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July Carry Forward Balances for Self Supporting Activities

For self-supporting activities, all accounts within each OP fund close at the end of the fiscal year into the unexpended balance account for that specific fund. The unexpended balance account holds the accumulation of net revenues/expenditures over the years the self supporting fund has been operating.

No balances are carried forward as appropriations in the individual accounts. Instead the total for the fund is reappropriated to a single account titled "Provision for Allocation". The account starts with PR and is followed by the 5 digit OP fund (PR+fund). Example: OP Fund 60050 - Provision for Allocation account = PR60050.

It is the self-supporting activity department's responsibility to transfer the reappropriation entries from the PR + fund number account to the expenditure account or accounts. See detailed instructions below on completing the necessary Current Budget Adjustment (CB) documents.

Accounts for self-supporting activities belong to one of the sub-fund groups listed below:

There are specific fund numbers in these sub fund groups that should NOT be reappropriated by departments. If your account had a balance last year and has Annual Close Doc Types (ACLO) budget entries in the object consolidations for July (use Transaction Listing (2), click on Consolidation and run for the OP Fund), then it has been reappropriated automatically. Or view these specific fund numbers.

If it does not have ACLO entries, then you must reappropriate from the PR+fund account using a CB document.

To determine June final balances, use Sub-Fund Summary by Consolidation (55), or Balance Summary (1), and click on the Consolidation Balances button. Query this report for June-Final and enter ONLY the OP fund number for your activity. The total June-Final expenditure balance for the fund will equal the amount in the PR+fund account. Do NOT include encumbrances in the calculation of the account balance; encumbrances carry forward automatically.

If your June-Final total expenditure balance for the fund was a credit, you will prepare the CB document entering a debit to the PR + fund number account in SUB8 and a credit to your departmental expenditure account or accounts in the object consolidation of your choice (SUBG, SUB3, SUB4, SUB5, SUB6 and/or SUB8).

If your June-Final expenditure balance was an overdraft, you will prepare a CB document crediting the PR + fund number account in SUB8 and debiting your departmental expenditure account(s).

Make sure the PR+fund account and the unexpended balance account for your self-supporting activity reports to your departmental organization and account manager, unless more than one department is associated with a particular self-supporting fund. The unexpended balance account for self-supporting funds is generally the OP fund number + 00 (e.g., OP fund 69999 has unexpended balance account of 6999900).

Please contact General Accounting if you have any questions.