Quick Menu: Please select... Application AGS Documentation FAQ General Guidelines Reports

General Guidelines:

Agency accounts, classified as "Funds Held for Others", are established for temporary resources held by the University as custodian or fiscal agent for individuals or third party organizations.

In addition to traditional Agency accounts described above, the University may establish Agency accounts for meetings, seminars, training sessions, and workshops to cover incidental costs such as meals, speakers, training materials, and refreshments. Fees charged for such events should be reasonable, and intended to cover only the costs associated with a particular event. Fees cannot be used as a means of generating revenue for an organization, department, or related event.

Before an Agency account can be established, an Agency Account Agreement must be completed and sent to the department's Business Manager for approval. Departments without Business Managers should send agreements to Business Services.

Agency Account Agreements will be reviewed to determine that the University's relationship with the organization or entity is that of custodian or fiscal agent. The University retains the right to deny an Agency account to individuals or organizations determined not to be in compliance with the established guidelines.

Individual account numbers will be assigned for each Agency account so that all transactions relating to the organization or event can be identified and recorded separately. Because accounts are set up for specific organizations or purposes, in most instances, funds cannot be combined or transferred from one account to another.

When submitting an Agency Account Agreement, copies of correspondence, donor letters, and any other relevant documentation should be included for the permanent file.

Agency Account Application

Original, signed applications should be sent to Jaimie Ward at MD# 3501 for approval. Once the agreement has been approved, a department ID and detail code will be set up and the department will be notified.

Reports:

Business and Finance is working on making financial reports on Agency Accounts available through Portal. Until this project is complete, reports can be generated from PeopleSoft. If you have a Business Manager, he/she can print these reports for departments as needed. Otherwise, please contact Tina DeMartini at tdemarti@kennesaw.edu, and she will send you the report.

AGS Documentation:

All AGS requests and appropriate backup documentation requesting payment from agency funds should be forwarded in campus mail to Tina DeMartini, MD#3501.