ࡱ>  z-bjbj\\ 4>i1g>i1g=%<B!B!B!B!B!V!V!V!8!d!DV!B,6#:p####a$a$a$AAAAAAA$4DFfAB!a$a$a$a$a$AB!B!##A&&&a$FB!#B!#A&a$A&&#:`># BH$=sAA0B=\PG}%PG0>PGB!>|a$a$&a$a$a$a$a$AA&a$a$a$Ba$a$a$a$PGa$a$a$a$a$a$a$a$a$X  : Support Organizations/Foundations Payment Requests Procedures Colleges and Divisions which receive support from Support Organizations/Foundations are required under System Administrative Memorandum 08.A.02 4.3 to use the Support Organization/ Foundations Payment Request form to request payments to and on behalf of the University. The purpose of this requirement is to ensure that all support to the University reported by the Support Organization/Foundation on their annual tax returns agrees with the support recorded in the Universitys financial system. To be in compliance with SAM 08.A.02 4.3, the payment request forms and procedures have been revised to simplify the payment request process and to assure all Support Organization/ Foundation payments are recorded to the general ledger. Completing the Form The revised payment request form will be available on the Finance and General Accounting website. HYPERLINK "http://www.uh.edu/finance/pages/forms.htm"http://www.uh.edu/finance/pages/forms.htm  HYPERLINK "http://www.uh.edu/administration-finance/accounting-services/general-accounting/" http://www.uh.edu/administration-finance/accounting-services/general-accounting/ The form has three sections to complete to request payment from the Support Organization/Foundation. Section 1: Payment information Provide the name of the College/Department, Campus, date that payment is being requested, and contact name and number. Provide the name and address of the recipient to receive payment (i.e., the University or third party). Provide additional information as required by the Support Organization/Foundation regarding the request. Section 2: Type of payment requested Select the type of payment requested, either Direct Payment or Gift In Kind Payment Direct Payment - Payments made to the University to reimburse departments for expenses already incurred or payments to provide funding for future expenses. Include: Total Amount requested The appropriate revenue account for the Support Organization/Foundation that is providing the funds from the drop down menu. Revenue accounts have been established for each Support Organization/Foundation and are listed in the table. These accounts were established to identify payments from the Support Organization/Foundation. GL AccountFoundation Revenue Source42920 Funds from FERV42921 Funds from HAO42922 Funds from HAF42923 Funds from COB Foundation42924 Funds from Law Foundation42925 Funds from UH Foundation44400Used By ACB, Memberships44443Used By ACB, Special Projects44444Used By ACB, Services Department cost center Description of expense with attached supporting documentation Gift In Kind Payment Payments made by the Support Organization/Foundation on behalf of the University for goods or services received from Service Centers, Auxiliaries, or Vendors Include: Total Amount requested The appropriate expense account(s) from the drop down menu. The total amount requested can be split into several expense accounts by entering the expense account and the amount for that expense category on the lines provided. The individual amounts must total the Total Amount requested. Expense accounts have been established by expense category for Gift In Kind payments. The expenses are listed in the table. Revenue account 42909 will be used to record revenue for all Gift in Kind payments. GL AccountExpense CategoryGeneral Purpose54369Computing Equipment & MaintenanceAll expenses related to and for computing and or electronic purchase, repair and or maintenance.54860Memberships & Seasonal Tickets - CivicAll memberships, seasonal tickets, renewals and other expenses incurred benefiting the department and or individual for civic purposes. 54861Memberships & Seasonal Tickets - AcademicAll memberships, seasonal tickets, renewals and other expenses incurred benefiting the department and or individual for academic purposes. 53920Office SuppliesAll expenses incurred for the functionality of a department.53400Official FunctionsAll expenses incurred for department and or individual reimbursement and or support of social and or academic functions, with the exception of alcoholic beverages.53401Official Functions - AlcoholExpenses incurred for alcoholic beverages for department and or individual reimbursement and or support of social and or academic functions.55370Awards to StudentsAll expenses designated to students in the form of scholarship or award.56200Travel In StateAll expenses incurred while and or for travel, in state.56201Travel Out of StateAll expenses incurred while and or for travel, out of state.52408Program SupportSupport for general