Trust and Auxiliary Funds
SBCC trust and auxiliary organizations have been in existence for many decades as a necessary supplement to state supported instructional and administrative activities. These organizations are subject to applicable state and federal laws and regulations. In addition, they operate within the policies established by the Santa Barbara City College Board of Trustees.
The trust and auxiliary organizations must be self-supporting. They do not receive funding from General Fund sources. They derive revenue from various sources such as student body fees, fundraisers, programming ticket sales, private donations, and with the generous support of the SBCC Foundation. Pursuant to existing laws and policies, the materials and services provided by the campus to these separate entities are paid for by the trust and auxiliary organization.
These are guidelines for establishing and maintaining Trust, Auxiliary and Agency Funds. Please review it annually to re-familiarize yourself with key rules and best practices. A summary is as follows:
All Trust, Auxiliary and Agency Funds are maintained in separate bank accounts from District accounts and created for the purpose of providing supportive services and specialized programs for the general benefit of the college. The District serves as a fiduciary of these Trust, Auxiliary and Agency funds. All deposits are made directly to the Trust or Financial Aid bank account.
Complete this form to establish and update a Trust, Auxiliary and Agency Funds. Signature Cards must be updated every Fiscal Year and it is the Primary Authorized Signers responsibility to maintain a current list of secondary authorized signers. Any updates should be made by completing a new Signature Card.
Funds are established and maintained with a Signature Card stating the purpose of the fund, allowable expenditure types and allowable revenue sources. The Signature Card also specifies whether the fund is a Trust, Auxiliary, or Agency fund and who maintains responsibility for overseeing the use of the fund. At a minimum, the Card must be updated each fiscal year and maintain a current list of three authorized signers. .
Responsibility of Authorized Signers: Signers are obligated to those supplying the revenue through donations, etc., to ensure the expenditures are in keeping with the purpose of the fund. They are also responsible for reviewing the transactions and ongoing balance on the fund. Funds may not end the year with a deficit; where necessary, it is the authorized signer’s responsibility to make arrangements by June 30th to ensure funds are not in deficit.
Responsibility of Student Finance: Student Finance maintains fiduciary responsibility for maintaining permanent records for each trust and auxiliary fund that has been established. The records include the Signature Card which stipulates the terms for allowable expenditures and other pertinent information relating to how the monies will be funded and spent. Accounting records are kept of all receipts and disbursements.
All invoices, transfers and Requests for Reimbursement should be submitted to the Accounts Payable Department, with two authorized signer’s approval on the request. An individual may not authorize their own reimbursement request. Backup documentation is always required. At this time, scanned copies of the original receipt may be accepted.
Expenses assigned through our Concur system will automatically route to the established authorized signers before reaching Accounts Payable for validation and processing.
Request for Reimbursement Form - Fillable PDF (Single Budget Code)
Request for Reimbursement Form - Fillable PDF (Multiple Budget Codes)
Complete and Attach the Missing Receipt Acknowledgment form to any Requests for Payments or Credit Card submissions for which a receipt can not be supplied.
Transfer Request between Trust/Auxiliary Fund and the General Fund
Use this form if an expense has been erroneously coded to the incorrect budget code (fund, organization, account or program). This request allows you to move the expense from the incorrect budget code to the correct budget code. Two signatures will be required from the authorized signers list of the fund into which the expense will be moved.
Use these instructions to understand your Budget Code (FOAPAL), Accessing Simpler, Finding your Fund/Org/Account numbers based on the name, Searching Balances, Managing Financial Transactions (Credits and Debits on your Fund) and Saving Reports.
SBCC Foundation Forms
The SBCC Foundation has provided Santa Barbara City College with private philanthropic support since 1976, serving as the vehicle through which individuals and organizations may invest in the college and its students. As an independent 501c3 nonprofit organization and partner to SBCC, the SBCC Foundation provides more than $5 million annually for student success programs, scholarships, book grants, emergency funds, and other critical needs of the college. For more than four decades, the resources raised and managed by the SBCC Foundation have supported SBCC students as they prepare for careers, transfer to four-year universities, and pursue lifelong learning goals.
In order to utilize funding for pre-approved expenditures, the following forms may be used request access and transfers from the Foundation to the District .