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