An appropriation in aid is a transfer of income from a trust fund to a departmental account, and is therefore a saving to the University Chest. These appropriations come under the following main categories.
Clearance of "C" sources of funds
Sometimes separate salary accounts for trust funds are set up within departmental accounts under the "C" source of funds. The Finance Division clears these monthly, by transferring the salary costs to the relevant Trust Funds.
Appropriations in aid of stipends/wages
Some trust funds have part or all of their income appropriated in aid of chest stipends/wages within the relevant department. This is because either the income of the fund is not sufficient to fund a full post, or the income is used to offset general stipend costs within a department. The Finance Division performs these transfers monthly.
Appropriations in aid of other charges
Some trust funds have part or all of their income appropriated in aid of "chest other charges" within the relevant department. This is because the regulations of the fund are not specific in terms of the type of expenditure incurred, so the department can choose to support general expenditure. The Finance Division performs these transfers monthly.
All appropriations in aid are transferred by day 3 of the month end schedule.
Other Appropriations in Aid
Sometimes Trust Fund managers may wish to appropriate (transfer) funds from:
- Their department to another department; or
- Where the fund expenditure is large and needs to be broken down into separate budgets for easier reporting.
In either case a written request should be sent to the Central Accounting Section (email: UFS_GLCODES@admin.cam.ac.uk) in the Finance Division, who will set up the new account.
How will this work?
If the transfer needs to be done to another department, the Trust Funds Assistant will transfer the amounts requested to a unique Source of Funds, beginning with "L" followed by three characters representing the fund itself. For example, an appropriation from trust fund KABC would be transferred to LABC.
If the "L" source of funds is set up within your own department, the departmental accounts person can journal the funds themselves.
You must ensure at year end that no "L" source of funds is overdrawn.