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Financial Services

Finance & Trust Accounting
TEL NO: (818) 677-2073
FAX NO: (818) 677-3845
MAIL DROP: 8337
 
State Trust Account Instructions
and Supplemental Information
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The Department may establish a University Trust account for depositing funds collected from non-state funding sources. These funds are deposited into the trust account for specific purposes as related to the program. Submit the "State Trust Account Application", obtained from Finance & Trust Accounting for your completion and approval and to open your account.

Per State Administrative Manual (SAM) 19440.1, each trust account established should be supported by an authorizing document, which will remain on file in Finance & Trust Accounting. The documentation will state the type of trust, source of income, purpose of the trust, time constraints, persons authorized to withdraw or expend funds, sample signatures, reporting requirements, instructions for closing the account and disposition of balance in the account. This documentation will be retained until the trust is dissolved.

Please Print or Type Neatly, except where signatures are requested.
1.
Description of the use of the account
 2. Sources of Revenue:
Note: Trust income is limited by Education Code Section 89721 to the following:
 
Gifts, bequests, donations, etc. *
Scholarships and Loan Programs
Advance Payments under Federal Contracts or Grants
Room and Board for students enrolled in the International Program of the CSU
Deposits
Fees and charges for optional use of services, materials or facilities
Fees and other revenues from instructionally related activities
Fees for Parking, Health Facilities or Health Services, and for Extension Programs, Special Sessions, and other self-supporting Instructional Programs
Revenue received by the Trustees from the California State Lottery Education Fund, pursuant to Section 8880.5 of the Government Code
Moneys received by the Trustees for research, workshops, conferences, institutes, and special projects
* Campus Policy requires these items to be deposited to the Foundation.
3.
Expenditure Categories:
 
Indicate the type of expenditures that will be made from the trust (e.g. equipment, salaries, etc.). Disbursements from a trust account should be made only for the purpose for which the trust project was established.
Purchasing, procurement, and contractual and leasing activities shall be performed by the president or designee (usually the campus purchasing officer), in accordance with State, Chancellor's Office, and campus policies and procedures. (See SUAM paragraphs 2400 through 2700).
4.
Account Active Until:
 
Please indicate the approximate date the account will close or write indefinitely if the account is expected to be permanent. For all IRA accounts this should be 6/30/xx (xx represents the current fiscal year).
5.
Disposition of Funds when Account will No Longer be Used:
 
Please indicate a valid chartfield combination where remaining balances should be transferred, if the current chartfield becomes inactive.
  6. Responsible Person:
 
Maintains account solvency.
  7. Special Conditions:
 
Please indicate special transaction processing requirements needed for this account.
 
8.
Signatures Required to Establish the Account:
 
Individuals Authorized to Approve Requisitions, Direct Payments, Special Lectures and/or Travel Documents. The first signature must be the Financial Manager. If a Director/Dean approves transactions, their information including signature must be included in this section.  In the event additional signatures are required, please attach an extra copy of the application.
Director / Dean: Approves the application and all individuals authorized to approve expenditures.
     • Appropriate Area VP or Designee Approval: Reviews and authorizes trust account application. 
     • University Controller: Reviews account requests for compliance with Campus and CSU Policy.
  9. Application Updates: 
  All State Trust Account Application and State Lottery Trust Account Application forms must be reviewed by the account holder annually to determine whether the information is current.  If the information is current, no additional work is needed.  If the information is not current, an updated application must be completed.  Every three years all applications must be updated.  All IRA accounts require an application to be filed annually.
  The cycle for complete refreshes is as follows:
 
Summer 2007
Summer 2016

Summer 2010

Summer 2019

Summer 2013

Etc.

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Supplemental Information
Sources of Revenue:
Trust funds for the California State University are authorized by the education code, Section 89721-89725.
SUB
FUND
TITLE BRIEF DESCRIPTION
401
Supplemental Educational Opportunity Grant (SEOG) Federal grant to students of exceptional financial need.
403
National Defense / Direct Student Loan (NDSL) A low interest loan to students with financial need.
408
Pell Grant Loan A federal grant to undergraduate students who have need for financial assistance
409
College Work / Study Program Funds received by federal, state, and/or local agencies which support employment of students.
410
William D. Ford Federal Direct Loan Program A loan to enable a student or parent to pay the cost of the student's attendance at a post-secondary school.
421
State Educational Opportunity State grant which assists high school graduates of exceptional need.
422
State University Grant Program State grant which provides educational assistance to qualified CSU students with exceptional need.
423
CSU Forgivable Loan / Doctoral Loan Program Low interest loan to women and minorities to complete doctoral programs in selected fields of study of particular interest and relevance to CSU.
424
CAL GRANT Program State grant which provides educational assistance to California residents.
432
Campus Scholarship & Grants Trust Scholarship funds which are to be administered by the campus.
433
Campus Student Loan Trust To account for all Campus Student Loan funds.
441
Continuing Education Revenue / Fund-Extended Continuing Education Expenditure Revenue received from extension programs which is used for it's support an development.
442
Continuing Education Revenue Fund / Construction Expenditures Revenue received from extension programs which is used for the construction of facilities for Extended Learning.
443
Continuing Education revenue Fund / Maintenance & Equipment Revenue received from extension programs which is used for the maintenance, repair and equipment of facilities for Extended Learning.
451
Facilities Revenue / Health Services Expenditure Fees collected for health services which are used for the operation of the campus health center.
452
Facilities Revenue / Health Facilities Expenditure Fees collected for health facilities which are used for the maintenance of the campus health center.
453
Facilities Revenue Construction Expenditure Fees collected for health facilities which are used for the construction of the campus auxiliary facilities.
454
Facilities Revenue Maintenance & Equipment Expenditure Fees collected for health facilities which are used for the maintenance, repair and equipment of the campus auxiliary facilities.
463
Instructionally Related Activities (IRA) Trust. Funds received from IRA fees collected from students, Associated Student contributions and other contributions for IRA activities revenue.
465
Contracts and Grants Contract and grants associated with other state agencies, the public sector and the Federal Government.
471
Parking Revenue Fund / Fines & Forfeitures Expenditures Monies received for parking fines and forfeitures.
472
Parking Revenue Fund / Fees Expenditures Parking fee revenues used for the operation of parking facilities.
473
Parking Revenue Fund / Construction Expenditure Parking fee revenues used to finance construction of campus parking facilities.
474
Parking Revenue Fund / Maintenance & Equipment Expenditure Parking fee revenues used to finance maintenance, repair and equipment of campus parking facilities.
481
CSU Lottery Education Fund / Expenditure Account Monies received by the CSU trustees from the California State Lottery Education Fund pursuant to Section 8880.5 of the Government Code.
491
Special Projects Fund / Special Projects Receipts primarily from grants, revenues, and funds from any other source for the purpose of financing special projects such as research, workshop, conferences, institutes and others.
496
Other Trust Funds received that are not accounted separately in one of the other designated subfunds; usually will be received from contributions and deposits.
531
Housing Revenue Fund / Housing Operations Expenditure Housing fee revenues used for the operation of housing facilities.
532
Housing Revenue Fund / Maintenance & Equipment Expenditure Housing fee revenues used to finance maintenance, repair and equipment of campus housing.
534
Campus Union Revenue Fund / Campus Operations Expenditure Campus union fee revenues used for the operation of campus union facilities.
535
Campus Union Revenue Fund / Maintenance & Repair Campus union fee revenues used to finance maintenance and repair of campus union facilities.
Revised 2/2009