Financial Services MOU PROCEDURES MATRIX
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1 Financial Services MOU PROCEDURES MATRIX University Hall 360 Phone: (818) Fax: (818) Mail Code: 8337 MOU SCENARIOS SERVICE PROVIDER SERVICE RECIPIENT REQUIRED FORMS BUSINESS RULES Entities General Informal written document: such as memo s and s Recovered Costs: Salaries & Operating Expenses Exclude Benefits from recovered costs estimates Entries are made by Service Recipient via the On-Line Budget Transfer module No MOU Reference Number - Not recorded in Financial Services Enterprise Extended Learning State Trust Account Application MOU Agreement MOU Summary Cost between a General Entity and an Enterprise Transfer of State s Request Expenditure Transfer Form PEAS Report TBD is not allowed State Trust Account Application required Recovered Costs: Salaries, Benefits, & Operating Expenses No expenses or encumbrances may be posted to fund 543xx All revenue transactions subject to 2.75% overhead charge Encumbrances may not be posted to fund 543xx Revenue & expenses must net to zero by department at the fiscal year-end Journal entry to transfer expenses required at time submission of the Transfer of State s Request form MOU Reference Number recorded in Financial Services
2 MOU SCENARIOS SERVICE PROVIDER SERVICE RECIPIENT REQUIRED FORMS BUSINESS RULES Between Enterprises Extended Learning Extended Learning MOU Agreement MOU Summary Cost between Enterprises MOU Reference Number recorded in Financial Services Transfer of State s Request Auxiliary Auxiliary: Associated Students, Inc CSUN Foundation The University Corp North Campus University Student Union State Trust Account Application MOU Agreement MOU Summary Cost between a General Entity Invoice Request for Auxiliaries and Outside Agency State Trust Account Application required Recovered Costs: Salaries, Benefits, & Operating Expenses Reimbursements posted to fund 544xx All revenue transactions subject to 2.75% overhead charge No expenses or encumbrances may be posted to fund 544xx Revenue & expenses must net to zero by department at the fiscal year-end Journal entry to transfer expenses required at time submission of the Invoice Request form MOU Reference Number recorded in Financial Services Expenditure Transfer Form PEAS Report Between Enterprise Extended Learning Auxiliary: Associated Students, Inc CSUN Foundation The University Corp North Campus University Student Union MOU Agreement MOU Summary Cost between an Enterprise Invoice Request for Auxiliaries and Outside Agency MOU Reference Number recorded in Financial Services
3 MOU SCENARIOS SERVICE PROVIDER SERVICE RECIPIENT REQUIRED FORMS BUSINESS RULES Amendments to existing Approved MOU s As Per original MOU As Per original MOU MOU Amendment Form Appropriate MOU Cost Required for all approved MOU s with cancellations, extension of time within the current fiscal year, changes in the rate to be charged for services, or a change in the services being performed. An Amendment is NOT required when the original MOU is based upon an estimated number of transactions. Amendment form will be recorded in Financial Services
4 MOU SCENARIOS SERVICE PROVIDER SERVICE RECIPIENT PROCESS Entities General Service Recipient: On-Line Budget Transfer Enterprise Extended Learning Service Provider: Submit MOU Agreement & MOU Summary Cost submitted to Financial Services. Financial Services: MOU Reference Number assigned Financial Services: Return approved copies to service provider & recipient Service Provider: Submit Transfer of State s Request to initiate establishment of reimbursement entries for service providers to Financial Services. Financial Services: Record reimbursement in fund 543xx, expense in account Service Provider: Submit Expenditure Transfer Form to move expenses with appropriate documentation at the time the Transfer of State s Request form is submitted. Financial Services: Record transfer of expenses to clear fund 543xx Financial Services: Overhead allocation of 2.75% processed on monthly revenue transactions in fund 543xx Between Enterprises Extended Learning Extended Learning Service Provider: Submit MOU Agreement & MOU Summary Cost submitted to Financial Services. Financial Services: MOU Reference Number assigned Financial Services: Return approved copies to service provider & recipient Service Provider: Submit Transfer of State s Request to initiate establishment of reimbursement entries for service providers to Financial Services. Financial Services: Record reimbursement in account , expense in account Auxiliary: Associated Students, Inc Service Provider: Submit MOU Agreement & MOU Summary Cost submitted to Financial Services. Financial Services: MOU Reference Number assigned
5 MOU SCENARIOS SERVICE PROVIDER SERVICE RECIPIENT PROCESS Auxiliary CSUN Foundation The University Corp North Campus Financial Services: Return approved copies to service provider & recipient Service Provider: Submit Invoice Request for Auxiliaries and Outside Agency to initiate establishment of reimbursement entries for service providers to Financial Services. University Student Union Accounts Receivables: Initiate invoice to the auxiliary in the appropriate revenue account. Service Recipient: Pay invoice, creating cash receipt revenue transaction. Service Provider: Submit Expenditure Transfer Form to move expenses with appropriate documentation at the time the Invoice request form is submitted. Financial Services: Record transfer of expenses to clear fund 544xx Financial Services: Overhead allocation of 2.75% processed on monthly revenue transactions in fund 544xx Between Enterprise Extended Learning Auxiliary: Associated Students, Inc CSUN Foundation The University Corp North Campus Service Provider: Submit MOU Agreement & MOU Summary Cost submitted to Financial Services. Financial Services: MOU Reference Number assigned Financial Services: Return approved copies to service provider & recipient Service Provider: Submit Invoice Request for Auxiliaries and Outside Agency to initiate establishment of reimbursement entries for service providers to Financial Services. University Student Union Accounts Receivables: Initiate invoice to the auxiliary in the appropriate revenue account. Service Recipient: Pay invoice, creating cash receipt revenue transaction.
