Temporary Working Funds

What is a Temporary Working Fund?

A working fund is an advance to an individual (TAMU/TAMUG Employee) from University funds for a specific purpose.

Forms

 Temporary Working Funds - Requesting funds for student travel, participants in research or to make change at an event etc.

How Do I Request A Temporary Working Fund?

College Station:

An encumbrance must be established before the request is submitted. Use VID# 17460005311. Encumber the funds by setting up a document in FAMIS using the appropriated document type: L or E, using the appropriate expense code(s).

Complete the Temporary Working Fund Request

The form must be signed by the custodian and the department head. 

Send the completed request form for TAMU to Financial Management Operations, Attention: Director of Accounting at MS 6000.

Funds may be received up to 3 days before an event.

Galveston:

An encumbrance must be established before the request is submitted. Use VID# 37187187181. Encumber the funds by setting up a document in FAMIS using the appropriate document type: L or E, using the appropriate expense code(s).

Complete the Temporary Working Fund Request

The form must be signed by the custodian and the department head. 

Send the completed request form to Financial Management Services, Attention: Sherron Howard Sea Aggie Center

Funds may be received up to 3 days before an event. PLEASE ALLOW FIVE (5) WORKING DAYS FOR PROCESSING YOUR REQUEST.

How do I receive the funds?

The department will be notified if the working fund request is denied or approved.

The custodian has the option of receiving the funds by: ACH, Check, Wire Transfer or Cash. The custodian must be set up in FAMIS as a vendor. If an ACH is desired, please make sure the custodian is set up for direct deposit with Accounts Payable. If not please have them complete the direct deposit. If Cash is preferred, the custodian must cash the check with the Cashier Office in Suite 2801 of the General Services Complex or at the FMS Cashier in Sea Aggie Center. Please note that the custodian must pick up the cash. It cannot be delegated to someone else. If certain denominations are required, please let FMO or FMS know ahead of time so that can be ordered in advance.

A receivable will be set up under the custodian’s name, so the custodian must also have and A/R Customer number. This will be WF68 (custodian’s UIN) or WF88 (custodian’s UIN). The custodian must be familiar with System Regulation 21.01.11.

After approval of the working fund, an email will be sent to the custodian and departmental contact with the AR# assigned to the working fund and notification of the date of disbursement. This AR# must be entered as the invoice number when paying the working fund back.

Funds will be disbursed by the option chosen by the custodian.

Past due working funds are subject to being taxable to the custodian at 90 days from the completion date and a FAMIS hold will be placed on the custodian at 60 days from the completion date.

Funds must be kept safe and secure. Funds may be converted to Traveler’s Checks, deposited into personal bank accounts, or kept personally. No new checking account may be set up using the Texas A&M University or Texas A&M University at Galveston name or taxpayer identification number. The person responsible for the funds must ensure the funds are safeguarded from theft and loss. The funds cannot be used for personal gain.

How Do I Repay The Working Fund?

The document number submitted on the request form should be completed and sent to FMO/FMS by the due date. Please include a copy of the original request. The A/R# that was emailed to the department after the request was approved must be in the invoice number field so that the receivable will be properly cleared.

A spreadsheet listing all expenses, along with a receipt for each purchase of goods or services must be submitted with the document. If participants were given cash, each participant must sign for the amount received. On purchases where a receipt was not provided, the custodian must certify on the voucher what the money was used for and why a receipt is not available. It is possible that this amount would become taxable to the custodian.

The document and all original receipts shall be submitted to FMO at MS 6000 or FMS in Sea Aggie Center prior to or on the Accounting Due Date

What Type Of Documentation Do I Need For Vendors?

Payments less than $300.00 and are not professional services, contract labor or memberships do not require the vendor to be set up in FAMIS. The documents will be processed using the FMO VID 17460005311 or the FMS VID 37187187181.

Payments for $300.00 or more will require the vendor to be set up in FAMIS. If not previously set up, a Substitute W-9 or Certificate of Foreign Status is required. These documents will be processed with the actual vendor in the vendor field and the Temporary Working Fund FMO VID 17460005311 or FMS VID 37187187181 as the Alt. Vendor.

All professional services, contract labor or memberships require the vendor to be set up in FAMIS. If not previously set up, a Substitute W-9 or Certificate of Foreign Status is required. These documents will be processed with the actual vendor in the vendor field and using the FMO Temporary Working Fund VID 17460005311 or TAMUG Temporary Working fund VID 37187187181 as the Alt. Vendor.

Student Travel: payments made to hotels and car rental agencies are 1099 reportable so these vendors are required to be set up in FAMIS. If not previously set up, a Substitute W-9 or Certificate of Foreign Status is required. These documents will be processed with the actual vendor in the vendor field and the TAMU Temporary Working Fund VID 17460005311 or TAMUG Temporary Working fund VID 37187187181 as the Alt. Vendor. Hotels should be coded as 5870 and car rentals should be coded as 5840 instead of 3410.

Vendor Forms:

How do I return Unused Funds?

Financial Management Operations in College Station does not accept cash. For TAMU or TAMUS Custodian’s should submit unused funds to FMO at 6000 TAMU by money order, cashier's check or personal check. If cash is the only option for return the departmental bookkeeper should fill out a deposit slip, place the funds and deposit slip in the bank bag and send to the bank. Upon completion of the deposit slip send an email with a copy of the deposit slip and the Working Fund A/R Number to ar@tamu.edu and copy Stacie Sodolak at ssodolak@tamu.edu.

For TAMUG the funds may be returned to the Cashier’s office in the Sea Aggie Center. The Cashier will need the Working Fund A/R Number.

What do I do if funds are missing?
If funds are discovered missing, University Police should be contacted immediately. Sales & Receivables should be notified as soon as possible thereafter.
Who is responsible for monitoring and oversight of a Temporary Working Fund?

The custodian in possession of a Temporary Working fund is responsible for the monitoring and oversight of the funds. The custodian is ultimately responsible for the safety and accountability of the funds, but the department is responsible for ensuring proper cash handling procedures are written and followed by all that have access to the funds.

IMPORTANT: United States individuals who have a financial interest in or signature authority over any financial accounts in a foreign country may be required to report the relationship to the Internal Revenue Service and the US Department of the Treasury. Please contact your personal tax advisor and visit the following links for further information and reporting requirements.