ACCOUNTING PROCEDURES MANUAL
FOR TRUSTEE ACCOUNTS

TABLE OF CONTENTS

  1. GENERAL
    1. Purpose
    2. Authority
    3. Revisions to the Manual
    4. Additional Copies
    5. Glossary of Terms
  2. CHART OF ACCOUNTS
  3. FINANCIAL RECORDS
    1. Recordkeeping
    2. Reporting
  4. PROCEDURES
    1. GENERAL
      1. Establishment of a Fund
      2. Policy Statements
      3. Internal Controls Policy Statement
      4. Transfer of Monies
      5. Closing or Merger of a Fund or Checking Account
      6. Closing Entries at Fiscal Year End
      7. Excess Cash Balances
    2. REVENUES
      1. Cash Receipts
      2. Revenue Producing Social Events
      3. Revenue From Sale of Unclaimed Articles
      4. Restricted Accounts
      5. Sales Tax Reporting
      6. Contributions, Gifts and Bequests
    3. EXPENDITURES
      1. Purchasing Regulations
      2. Unauthorized Expenditures
      3. Travel Expenses
      4. Disbursement Procedures
      5. Loans
      6. Grants
      7. Federal Income Tax Reporting
    4. MISCELLANEOUS
      1. Inventory
      2. Insurance
      3. Petty Cash Procedures
      4. Accounts Receivable and Vouchers Payable
      5. Outstanding Checks
      6. Vehicles -- Donation, Purchase or Lease
  5. EDUCATIONAL INSTITUTIONS-STUDENT ACTIVITY FUNDS
    1. FINANCIAL RECORDS
      1. Financial Statements
      2. Budgets
    2. REVENUES/CASH RECEIPTS
    3. SALES TAX REPORTING
    4. EXPENDITURES/DISBURSEMENTS
    5. MISCELLANEOUS
      1. Class Accounts
      2. Treasurer's Duties
      3. Student-Organizations Trustee Accounts
      4. Minutes of Meetings

TRUSTEE ACCOUNT EXHIBITS

Exhibit Description
A. CO-1052 Trustee Account Request For Account Activity Form (Revised 7/2015)
B. Chart of Accounts(Revised)
C. General Journal
D. Cash Receipts Journal
E. Payment Voucher Register
F-1. General Ledger - Cash in Checking Account
F-2. General Ledger - Cash in Savings Account
F-3. General Ledger - Loans Receivable
F-4. General Ledger - Equipment Inventory
F-5. General Ledger - Reserve For Loans Receivable
F-6. General Ledger - Reserve For Equipment Inventory
F-7. General Ledger - Fund Balance (Surplus)
F-8. General Ledger - Revenue Receipts - Control
F-9. General Ledger - General Donations
F-10. General Ledger - Interest Income - Control
F-11. General Ledger - Miscellaneous Income
F-12. General Ledger - Expenditures - Control
F-13. Subsidiary Ledger - Equipment
F-14. General Ledger - Postage
F-15. General Ledger - Miscellaneous Expenses
F-16. General Ledger - Restricted Accounts - Control
F-17. Subsidiary Ledger - Class of 1997
F-18. Subsidiary Ledger - Class of 1998
F-19. Subsidiary Ledger - J.L. Jones Memorial Fund - Control
F-20. Subsidiary Ledger - E.F. Hill Scholarship Award
F-21. Subsidiary Ledger - E.P. Smith Scholarship Award
F-22. Subsidiary Ledger - Loan Account
F-23. Trial Balance
G-1. Ticket Inventory Control
G-2. Ticket Inventory Control - Receipt A
G-3. Ticket Sales Control Sheet
G-4. Financial Report on Activities
H. Payment Voucher
I. Comparative Balance Sheet
J. Analysis of Operations - Restricted Accounts
K. Statement of Cash Receipts and Disbursements
L. Check Reissue Request Form (New)
M. Sales Tax Authority
N. Governmental Agency Exemption Certificate
O. Department of Revenue Services Policy Statement 98 (4)

STUDENT TRUSTEE ACCOUNT EXHIBITS

P. Chart of Accounts (Revised)
Q. Sample Budget
R. Analysis of Unappropriated Surplus
S. Statement of Appropriations and Expenditures
T. Statement of Estimated and Actual Revenue

APPENDIX

U. Glossary of Terms

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