Auxiliary Organization Billing

 

Auxiliary organizations are separate legal entities from SJSU, with separate sets of books. Therefore, any transfers between them are like transactions with an outside business. See the scenarios below for billing instructions. 

Note: The State has strict rules about not using State funds to pay for non-State expenses (e.g., if you pay an expense through your Foundation account that should be charged to a University fund, the Foundation must formally invoice the University for reimbursement and vice versa). Donations to an Auxiliary cannot be made with State funds.

 

Project Code Prefixes for Auxiliary Organization Billing

Prefix

Auxiliary Organization

Project Code Example

F Research Foundation F2115023356 - NASA Faculty Fellowship Program 
(Foundation account #2115023356)
T Tower Foundation

T3410000273 - CASA  (Foundation account #03410000273)

AS Associated Students AS001
SS Spartan Shops SS001
SU Student Union SU001

 

Scenario #1:  Create a Requisition 

If you wish to enter a Requisition where part of the order will be paid by an auxiliary organization:

  1. Follow the instructions for entering ChartFields on a Requisition
  2. For the auxiliary organization ChartFields, you must use a Cost Recovery Fund plus a Project Code. For the Research or Tower Foundations, the Project Code will be the same as the auxiliary organization account code except it begins with a prefix. (See table above for appropriate prefix.)
  3. After a Purchase Order has been issued, received and paid, the CFS  system will automatically issue an invoice to the auxiliary organization at the end of the month.
  4. When the invoice is generated, Accounting Services will debit Accounts Receivable #103XXX and credit Revenue account #580095.
  5. When the auxiliary organization pays the invoice, Accounting Services will debit cash #101100 and credit accounts receivable #103XXX.
  6. If the auxiliary organization disputes the invoice (e.g., we have invoiced a Research Foundation grant that has expired), we have to reverse step 4 (above).

Note: Whenever possible, expenses to be charged 100% to an auxiliary organization should be paid directly via that organization's procurement system, rather than being paid by the university.

 

Scenario #2:   Request Reimbursement from an Auxiliary

If products and/or services were already paid out of your university account and you wish to have an auxiliary organization reimburse your department for all or part of it:

  1. Follow the instructions for entering ChartFields on an Expense Journal transfer (For details, see Journal Transfers, Payments & Adjustments.)
    Note:  If you have multiple transfers to perform, then complete the Journal Upload Template to have Accounting Services upload the transfers for you. Refer to Chargebacks for more information about this process.
  2. For the auxiliary organization ChartFields, you must usually use a Cost Recovery Fund plus a Project Code. For the Research or Tower Foundations, the Project Code will be the same as the auxiliary organization account code except it will also begin with a prefix. (See table above for appropriate prefix.)
  3. When the transfer is processed, the CFS system will automatically issue an invoice to the auxiliary organization at the end of the month of when transaction was performed.
  4. When the invoice is generated, Accounting Services will debit Accounts Receivable #103XXX and credit Revenue account #580095.
  5. When the auxiliary organization pays the invoice, Accounting Services will debit cash #101100 and credit accounts receivable #103XXX.
  6. If the auxiliary organization disputes the invoice (e.g., we have invoiced a Research Foundation grant that has expired), we have to reverse step 4 (above).
 

Scenario #3:   Pay an Auxiliary with State Funds

If you wish to pay funds to an auxiliary organization-

  1. Refer to Procurement Pathways for proper process to request goods/services being ordered from the auxiliary.
    Note:  Donations cannot be made with State funds.