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How to Establish a University-Related Event Account

Use these step-by-step instructions to establish a university-related event account.

  Steps What's Involved
  1   Determine if you have a university-related event/activity.
  1. Review list of event types that are university-related.
  2. Determine if the department is responsible.
  3. If the event is not university-related, determine if it is an agency account activity.
  2   Set up university-related event account.
  1. Understand restrictions on university-related event accounts.
  2. Contact General Accounting office for appropriate fund.
  3. Process DaFIS Account document.
 3  Account for event registration or participation fees.
  1. Determine if event/activity will have fees charged to participants.
  2. For non-UC participants, use Assessment Code EX03 on the Account document.
  3. For UC participants, use Interdepartmental Bill or Intercampus/Interdepartmental Order form to record participant/registration fees.
 4  Account for event sponsors.
  1. If non UC individuals or companies sponsor the event and receive no direct benefit, income must be recorded as a gift through University Relations.
  2. If the sponsor receives a direct benefit, income is recorded in an event account
  3. University-related event sponsors, are subject to the minimum Non-University Deferential (NUD).
 5  Account for annual membership/participation fees.
  1. University-related general membership and participation fees are subject to the minimum Non-University Deferential (NUD).
 6  Manage the university-related event account.
  1. Prepare a Current Budget Adjustment in DaFIS.
  2. Make sure all expenditures are recorded in correct account.
  3. Ensure account is not in overdraft at end of event/activity.
  4. Use Current Budget Adjustment at end of event to match actual expenditures.
  5. Make necessary adjustments for recurring and one-time events.


 
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