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DataBank: Library Fund Management Tips & Tools

FUND TYPES

1. ALLOCATED FUNDS are from the annual collections budget of unrestricted funds from the University
 
2. DESIGNATED FUNDS are generated by collections of money, such as some gifts and the book sale receipts.
 
3. ENDOWMENT FUNDS come from the income from the principal of larger gifts and are therefore recurring funds based on the percentage of payout decided by the University. Unused balances from these funds rollover each year, except in a few cases whereby the gift specifies the balance be applied to the principal. Balances are not available to be used until late October or early November of the new fiscal year.
 
4. GIFT FUNDS are generally one time gifts which are not renewed. There are a few exceptions. Unused balances of gifts rollover each year, but are not available to be used until late October or early November of the new fiscal year.
 
5. GRANT FUNDS come from specially applied for funding and generally last for a given time period.

FUND CODES

When assigning funds to orders and payments, use a reporting fund name which has a -1, -2, or -3. The dashed numbers assign the order or payment to a category for statistical purposes, and assists in generating reports by those categories.

  -1 CODE is for monographs, or one time purchases including multi-volume sets.

 -2 CODE is for serials, or ongoing purchases.

 -3 CODE is for continuations, meaning series standing orders.

 -e WITH OTHER CODES Always use a reporting fund with the “-e” at the end for an online resource (e.g., -2e).

 
Important Note: When creating reports, remember that fund codes have changed over time. The fund code number or number/letter combination used in FY2001 for Anthropology may not be the same as that used in FY2010. Look in past ledgers or contact ERaCA if you need assistance with fund codes.