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Business and Financial Policies and Procedures

2.1 Policies for Managing Fund Type 9D Agency Funds

If your unit needs to act as an agent to hold non-University funds for an external entity (called the “owner”), you may need to create an agency fund. The chart below provides examples:

Fund Type Nature of Owner/Activity Typical Status of Fund Owner
9A Payroll/benefit withholding, sales tax holding, financial aid, other clearing Governments, charities, health care providers, pension funds
9D Consortia, University-related organizations Governments, not-for-profit and for-profit corporations
Hosted conferences Not-for-profit and for-profit corporations
Athletic booster clubs Not-for-profit corporations
Academic associations Unincorporated associations
Study abroad students  Individuals
9G Student organizations (includes some staff and similar organizations) Not-for-profit corporations, unincorporated associations

The information on this page applies only to fund type 9D. It does not apply to fund type 9A (payroll/benefits, sales tax, or other administrative control agency funds) which are administered by University of Illinois System Offices and campus administration or fund type 9G (registered organization funds) for which policies are under review. For information regarding these fund types, contact University Accounting and Financial Reporting (UAFR). All processes in Section 2: Agency Funds apply to fund type 9D.

Agency Fund Definition - An "agency fund" is a fund held by the University in a purely custodial capacity as a fiscal agent for the owner of the money.

Money Held for Individuals - The University will not hold personal funds of individuals as a fund type 9D agency fund unless addressed separately in University policy, such as in support of study abroad programs.

The University will hold funds on behalf of groups of individuals in fund type 9D agency funds only when they have formalized their relationship through articles of association, bylaws, partnership agreements, or a similar document that establishes the group's decision-making protocol and defines the purpose of the group.

Groups of individuals within the University community (primarily faculty, staff, students or their immediate families) must become either a registered organization or a registered student organization in order for the University to hold their money in an agency fund. The University will administer the organization's money as a fund type 9G registered organization fund.

Role of the University - The University acts as a fiscal agent to hold non-University funds for the owner. The agency fund money is not owned by the University. Owner activities recorded in agency funds must be consistent with the University’s mission of instruction, research, public service, and economic development. If used in collaboration with University programs, agency funds must record only the financial activity of the owner, not the University. Unless separately contracted, the University performs only these basic bookkeeping functions for owners:

  • Deposits money in a University bank account
  • Maintains a record of transactions and balances in the Banner general ledger system
  • Processes cash receipts, disbursements, and journal entries as directed by the owner
  • Reports transactions and balances to the fund owner
  • Issues an IRS Form 1099 for disbursements to external parties paid from the Banner agency fund as required by the IRS. The University is not responsible for issuing 1099s to external parties from any other funds held by the owner.
  • Reports to the IRS disbursements paid from the Banner agency fund to non-resident aliens

The University does not pay interest on money held in agency funds. Additional services may be provided by the University in its discretion under an agreement. For additional information, contact UAFR at uas@uillinois.edu.

Inactive or abandoned balances in agency funds will be treated as unclaimed property in compliance with State of Illinois requirements.

Role of a Unit - Before an agency fund can be established, a University unit must agree to act as liaison between the University and the owner. As liaison, the unit may not assume liability or responsibility for the owner’s actions on the part of the University. For additional information on the responsibilities of the unit, consult 2.4 Comply with Liaison Responsibilities for an Agency Fund.

Role of the Owner - The owner is ultimately responsible for the management of the financial activity accounted for by the agency fund. Owners must:

  • Perform regular reconciliation of Banner monthly financial reports.
  • When asked, provide copies of the reconciliation to the unit.
  • Supply supporting documentation requested by the University to process transactions.
  • Maintain a positive cash balance.
  • File required sales and other tax returns not prepared by the University.
  • Maintain organizational documentation, such as income and sales tax exempt status.
  • Ensure the organization does not implicitly or explicitly represent itself as a part of the University in publications, through logo use, through use of the University’s tax-exempt status, etc.
  • Sign an agreement indicating they understand their responsibilities and agree to follow the University’s terms for holding money as an agent.

Termination of an Agency Fund Relationship - The University may terminate the agency fund relationship at any time.

Resolution of Overdrafts - The University may bill the owner for overdrafts. Owners who repeatedly incur or fail to resolve overdrafts may have their agency fund relationship with the University terminated.

Fees and Penalties - The University may charge owners for University services provided, overdrafts incurred, or otherwise violating terms and conditions of the agency fund relationship.

2.2 Determine the Need for an Agency Fund
2.3 Request Approval for an Agency Fund
10 Obtain Approval as a Cash Handling Unit
2.4 Comply with Liaison Responsibilities for an Agency Fund

Last Updated: January 9, 2017 | Approved: Senior Associate Vice President for Business and Finance | Effective: December 2014

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