. Please provide the backup in de,; names. irnclex rnlitmbers and deoartmerilnames_ FirstBaclruplriclex#_ SecOlldBacli!Lij)lnde;,;#_ -""""'"""""""""'" - - -- lrndeJ<#_ Re\\eflue Acrounl - - - - - -- Prec:IFun d.Flitrid Twe_ IFrurid#_______ Prec:IO,,__ Dept[Org)#_ Program# _ ,,,._,,,..,..............._ EefctiveDate. _ ------.. Attach detaiII budget if neoessary (not required loc a g-ant, JDC, plant, debt, or au:ii l arylui1d) - Rew;ed2/17/W12 Re\MiedNewAcctAppMSUWebForm

10. FoundationFunds • Departments with spendable funds at the Foundation must set up a 423xxx restricted gift index/fund inBanner • Title of Banner index/fund should closely match Foundation’s title • Foundation account will serve as ‘reimbursement’ for MSU expenditures • Foundation’sdisbursement policydiffersfromMSU’s. Please review the Foundation’s policiesregarding: • “Entertainment/Hosting” • “Employee SocialFunctions/Retreats” • “Flowers/Gifts/Tokens ofAppreciation”

11. How do I spend my Foundationmoney? • Pay your vendor via BPA or Pcard using your 423xxx Bannerindex • At least monthly (more often if expenses have been significant), print Banner SAIS Operating Ledger Transactions report as backup forFoundation • Write description of expense on Banner report & attach list of attendees or other relevant information to support use of Foundation funds (entire BPA is notnecessary) • Complete Foundation disbursement voucher and attach Banner SAIS Operating Ledger Transactionsreport • Complete Banner deposit slip and attach to Foundation disbursement

12. □ 1\:10 ITANA ' T ATE U UVE RSIT Y FOUNDATI Oi DISBURSE1\1IETVOUHER ,I 1.0.117 (2013 Daie- lliSTRCTIONS: l. Complete aU applicableirems 2. Attach (DO NOT STAPIJE) original supponing doucm.ems andreceipts J _Submit one i;.rouoher per i;.ren dor. Mul p]e ocommts may beoharged 4. Renlm to MSUFoundation Dept: Contact Nam.e : Contact Phone#: Dep.ut mentAppl'oval Authorraed S ignature peragreement 1 ,endom- ame&Address VendorType: D One timevendor D Remrringvend.or Printedmm1eofauthorraedsignor ID Dept/Address Address Check .d.i!spo.sirtion • D Mail toVendor • Return toDepartment • Hold for Piok-Up D Direct Deposit (MSUF Employesonly) Ci,ty SrateZip MSUindex# internaluse -------------------------------- Cheok#: Date: Enteredby: MSUFom1d."11tion Appmva1: T v,ro signab.nes required if $5,000orovem:

13. Mon,1ana.S1t0:te Un t .vm si ty:- Bo u.man Cash.·;_ R ece·1..p,t OescrJptkm (dat a,-rm 'f:Jut-e_ J_ /_ --- .. - ; I • E-xplcrnoti.On. Aoct ----'-' Index $ A:m1oun.t Org Prog 'fund Atti.vity I I 30 L\MN:"l! .Lttl : .::. - ,· I I : I - -- i - ' -· -· - I I : I ; - .. I ' I .. Tomil Cash (neck 'D[ii. .· .'·,·. -1 MONTANA STATEUNIVERSITY • Mountains & Minds

14. What happensnext? • The Foundation will review your disbursement voucher and backupmaterials • The Foundation will cut one check payable to MSU for all reimbursements received and approved according to their processing schedule (checks cut twice per week normally, more often during year end), which will be delivered to the Cashiers in MT Hall, along with the submitted depositslips • The Cashiers will post the check to the appropriate Banner indexnumbers/accounts • A copy of the deposit slip will be returned to the department

15. ImportantLinks MSU Alumni Foundation >> About Us >> Faculty & Staff Resources http://msuaf.org/s/1584/index.aspx?sid=1584&gid=1&pgid=439 University Business Services Website http://www.montana.edu/wwwbu/ University Business Procedures Manual http://www2.montana.edu/policy/business_manual/

16. ImportantContacts Questions about Foundationreimbursements: Carrie Faulhaber, Controller, 994-6421 Carrie.Faulhaber@msuaf.org Barb Gordon, Assistant Controller, 994-2508 Barb.Gordon@msuaf.org Questions about addingindex/funds: Tanya Arrington, UBS, Financial Manager, 994-3345 Tanya.Arrington@montana.edu Other/General UBSquestions: Christina Fournier, UBS, Financial Manager, 994-3653 Fournier@montana.eduorUBSHelp@montana.edu

17. Questions &Comments