Accounting for Special Student Fees

Effective July 1, 2008, special fees assessed to students will be recorded using general ledger account 4077X. All existing default chart strings for special fees will be changed automatically to the new range effective with for the 2008-2009 fiscal year and beyond. Information regarding what constitutes a special fee can be found in the Policy and Procedures Manual (http://www.admin.utah.edu/ppmanual/3/3-8R5.html). All new special fee requests will be coded using the new range. Special Fee Request forms will be changed to reflect the new accounting information. Please be sure you are using the correct form when requesting a new fee. You do not need to take any action, however, for existing fees. The form to request a new special fee can be found at the following web address: http://www.humis.utah.edu/humis/docs/organization_269_1180469506.PDF

The form will be modified to “hard code” the general ledger account to 4077X. In the meantime, please be sure to use the proper general ledger account when completing the form. We will begin making this change with the April 2008 bills for summer session. This change is necessary in order to provide accurate reporting on the University’s financial report and to various governing bodies. Because of the impact to institutional reporting, it is important that journal entries not be used to move transactions off this general ledger account range once they’ve been posted. If you have questions, please contact either Sandy Hughes (sandy.hughes@utah.edu) or Steve Allen (steve.allen@admin.utah.edu).

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