BY THE UNC OFFICE OF THE PRESIDENT:
 Administrative Memorandum
#302 (February 8, 1980) Superceeds #113 (January
25, 1979):
"Resolution of the Board of Governors and Administrative Procedures Relative
to Trust Fund Legislation" provides for the administrative policies and procedures governing the establishment
of Institutional Trust Funds.
Administrative Memorandum #131 (January 11,
1980):
"Administrative Procedures Relative to Trust Fund Legislation - Receipts-Supported
Extension Instruction and Public Service Activities" provides definitions on Extension Instruction and Public
Service activities and accounting and budgeting procedures applicable
to receipts-supported Extension Instruction and Public Service activities.
This memorandum requires that all receipts and balances related
to budget purposes of Extension Instruction (103), Educational Television
(141), and Community Services (142) be deposited directly into the
appropriate General Fund academic budget code of each institution.
These activities are considered part of the institution's continuation
budget. This memo indicates that the Office of State Budget and
Management acknowledges the need to carry forward receipts related
to these programs from one fiscal year to the next in order to provide
sufficient working capital and program development funds, to help
meet the costs of courses or activities where revenues and corresponding
expenditures do not occur within the same fiscal year, and to meet
other justified needs. In this regard, the Office of State Budget
and Management has indicated that all justified institutional requests
for such purposes at the end of each fiscal year will be honored.
(IMPORTANT - Carry-forwards must go
through the proper channels at the University - Provost / Chancellor
- before a request is made to the OSBM. If carry-forward request
is authorized by the Provost / Chancellor, OSBM has the ultimate
approval to approve or deny the request. Carry-forwards are not
automatic or guaranteed.)
BY THE OFFICE OF STATE BUDGET AND MANAGEMENT:
Memorandum (October 17, 1980):
"Entertainment Expenses"
Connected With Receipts - Supported Extension Instruction and Public Service
Funds"
provides that institutions may continue to provide for entertainment
expenses connected with extension and public service activities
provided that a separate and identifiable special activity charge
is assessed of participants to fully cover such expenses. Entertainment
expenses include costs associated with luncheons, banquets, social
hours, coffee breaks, etc. Funds collected for entertainment purposes
will be deposited into an institutional trust fund account entitled
"Special Activities, Extension Instruction and Public Service".
All entertainment expenses for extension instruction and public
service activities will be paid from this trust fund account. The
trust fund account will be considered under the definition of Institutional
Trust Funds covered by Administrative Memorandum #113 and all other
rules and regulations applicable to such funds. The trust fund
will be identified as a component of the Institutional Trust Fund
category entitled "Institutional Auxiliary
Enterprises and Activities Supporting Scholarship Funds and Student
Activity Programs".
Memorandum (December 4, 1980):
"Revision to Policies
and Procedures Outlined in Memorandum of October 17, 1980 concerning
"Entertainment Expenses" connected with Receipts - Supported Extension Instruction and Public
Service Funds" provides amendments to the memorandum of October 17, 1980 to remove requirement
to have a separate and identifiable special activity charge to cover
the costs of "entertainment expenses" but is encouraged. Fees or
charges assessed to cover entertainment costs may be included as
a part of the registration fee or extension fee. If a separate
and identifiable charge is made to cover entertainment cost, such
receipts should be collected and deposited directly to the "Special
Activities, Extension Instruction and Public Service" trust fund
account. If charges for entertainment costs are commingled with
the registration fee or course fee, the total amount of such receipts
should be collected and deposited to the appropriate revenue line
in the general fund operating budget. In this case, the amount
of such receipts collected that are necessary to cover entertainment
costs should be transferred to the trust fund account. Only
the exact amount required to cover entertainment expenses should
be transferred.
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