Kentucky State University Business Policies and Procedures Manual

Debt Reconciliations

• Bonds
• Leases

Responsible position(s):

• Accountants

Required documents and access:

• Banner

Frequency and timing:

• Monthly, by the 15th of the month, after soft close

Census Day Revenue Reconciliations

Charges become final after the drop/add date at the beginning of each semester. The Registrar's Office takes a census of term enrollments and Residence Life determinations the occupancy of the residence halls and enrollment in board plans.

Responsible position(s):

• Accountants

Required documents and access:

• Enrollment statistics report from Registrar
• Occupancy report from Residence Life
• Meal plan reports from the meal plan system
• Banner

Frequency and timing:

• Each term after drop/add date, immediately after tuition and fees are deemed final by the Registrar and before any subsequent changes to registration, housing or meal plans are entered

Steps:

• Obtain enrollment statistics report from Registrar
• Obtain occupancy report from Residence Life
• Obtain meal plan utilization from Card Services
• Recalculate expected room, board and tuition revenues from census reports.
• Run reports on tuition, room, and board revenues posted to the general ledger.
• Compare recalculated revenues with recorded revenues, identify and correct differences
• Document and save reconciliation.