INSTRUCTIONS FOR FORM AS-100

Accounting Services Section (ACT)

APPENDIX 21a

Effective Date: 12/15/2004

Last Modified Date: 12/01/2004

Form AS-100, Request for Institutional Trust or Special Fund Account, may be downloaded here (ACT Appendix 21b). The form may be copied once the initial form is obtained.

Direct questions concerning completion of this form to the Accounting Services office. Call 843-6119 for gift accounts and 962-5512 for all other account types.

1. Enter the suggested name of the new account (the name of the trust fund).
   
   
2. Enter the date the new account is requested.
   
   
3. Enter the name of the campus unit (school, department, or other organizational unit).
   
   
4. Enter the four-digit department function number.
   
   
5. Enter the name of the dean, director, or department chair who will assume primary responsibility for the account.
   1. Enter the title of the person identified above, and
   2. Enter that person's e-mail address, campus telephone, and campus box.
   
   
6. Provide a detailed and comprehensive description of activities of the account, including any restrictions, terms, or conditions for the use of receipts deposited to the account. Include the location of activity, or any restrictions on location.
   
   
7. Check the appropriate box for the anticipated source of receipts. See ACT Policy 11, Kinds of Funds, for definitions of types of receipts. The following table lists special instructions for various types of receipts.
   
   

   Source of Receipts	Action
   University endowment gifts	Do not check a box; contact the Development Office.
   Facilities and Administrative funds (F&A funds, overhead receipts)	Do not check a box; contact Financial Planning and Budgets.
   Sale of goods or services	See OSR Policy 13, Recharge Operations.
   Conference registration fees	Furnish conference program or brochure, activities planned, and any other publications used for the conference.
   Other sources	Provide a detailed description of the source. If necessary, use a separate sheet to state specific restrictions, terms, or conditions for the use of funds deposited into the account.

   
   
8. Enter the estimated total annual receipts.
   
   
9. Under "Requested By:" enter the signature and title of the person requesting the account.
   
   
10. Under "Approved By:" the dean, director, or department head (who should be at least one administrative level higher than the person requesting the account) must sign to indicate concurrence with the request.
    
    
11. Check the appropriate boxes at the bottom of the form and attach appropriate documentation as requested. This would include copies of correspondence, agreements, award letters, and any other relevant documentation that will provide information for a permanent file.
    
    

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