Establishing a fund for a conference

Purpose:
To define the Roger Williams University and School of Law (collectively referred to as the “University”) procedures for establishing a conference fund account

Scope:
This policy applies to new GL requests for conference accounts

Policy:
Roger Williams University hereby adopts this conference account procedure to ensure that the University carries out the University’s mission effectively

Internal conference events:
Twelve funds are current non-operating funds designated for a particular purpose used primarily for short-term programs such as a symposium or an on campus conference where it is necessary to capture the income and expenses of the activity. Only RWU internal conferences and programs can be established as a twelve fund. A general ledger request must be approved by a Dean before it is submitted to Finance. The Dean will guarantee that any program shortfall will be charged to a departmental operating account.

External conference events:
When RWU serves as host for an outside organization, a liability account will be established since the revenue and expense activity is merely passing through RWU. At the conclusion of the program, a check will be sent to the sponsoring organization to zero out the liability account.