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LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES

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

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LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES

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  1. LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES

  2. Lapse Guidelines – Educational & General Funds (14 – Accounts) • Special Items & Research Development Funding must be fully expended in the 2nd year of the biennium. • Deficits must be covered during the lapse process. • Budget will coordinate with affected areas. • Disposition of E & G balances is based on each Vice President’s direction for their areas. (New eff. FY12) • Certain accounts are not subject to the lapse, including reserves, GIT & lab fees

  3. Lapse Guidelines Designated Funds(19 – Accounts) • Deficits not cleared prior to year-end will be cleared during the lapse process. • Budget will coordinate with affected areas. • Disposition of 19-7 account balances other than Reserves that do not lapse, is based on each Vice President’s direction for their areas. (New eff. FY12)

  4. Designated Funds - Exceptions to Lapse Guidelines (19 – Accounts) The following Designated 19-Accounts are not subject to lapse (carry forward 100%): • Most 19-accounts sourced from fees - other than 19-7 • Facilities & Administration (F & A) 19-8 accounts - • F&A balances under $100 will be swept to next highest level, e.g. Department, College, etc. in accordance with the F&A MOU.

  5. Overview of Lapse Policy Changes by Area Applies only to those budget groups that in prior year’s would have been subject to lapse in fund 14 and 19-7 accounts: • Academic Affairs –please see Academic Affairs Lapse Policy-FY12 • Business Affairs, Community Services, President’s Office, Research, Student Affairs and University Advancement – all funds lapse to Reserves.

  6. Lapse Guidelines – Service Centers (18- Accounts) • Not subject to lapse (carry forward 100%) • Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs or Asst. VP Financial Affairs/University Controller. • Subject to Service Center Policy for compliance with OMB Circular A-21. Contact Carol Hollingsworth at x4229 with questions

  7. Lapse Guidelines – Other Fund Groups Year-end balances in the following funds are not subject to lapse (carry forward 100%) • Grant and Contracts (26 Accounts) • Auxiliary Enterprise (29 Accounts) • Gift/Restricted Funds (30 Accounts) • Plant Funds (36 Accounts)

  8. For additional information, refer to the FMOG - Financial Management Operating Guideline: http://utsa.edu/financialaffairs/opguidelines/0112.html

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