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Accounting and Financial Reporting Training & Resource Materials

  • Generally Accepted Accounting Principles (GAAP) - The Generally Accepted Accounting Principles are a set of standards, rules, and procedures for reporting earnings and losses. It was created by the Financial Accounting Standards Board.

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  • The mission of the Governmental Accounting Standards Board (GASB) is to establish and improve standards of state and local governmental accounting and financial reporting that will result in useful information for users of financial reports and guide and educate the public, including issuers, auditors, and users of those financial reports.

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  • What is I&G:
    Instruction - Expenditures for all activities that are a part of:

    Credit and non-credit courses
    Academic, occupational, and vocational courses
    Regular, summer, and extension sessions
    Correspondence courses

    Academic Support - Areas that support instruction, research and public service. Main Components:
    Library Museum/Galleries Honors Program
    Audiovisual Ancillary Support Deans
    Services    
    Student Services - Expenditures for those areas that relate directly to services provided by the institution. Main Components:
    Counseling Placement Testing Program
    Ethnic Programs Financial Aid Registrar
    Admissions    
    Institutional Support - Operational support for the day to day functions of the University excluding Physical Plant. Main Components:
    President Internal Auditor Parking
    Vice Presidents Personnel/EEO Alumni Association
    Business Office Campus Police Legal Expenses
    Purchasing    
    Physical Plant - All expenditures related to the operation and maintenance of the physical plant. Main Components:
    PPD Administration Grounds  
    Custodial Electricians  
    Architect Utilities  
    Student, Social and Cultural - All funds expended for activities whose primary purpose is to contribute to student's emotional and physical well-being.
    Internal Service - Activities which provide services mainly to internal institutional departments for a specific charge which should cover the actual costs of providing the service plus an allowance for renewals and replacements.
    Research - All funds expended from those activities intended to produce one or more research outcomes.
    Public Service - All funds expended for organizational units that are established primarily to provide non-instructional services beneficial to individuals and groups external to the institution.

    Student Aid - All financial assistance provided to students in the form of outright grants, trainee stipends and prizes.

    Auxiliaries - Entities that exist to furnish a service to students, faculty or staff, and that charge a fee that is directly related to, although not necessarily equal to, the cost of service.
    Athletics - All revenues and expenditures generated by individual sports or from general sources.
    NMDA - (Independent Operations) - Functions unrelated to the primary mission of the institution, although they may indirectly contribute to the enhancement of these programs.

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  • What are Student Equipment Fees?

    —Instructional equipment maintenance monies are derived from a fee charged to main campus students at registration. These monies are originally budgeted as a pool in Instruction. The university administration allocates available monies each Fall to the colleges, library and computer center for instructional equipment acquisition and maintenance. Separate Indexes are set up within each receiving unit for these monies.
    —Recipients must be able to document that these monies are used for purchase/maintenance of instructional rather than research equipment. Instructional equipment in this context is defined as equipment that is used in either undergraduate or graduate programs. Research equipment is defined as equipment used by faculty, postdoctorals, or technicians in the conduct of research. Under these definitions some equipment may fall into both categories. In such instances, an estimate of the portion of time the equipment is used in instruction should be made and only that portion should be charged to the equipment maintenance fee account.

    Pursuant to allocation letters from the Provost, purchases from student equipment maintenance fee Indexes are created.

    Typical items that might be charges to equipment maintenance fee Indexes include the following:

    1. Equipment and Software
    Purchase of items of equipment to be used for instruction, such as microscopes, computers, VCRs, televisions, tape recorders, overhead projectors, screens, carts to transport equipment between classrooms, sewing machines, etc.

    Software site licenses/upgrades for student laboratories.

    2. Maintenance
    • Parts for instructional equipment; replacement of tapes or films; repair or replacement of instructional equipment items such as those listed above

    Purchase of tools for repair of instructional equipment

    Labor for university technicians to repair equipment, or travel and labor costs associated with bringing a technician to the university to repair equipment.

    Replacement, repair or maintenance of computers, typewriters, mimeograph or copy machines used for preparing instructional material. Maintenance contracts on equipment used for instruction. (These costs should be apportioned between instruction and research as mentioned above.)

    3. Supplies
    Purchase of reusable supplies for laboratory kits is considered unusual, and requires special justification and Dean's approval.

    It is not appropriate to purchase general instructional supplies with these monies (e.g., paper, pencil sharpeners, copier or printer supplies). In particular, it is not appropriate to purchase expendables with these monies, even for use directly by students.

    Maintenance items that must be coded as supplies should be clearly identified as "instructional equipment maintenance."

    Units receiving equipment maintenance monies should develop internal procedures to clearly identify and account for items to be charged to these Indexes. Costs that are divided between equipment maintenance and other Indexes should be clearly identified.

    Business Office monitoring of equipment maintenance monies is the responsibility of the Accounting and Financial Reporting Department.

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