Account Definitions

By definition, Campus Programs Funds are those funds held for and expended on behalf of the University and its various colleges and departments. Even so, they are considered to be Corporation funds for financial reporting purposes and are subject to the same rules and procedures applied to other corporation funds. Their transactions are also subject to audit under the corporation’s yearly external audit. The types of accounts in the Campus Programs fund are:

Discretionary Accounts:

These accounts are funded primarily by retained earnings from the Corporation Commercial Services operations and are used to provide support for various programs and departments across Campus.

Expenditures of discretionary funds must conform to Cal Poly Corporation, CPSU, and/or CSU guidelines They must be related to campus authorized educational, social or business activities, student aid, refreshments and entertainment in connection with meetings, hosting, and payment of memberships in relevant community or professional organizations.

Discretionary fund accounts are not intended to be used to cover activities with significant transactions (including payroll), activities with a specific goal or purpose, or activities where the receipt of income other than gifts may be involved.

Gift Accounts:

Funds normally received as gifts that have specific restrictions or conditions set forth by the donor. The Cal Poly Foundation (CPF) is the official designee for most gifts to the University. In some cases CPC can receive gifts, and has a fiduciary responsibility to donors to ensure that their gifts are used in the manner in which they were given. Therefore, if a donor is specific in their intent for the gift and an account is not currently established for this purpose, one must be opened. Expenditures must conform to the identified restrictions.

Professional Development:

These accounts are funded primarily by indirect costs related to Contracts and Grants and provide University faculty/staff with additional opportunities to obtain skills and knowledge attained for career advancement as well as funding for future research projects. These accounts might also be funded from gifts whose purposes do not conflict with the indirect costs funding in order to avoid duplication of accounts with the same purpose.

Special Activity Accounts:

Special activity programs have a definite purpose and operate with more flexibility and activity than discretionary or restricted accounts. Funds are primarily from project income but may include transfers or donations. Some special activity accounts will be used for banquets, commencement, fundraisers and other types of activities. Because situations continually arise that are unique in fundraising/sponsorships, special attention will be taken with each event request to be sure it complies with campus policy and procedures.