6 MOU SCENARIOS SERVICE PROVIDER SERVICE RECIPIENT PROCESS Amendment to the Original MOU As per the original MOU As per the original MOU Service Provider: Submit the MOU Amendment form & the appropriate MOU Summary Cost to Financial Services Financial Services approves the MOU Amendment and returns approved copies to the service provider and recipient. Service provider submits either the Invoice Request or the Transfer of State s Request to Financial Accounting Financial Accounting: Accounts Receivable Initiates invoice or Financial Services records the transfer. Service provided submits the Journal entry form if appropriate at the time the Transfer of State s Request form is submitted. Financial Services: Record transfer of expenses to clear fund 543xx if necessary Financial Services: Overhead allocation of 2.75% processed on monthly revenue transactions in fund 543xx and 544xx if appropriate.
7 MOU SCENARIOS PROCESS / SUBMITTED DOCUMENT SERVICE PROVIDER ENTRIES SERVICE RECIPIENT ENTRIES Entities Informal written document 485xx 660B03 (Budg OnlyMOU Budget) Split by Salaries & Operating Exp Optional 485xx 660B03 (Budg OnlyMOU Budget) Transfer of s Request 543xx (Department MOU Rev O & E) 543xx (Department MOU Rev Salaries) 543xx (MOU Benefits Reimbursement) (Service from Other s/agencies) Month-End Allocation 2.75% overhead charged on revenue transfer N/A Enterprise Expenditure Transfer Form PEAS backup Other relevant backup From: 485xx 601xxx (Salaries) 485xx 603xxx (Expenses) 485xx 66xxxx (Operating Expenses) To: 543xx 601xxx (Salaries) 543xx 603xxx (Expenses) 543xx 66xxxx (Operating Expenses) N/A Between Enterprises Transfer of s Request Month-End Allocation (Revenue) (Service from Other s/agencies) 2.75% overhead charged on revenue transfer N/A
8 MOU SCENARIOS PROCESS / SUBMITTED DOCUMENT SERVICE PROVIDER ENTRIES SERVICE RECIPIENT ENTRIES Auxiliary Invoice Request for Auxiliaries and Outside Agency Appropriate reimbursement based on Auxiliary: 544xx Reimbursement The University (TUC) 544xx Reimbursement CSUN Foundation 544xx Reimbursement Associated Students, Incorporated (ASI) 544xx Reimbursement North Campus 544xx Reimbursement University Student Union (USU) 544xx MOU Benefits Reimbursement Determined by the Auxiliary. Posted to Auxiliary database. Month-End Allocation 2.75% overhead charged on revenue transaction N/A
9 MOU SCENARIOS PROCESS / SUBMITTED DOCUMENT SERVICE PROVIDER ENTRIES SERVICE RECIPIENT ENTRIES Between Enterprise Invoice Request for Auxiliaries and Outside Agency Appropriate revenue based on Auxiliary: Revenue The University (TUC) Determined by the Auxiliary. Posted to Auxiliary database Revenue CSUN Foundation Revenue Associated Students, Incorporated (ASI) Revenue North Campus Revenue University Student Union (USU) Amendment of any existing approved MOU MOU Amendment Form Additional Forms and processes as noted above Processes as noted for the Originally Approved MOU Processes as noted for the Originally Approved MOU
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