Accounting Services

Custodian Fund Accounting Form Instructions

The "Custodian Fund Accounting Form" This Form will be used to record program expenditures related to the custodian fund request. This form must be completed and delivered to the Department/Dean's Office within 30 days after the end of the custodian fund period.

At a minimum, quarterly reporting of expenditures is required by reporting on this Custodian Fund Accounting Form. Custodian fund requests require monthly review and reconciliation to the authorized custodian fund levels.

Expenses using the custodian funds must agree with the original purpose of the request and include detail.

These Custodian Fund Accounting Forms are designed to:

• Identify the original Custodian Request Form and Custodian Fund Number.
• To reduce the custodian funds on SFS Code 6167 used by the Department on the original Custodian Fund Request Form.
• Post the expenses to the appropriate Account, Fund, DeptID, Program Code, and Project.
• Report and close an outstanding Custodian Fund Request.
• For replenishables: initiate a check to the bank account to replenish the custodian fund request (Note: enter on the Check Payable line the last five digits of the bank account number and the bank account name.)

Fields	Information Required
Amount	Leave blank – auto-fill based on the total for Itemized Expenditures
Date	Leave blank – auto-fill with current date
Account	4-digit - Account Code Listing
Fund	3-digit fund or appropriation - Fund Listing
DeptID	6-digit - Organization/Dept ID
Prog	1-digit - Program Codes
Project	7-digit
Custodian Fund ID	Enter 7-digit Custodian Fund ID per the original Custodian Fund Request Form
Check applicable boxes	Check the appropriate boxes that apply: ____ Check is Attached ____ Reimbursement is Due
Custodian Name (check payable to:)
Custodian Name	Full name of Custodian
Check payable to	If check due to Custodian, then enter full name of Custodian. If amount due to other, enter Payee Name. For Replenishable Bank Accounts, enter last five digits of the bank account number and the bank account name. Otherwise, leave blank
Building	Building Name
Address	Street/PO address of Payee
City, State/Zip	Name of city, state, and zip of Payee
To: (Complete if different than the custodian address)
Deliver to	Full name of Deliver To person
Building	Building Name
Address	Street/PO address of Deliver To person
City, State/Zip	Name of city, state, and zip of Deliver To person
Call: (Name and phone number of person to call)
Check Amount: Enter amount of Check
Itemized Expenditures
Replenishable Bank Acct Info	For Replenishable Bank Accounts only: Enter the complete bank account number. Enter the completed bank account name.
Program Expenses	Date: enter date for each program expenditure. SFS Account Code: List SFS Account Code associated with each program expenditure. Program Expenditure: List each program expenditure.
Total (bottom of form)	Leave blank – amount should auto-fill based on detail expenditures listed above
Custodian Fund Amount	Enter the original Custodian Fund Amount as a positive number
Reimbursement Due/Check to be attached	Leave blank – amount should auto-fill based on details listed above
Open Balance Cash Advance No	Leave blank – information and amounts should auto fill based on details above.
Signature Information
Date/Name of Custodian	Current date and signature of Custodian who requested custodian funds
Department Approval	Current date and signature of Department Approval. Print name of approver
Dean/Director Approval	Current date and signature of Dean/Director Approval. Print name of approver
Send to	After approvals are obtained send to: Cash Management 21 N. Park Street, Suite 6101

To complete the Custodian Fund Accounting Form:

1. First line of the form is an offset to the original coding of the cash advance request and is listed as a negative amount. Leave blank, this amount will auto fill based on details listed below. Use SFS Account Code 6167 on this form.
2. Subsequent lines include all SFS Account Codes being expensed according to submitted expense documentation.
3. Identify the Custodian Fund Number in the upper right hand corner under “Custodian Fund No”. Attaching a copy of the original Custodian Fund Request Form.
4. Additional lines of coding detailing the expenses incurred are included in the body of the form under itemized expenditures. Include all SFS Account Codes being expensed according to submitted expense documentation.
5. Attach all original-supporting documents for itemized expenditures , number the documents and identify the number on the front of the Custodian Fund Accounting Form. Total the amounts on the itemized expenditures to ensure they agree with the total posted on the Custodian Fund Accounting Form .
6. Check off on the Custodian Fund Accounting Form if check is attached or reimbursement is due to employee.
7. Obtain the signature of the Custodian (employee) on the Custodian Fund Accounting Form.
8. Forward to the Dean's Office for review, approval, and signature.
9. Dean's/Divisional Office will review documentation. Dean's/Divisional approval is necessary on the Custodian Fund Account Form.
10. Dean's/Divisional Office forwards all documents to Cash Management, 21 N. Park Street, Suite 6101.
11. Cash Management reviews paperwork for proper approval, coding, and if Original Receipts/payment log and Custodian Fund Request Form is attached.
12. Cash Management reviews for mathematical agreements between supporting detail and amounts itemized on Custodian Fund Accounting Form.
13. Cash Management reviews, approves and forwards within Accounting Services for processing of financial data into the financial system.

Policy/Procedure: 301-Custodian Funds