40.20.40 Intercollege Reimbursements

Transactions between colleges in our system or between colleges and the State Board are recorded using only the following accounts:

5050021 Intercollege Payments for Direct Client Services (Grants)
5081395 Intercollege Payments and
4020120 Intercollege Reimbursements

Reimbursements (4020120) are recorded when one agency initially charges an expenditure/expense that is subsequently charged to another.

The initial expense is recorded by College A. College A invoices College B using revenue account 4020120 Intercollege Reimbursements.

College B pays College A using one of two accounts

Account	Description
5050021	Intercollege Payments for Direct Client/Student Services (payments related to grant services provided to students or other eligible clients)
5081395	Intercollege Payments (payments for all other purposes)

Each of these accounts crosswalks to AFRS/One Washington as an expenditure for “Other Grants and Benefits.”

Accounting for intercollege transactions in this manner results in the expenditure/expense being reported only once and in the proper account. Reimbursements are to be appropriately documented and approved.

40.20.40.1 Intercollege Example

College A agrees to reimburse College B for providing an organizational change management training session for college employees. The College B provides the instructor and all materials. The college pays the instructor through payroll and materials costs are paid through accounts payable.

College B costs

Item	Account	Description	Cost
1	5000090	Salaries	$500
2	5010010 through 5010050	Benefits	$150
3	5081090	Printing	$200
4	5030010	Training Supplies	$50

College B accounts receivable

Items 1,2,3 and 4 combined – 4020120 Intercollege Reimbursement – ($900)

Illustrative Entries

Invoicing

Fund	Class	Dept	Method	Subsid	Acct	Amt
146	1cc	ddddd	Accts Rec	6990cc1	10101802	$900.00
146	1cc	ddddd	Accts Rec		4020120	($900.00)

College ‘A’ accounts payable is expensed to:

5081395 Intercollege Payments

Illustrative Entries

Invoicing

Fund	Class	Dept	Method	Subsid	Acct	Amt
148	0cc	ddddd	Accts Pay	6990cc*	5081395	$900.00
148	0cc	ddddd	Accts Pay		2012050**	($900.00)

* Where cc represents the last 2-digits of the college state agency number.

** Due To (1010180) and Due From (2012050) accounts are only required to be used when the payment has not been received at fiscal year (since all receivables and payables between state agencies and colleges must balance at the fiscal yearend close).

40.20.30 Revolving Funds & System IT Charges << 40.20.40>> 40.20.50 Inter-Agency Payroll Payments