Auxiliary funds are very different than other types of funds. They are intended to be self-supporting and have cash and a budget basis. Although budgets are prepared each year for auxiliary funds, this can be misleading as to the actual amount you are capable of spending from this fund. The following information is a guide to help you understand an auxiliary fund, how it works and to help answer questions inquired of you by management.
Auxiliary Cash - As noted above, an auxiliary fund is intended to be self-supporting. This means that the fund must have cash in order to post expenditures to the fund.
How can I check the cash balance of my auxiliary fund?
There are several ways to check cash balances.
- Checking cash balances in FAST
- Query Manager/ U_CASH_BALANCE_FUND
- This query will ask you the fund number, the fiscal year and the accounting period in which you wish to see the cash balance. (See Attachment C)
- Checking cash balances in Data Mart/Finance Mart
- Select Report Type: Balance Sheet Summary
- Select Operating Unit: TPA
- Select Fund: 0XXXX
- Click View Report
- See Attachment A
Auxiliary Budget - As noted above, auxiliary funds are cash and budget based. Budgets are prepared on an annual basis each year. The remaining spending authority (RSA) in the budget can be misleading as to the actual amount you are capable of spending from this fund.
Why does my auxiliary fund need a budget if it is cash based?
Auxiliaries operate similar to a small business. Auxiliary funds require both cash and budget in order to make expenditures in their accounts. A budget gives the authority to post revenues and expenses, assuming there is sufficient cash in the fund.
Comparing Auxiliary Cash to Auxiliary Budget
Compare Attachment A (cash balance) with Attachment B (RSA). As you can see, the fund cash balance and the fund RSA are different.
Preparing Auxiliary Budgets
Departments need to take their cash balances into consideration when preparing yearly budgets. If you anticipate spending more than the anticipate revenue for that year, prepare your budgets accordingly.
College Level Contact
College of Arts & Sciences Dean's Office