3. Expenditure transfers Accounting Transactions (A)Creating New Funds and Organization (B) Changing Financial Manager

4. New funds & org

5. Organization Code & Fund Code The College maintains and prepares its financial statements in accordance with Financial Accounting and Reporting Manual (FARM) and Natinoal Association of College and University Business Officers NACUBO.  Organization Code Describes/Identifies  Program categories  Purpose  Revenue/Expenditures  Hierarchy-Chart of accounts  Division/Department  Financial Manager/Approvals  Fund Code Describes/Identifies  Functional categories  Purpose  Revenue/Expenditures  Hierarchy-Chart of accounts  Division/Department  Financial Manager/Approvals

7. Fund code

9. form Request to Change Financial Managers

11. Acceptance of Gifts and Bequests Policy #5910 The Acceptance of Gifts and Bequest Policy was:  Enacted on November 9, 1995.  Amended on November 19, 1998  A copy is available at the South Texas College website under the Policy Manual on the Office of the President site. http://admin.southtexascollege.edu/president/policies/i ndex.html http://admin.southtexascollege.edu/president/policies/i ndex.html  Policy applies to items of value which may aid in the accomplishment of the mission of the College.

12. Acceptance of Gifts and Bequests Policy #5910 The College may accept gifts and bequests of:  land,  facilities,  items of personal property such as books,  equipment,  training aids,  money,  stocks and bonds which may be converted into money,  materials, or other items of value which may aid in the accomplishments of the mission of the College.  Items received must have a current or foreseeable future use.  The operation and maintenance cost for the gifts must be within current budgeted funds.

13. Acceptance of Gifts and Bequests Policy #5910 (continued) The donor of gifts or bequests must specify the use for which the gift or bequest is intended.  If the gift or bequest may be used at the discretion of the College for general purposes the donor should so state.  Gifts or bequests of personal property such as books, equipment, training aids and livestock with unusual long term restrictions on their future use and ultimate disposition should not be accepted.  The validity of donor restrictions will be determined at the lowest level of acceptance authority.

14. Acceptance of Gifts and Bequests Policy #5910 (continued)  The President may accept money or negotiable instruments for the establishment of endowment, agency, loan or scholarship funds.  A letter of conveyance from the donor must be obtained stating the purpose for which the donation is to be used and in the case of money or negotiable instruments state how the principal and or income from the funds will be used. If unrestricted, it should be so stated.  A copy of the donation agreement or letter will be forwarded to and be retained on file by the comptroller.  Where money or negotiable instruments are donated, notification of such funds will be forwarded to the comptroller for investments and administration.  A permanent reference file of all such agreements and conveyances will be maintained in the designated office.

15. Procedures for Accepting Donations 1.The following forms must be completed by the department accepting the donation(s) :  Departmental Accounting Report of Donation Form (BO-1500).  Donation Disclosure Statement Form (BO-3900).  Acknowledgment Letter (Thank-You letter to donor, prepared by department receiving donation). 2.All forms must be forwarded to the Office of the President. 3.The President will sign Departmental Accounting Report of Donations form (BO-1500) and 4.Acknowledgement letter, and send forms back to the department.

16. Procedures for Accepting Donations (continued) 5.The department receiving donation(s) mails out original disclosure statement form (BO-3900). 6.The Office of the President mails out the acknowledgement letter (thank-you letter) to the donor. 7.The original Report of Donations form (BO-1500) and copies of Disclosure Statement and acknowledgment letter are sent to the business office for recording. 8.Copies are to be maintained by department accepting donation and the Office of the President.

17. Procedures for Tagging A Donated Item 1.The Business Office receives the Report of Donations Form (BO1500) signed by both the Financial Manager and President, along with backup documentation of the donated item. 2.Once the donation is reviewed and recorded in Banner, the Business Office will submit a copy of the signed form (BO1500) with backup to Shipping and Receiving. 3.Shipping and Receiving will then schedule accordingly to tag the donated item. Note: All capital items (value over $5,000 will be tagged by Shipping & Receiving. Examples of Donated Items Tagged: Furniture Computers & Computer Equipment Artwork Vehicles & Related Equipment

18. Donation Forms The two donation forms (BO-1500, BO-3900) are located in the business office website under business office forms: BO-1500 - Departmental Accounting Report of Donations http://finance.southtexascollege.edu/businessoffice/forms/bo1500.x ls BO-3900 - Donation Disclosure Statement http://finance.southtexascollege.edu/businessoffice/forms/bo3900.d oc

19. Departmenta l Accounting Report of Donations Form BO-1500

20. Donation Disclosu re Stateme nt Form BO- 3900

22. End of Year Request Please submit completed documentation no later than Friday, September 18, 2015. End of Year Request Please submit completed documentation no later than Friday, September 18, 2015.

23. Contacts

24. Donations to Student Organizations Any type of Donations to Student Organizations (SO) need to contact the Student Activities Department for guidance. The disclosure of the College’s Federal Identification Number (FID) is limited to the College’s mission. Student Organizations are recognized as an Agency Fund. With the assistance and approval of the Student Activities Department, the SO may acquire a FID by contacting the State Comptroller’s Office and the Internal Revenue Service (IRS) to acquire an exempt status.

25. Questions ?