operations of academic departments.54914Reimbursements for Continuing EducationReimbursements for continuing education expenses, for cost of attendance and travel or for teaching.52121Professional ServicesExpenses for professional services on behalf of university departments, such as consultants.54862Miscellaneous/OtherAll expenses that do not fall into other categories.54916Employee AwardsAll expenses designated to employees in the form of scholarship or award. Appropriate Gift in Kind cost center (fund 4053) Description of expense with attached supporting documentation. Section 3: Approvals/Submission Obtain signature of College/Division Certifying Signatory Obtain additional signatures as required by the Support Organization/Foundation Submit the form to the appropriate Support Organization/Foundation Submit a copy of the form to General Accounting Retain a copy for Department Recording Gifts and Gifts in Kind Payments from Support Organizations/Foundations made directly to the University will be sent to Treasurers Office. Treasury personnel will record the deposit to the appropriate revenue account and cost center indicated on the payment request form. If it is not possible for Support Organization/Foundations to remit payments directly to the Treasurers Office and payments are sent to the department, the department will be responsible for recording the deposit using the correct GL Revenue account. Payments from Support Organizations/Foundations for Gifts in Kind will be recorded by General Accounting. General Accounting personnel will record Gift in Kind payments to revenue account 42909, fund 4053 cost center, appropriate gift in kind expense account, and appropriate Chartfield One for the Support Organization/Foundation. The Chartfield One accounts listed were established for Gift in Kind payments to help identify payments received from Support Organization/Foundation. Chartfield OneFoundationFDTNACBAssociation for Community BroadcastingFDTNFERVFoundation for Education and Research In VisionFDTNHAOHouston Alumni OrganizationFDTNHAFHouston Athletics FoundationFDTNCOBUH College of Business FoundationFDTNUHFUniversity of Houston FoundationFDTNLAWUH Law Foundation Queries have been created to allow Departments to verify deposits recorded to their cost centers. UHS_FOUNDATION_DESPOITS, used for direct payments PY_FOUNDATION_DEPOSITS, used for prior year direct payments GA_GIK_TRANSACTIONS, used for Gift in Kind payments Deposits can also be verified by the 1074 report. Query Information UHS_FOUNDATION_DEPOSITS will populate all transactions posted to account codes 42920, 42921, 42922, 42923, 42924 & 42925 in BU 00730 & 00783. PY_FOUNDATION_DEPOSITS will populate all transactions using account codes 36100 & 32100 posted to Chartfield1 FDTNACB, FDTNFERN, FDTNHAO, FDTNHAF, FDTNCOB, FDTNUHF & FDTNLAW for BU 00730 & 00783. GA_GIK_TRANSACTIONS will populate all transactions using account codes 54369, 54860, 54861, 53920, 53400, 53401, 55370, 56200, 56201, 52408, 52121, 54862, 54914, 54916, 42909, 36100 & 32100 posted to fund 4053 in BU 00730 & 00783. (Includes prior year). Reconciling Payments from Support Organization/Foundations General Accounting will receive copies of all payment requests for both Direct and Gift in Kind requests as they are made. Support Organizations/Foundations will send information regarding payments made to and on behalf of the University to General Accounting by the 15th of each month. Monthly, General Accounting will reconcile payment information received from Support Organization/Foundation to the general ledger. Run queries to compare GL to Check Register provided by department. If there are outstanding reconciling items General Accounting will notify: University Advancement and Assistant Vice President for Academic Operations for payments received for disallowed transactions (direct payments to employees for purposes other than reimbursements; direct payments to students for scholarships) Department Business Administrators, College/Division Administrators, and Assistant Vice President for Academic Operations for deposits made by areas other than Treasury using incorrect GL account number. College/Division Administrator and appropriate personnel responsible if a form has not been received and/or recorded but a payment is listed by the Support Organization/Foundation. Annually, General Accounting will reconcile payments made by Support Organization/Foundations to the Support Organization/Foundations annual tax return, form 990. Contact If you have questions, please contact: General Accounting -  HYPERLINK "mailto:genacctg@Central.UH.EDU" genacctg@Central.UH.EDU     April 2021 Page  PAGE \* MERGEFORMAT 5 !=>?LU\lx  N O b o r u   1 2 3 4 7 = _ b ! # $ % ' : ; ? 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