Best Practices: Texas AgriLife Extension Service Financial Resource Management Manual

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Click here to access an FAQ on cash management.

Click here to view the Cash Management Quiz (Word Perfect)

Statement by Administration
- Core Principles
Rule
Decision for Appropriate Process of Funds
Internal Agency Financial Management Procedures
- Introduction
- Fee-based Programming
  1. Deciding on a Fee-based Program
  2. Fee Based Program Opportunities
  3. Establishing Cost
  4. Notification for Fee Based Program (D-1024) (PDF)
- For Sale Publication/Educational Materials Pricing Worksheet (PDF)
- Fee-based Internal Financial Management Documentation
  1. Administration of Fee-based Funds
  2. Collection of Funds
  3. Refunds
  4. Disbursements
  5. Web-based Registration
- Agriculture Program - Contracts and Grants Reference Guide
  1. General Information
  2. Pre-Award Information (Proposal Development/Submission)
  3. Post-Award Information
  4. Gift Agreements
  5. Contracts with Vendors
- Open Records Act Implication
  1. Definition of Public Information
  2. TAMUS Regulation
- Record Retention
  1. Record Retention Timeline
  2. TAMUS Regulation and Resources
- Texas AgriLife Extension Service Bookstore
- Royalty Income - Licensing Materials
  1. Licensing Process
  2. Royalty Income Distribution Agreement Form for Licensing Materials (PDF)
- Consulting/Outside Employment
- Reimbursement of Expenses
- Honorarium on Official Time
- Extension Program and Compliance Review of Support Fund Accounts
  1. Rationale for Review
  2. Review Guidelines
  3. External Support Group Program and Compliance Review
  4. External Support Group Fund Review (PDF)
Professional Associations
External Support Groups
Recommendations for Managing External Support Group Program Finances and Assets
- Responsibilities
- Proposals, Grants, Contribution, and Gifts
- Internal Controls for External Support Groups
- Documentation for External Support Groups
- Taxes
  1. Federal Taxes
  2. State Sales Tax
  3. Texas Hotel Tax Exemption
Attachments
1. Annual Review of Support Group Fund (PDF)
2. 4-H Name and Emblem
3. Examples (PDF)s
  - Example Group or Committee Budget
  - Group or Committee Budget
  - Example Balance Sheet
4. Transmittal Form (PDF)
5. Check Request (PDF)
6. Affidavit of Expenditure Form (PDF)
7. Required Dissolution Clause, Local Club or Group By-Laws (PDF)
8. Application for Employer Identification Number (Form SS-4) (PDF)
9. IRS Letter (PDF)
10. Texas State Tax Exemptions for Nonprofit Organizations
11. Texas Sales and Use Tax Exemption Certificate (PDF)
12. How to Compute Bonding Amount
13. Request for Consulting and Outside Professional Employment for Faculty and Agents (PDF)
14. Worksheet for Establishing Cost for Fee-based Program (PDF)
Training Materials
- Quick Reference when working with Support Groups
- Training for Support Group (PowerPoint)
- Resource Packet (PowerPoint) & Guide (PDF)
- New Faculty Orientation Presentation (PowerPoint)
- Supervisors Training (PowerPoint)

Click here to download the full PDF version of this document

Click here to access an FAQ on cash management.

Click here to view the Cash Management Quiz (Word Perfect)