Trust Application Instructions

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

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.

Description of the use of the account

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.

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).

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).

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.

Responsible Person:

•	Maintains account solvency.

Special Conditions:

•	Please indicate special transaction processing requirements needed for this account.

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.

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.

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