200 Revenue (Internal)

Fiscal Operations Manual
Section 200: Revenue (Internal)
Effective: 01/01/2003
Revised: 07/01/2007

All internal income is processed via Journal Voucher. It is not an exchange of physical cash and does not go through OSU Cashiers.

201 Interest Earnings

Fiscal Operations Manual
Section 200: Revenue (Internal)
Effective: 01/01/2003
Revised: 11/19/2012

 

Investment earnings are credited to a central OUS Fund based upon an average daily collected bank balance. These earnings are then distributed on a quarterly basis based on average daily balances according to Banner records.

Some types of funds have legal requirements or covenants that require investment earnings to be directly attributed and distributed to that particular fund. This includes the following fund types which are all bank codes except B1:

  1. Student Loan and other Federal Funds
  2. Gift, Grant, Donation, and Matching Funds
  3. Student Building Fee and other Student Funds
  4. Invention Fund
  5. Bond Building and Unexpended Plant Funds
  6. Renewal and Replacement Funds
  7. Retirement of Indebtedness Funds
  8. Agency and Deposit Trust Funds
  9. Retirement Funds

The interest earnings attributable to all other fund types using the B1 bank code include:

  1. Budgeted Operating Funds
  2. Designated Operating Funds
  3. Service Center Funds
  4. Auxiliary Enterprise Funds (except Intercollegiate Athletics)
  5. Restricted Funds – Cost Reimbursable

Interest earned on Education & General (E&G) funds is distributed only to the campus level, not to individual funds.

Pooled endowment funds (bank code SH) are not eligible to receive investment earnings under this policy.

OUS uses a custom report that computes the average daily balance for each Banner bank fund. The report uses the “posting” date rather than “effective” date. This makes it very important that cash-related transactions be recorded in Banner on the actual day they occur to the extent possible.

Interest earned on money that comes from the State General Fund is deposited into ZARN11.

Reference:

202 Endowment Earning

Fiscal Operations Manual
Section 200: Revenue (Internal)
Effective: 01/01/2003
Revised: 07/01/2007

 

An endowment is an amount of money given to the university with a stipulation that the funds are invested and the principle amount is not spent.   OSU endowments are managed by the Oregon University System and invested.  The earnings are posted monthly to an endowment earnings fund which is held separate from the endowment principle fund.  Only the earnings fund can be expended.

203 Workshop Income from OSU Departments

Fiscal Operations Manual
Section 200: Revenue (Internal)
Effective: 01/01/2003
Revised: 07/01/2007

An OSU employee may participate in a workshop sponsored by another department where a registration fee is required.  The transaction is processed via journal voucher.  Usually the workshop receiving index is an 05xxxx Workshop Fund.  Conference/workshop Internal Sales (09381) is credited and training (29040) or Conference Registration (28601) is debited.

204 Internal Reimbursements

Fiscal Operations Manual
Section 200: Revenue (Internal)
Effective: 01/01/2003
Revised: 11/01/2010

 

204-01 Departmental Photocopying

If a unit uses an auditron, logbook, or other device for monitoring the number of copies made by various entities within the unit, they may charge out the cost to each user.  The number of copies billed out must be auditable.  No less than once per month, a journal voucher should be prepared to credit 79107 Duplicating and Copying Reimbursement and debit 24602 Duplicating and Photocopying. The fee charged must be consistent and the same for all users.  The fee should be based on the total cost of producing the copies.  This includes the rental or maintenance agreement cost of the equipment, the paper, and the supplies used in the copying process.

 

204-02 University (internal) Fee Book

The Oregon Administrative Rules applicable to higher education grant each institution the authority to establish fees and charges for certain services and materials provided by the institution (OAR 580-040-0010).  The OAR allows fees and charges to be established at levels that assure recovery of the cost of providing the service and materials.  The University’s internal fee book is the source of fees charged to departments within the University. See the Internal Sales Reimbursements  definition for the appropriate account code to use for these internal transactions.

1403-01 Recharge Activities

205 Parking Permits

Fiscal Operations Manual
Section 200: Revenue (Internal)
Effective: 01/01/2003
Revised: 11/05/2012

 

Parking on the Oregon State University’s Corvallis campus requires a permit.  Parking Services is an auxiliary enterprise and sells permits for parking to faculty, staff and students as individuals. 

Institutional funds are not to be charged for parking space furnished to employees for personally owned automobiles when the employee’s primary work location is on or adjacent to the main OSU Corvallis campus.  This ruling applies to annual staff permits, daily permits, five day parking permits, temporary ten day cards, etc. Only permits for spaces for university service vehicles may be paid for with university (non-grant) funds.

Temporary shared or daily permits for those employees whose primary duty station is away from the Corvallis campus and surrounding vicinity may be paid for with university (non-grant) funds as long as employees are visiting the main campus to conduct university business on a temporary and infrequent basis.  Use of university funded permits for these purposes must comply with OUS, OSU, and IRS Travel Policy guidelines.

Parking Permits purchased for employee use with institutional funds must be supported with documentation and include the following information at the time of purchase:

  • Type of permit purchased
  • Description of the circumstances creating the need for the permit
  • Employee(s) who will use the permit
  • Primary work location of employee(s) who will use the permit

Income from parking permits and citations are deposited into separate accounts which form the operating funds for Parking Services.  If a permit is refunded, the refund comes from the income account for permits.  The same applies to citations.  Once a month, outstanding Accounts Receivable (A/R) citation accounts are sent to Collections. 

Reference: OAR 580-040-0025, OAR 576-030-0020, OAR 576-30-0030, and ORS 352.360

206 Surplus Sales

Fiscal Operations Manual
Section 200: Revenue (Internal)
Effective: 01/01/2003
Revised: 11/01/2010

 

The Surplus Property Unit within the Department of Business Services handles sales of surplus furniture, equipment, and supplies.  Internal income comes from sales to OSU departments or other OUS institutions where no cash is received.

As a Service Center, Surplus Property takes a percentage of the sales for their services.  The remainder of the proceeds is forwarded to OSU departments.  All sale proceeds disbursements take place at the end of each month during the month-end closing process.  When the sale is an internal sale within OSU, the selling unit receives a service credit (internal sales reimbursement) 79350 “Resale of Equipment Reimbursement” rather than a distribution of revenue/cash.

207 Dining Services

Fiscal Operations Manual
Section 200: Revenue (Internal)
Effective: 01/01/2003
Revised: 07/01/2007

OSU Catering is a division of University Housing and Dining Services and provides catering services to campus departments.  The receiving department will be charged via journal voucher and Dining Services will credit their operation using an 09xxxx internal sales account code.