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As we begin a new academic year we are providing information that will assist you in understanding your
operating account statements, as well as who to contact if you have questions.

A monthly packet will normally be sent the third week of the month, which includes:

• Report from Student Accounts listing collections on billings for individuals in your house
• Phone bill for the house
• CUFS NA11 report showing expense, revenue, journals to the account, and cash receipts
• Any requests/bulletins regarding special information

How to read the monthly CUFS report

Recap                                                                     Report Detail

YTD O/S Expense                                                  Total of ending Balance type 22 – for all objects of expense

Revenue                                                                Total of ending Balance type 31 – Revenue 5390

                                 __________

                    Balance Due or Refund Due  = Ending Bal for Org/Function/Area

If you have a refund due, a check is mailed to the responsible agent for the house.  If a balance is due, a check
should be delivered to this office and we will apply the funds to the objects of expense that are outstanding.
Do note that delinquent accounts are reported to the office of Greek Affairs.

When looking at the NA11 report under the account objects (type 22) at the far left column you will see a
listing of transaction codes.  As you read across the page you will read the date of the transaction, a description
and a charge.  It is up to each house to review these charges for accuracy.  If you find an error you need to
contact the preparer of the entry.  In order to do this you should review the NU site for Financial Systems –
Transaction Contact Guide - htpp://nuinfo.nwu.edu/finsys/contacts/iv2.html (current copy attached for
your files). Ask the responsible staff member to send you a copy of the correction and review your account the
following month to be sure the correction is timely.

Under the object lines you may note a JV (journal entry) that applies revenue to the object of expense.
Revenue is used to repay the university for expenses charged to the account.  Any revenues in excess
of expenses are refunded. On a monthly basis I prepare journals moving revenue into the objects of
expense and you will see a description for example “June NA10 apply rev to exp”. You might also note
a handwritten notation on the right side showing an amount “applied”.  In this case, you did not have
enough revenue to completely pay the ending balance in a specific object – and we applied the available
revenue as a partial payment.  You will note under the objects (type 22) amounts are credited and an
equal amount is debited to the revenue (type 31).  If you have a Procurement Card, monthly charges
are posted to your account by journal entries.  Questions regarding those charges should be directed
to Mary Kay Hallissey at 491-5340 or m-hallissey@northwestern.edu

If any obvious errors are noted before mailing the reports I will make a notation that I have
prepared a journal to correct the item, and you should see it recorded on the following
month’s statement.

Too frequently houses contact our office for back copies of their reports.  I strongly urge you to
maintain your records in an organized binder that can be passed on as you elect new treasurers
Account State

Student Accounts

Your contact person in Student Accounts is Laura J. Miller at 491-5224 or Laura provides us
with monthly billing reports, as well as quarterly reports.  Be sure that you review these reports
for accuracy of student names.  If a student is listed who is not a member of your house Laura
needs to be notified to make a correction.  Our office does not have access to student
information and we cannot assist your house members on questions related to their student account.

Telephone Bills

Gail Muir is your contact for phone bills.  Gail can be reached at 467-5909 or
gdm311@northwestern.edu.

13^th Accounting Period

Our fiscal year ends August 31^st, and any checks received after that date will be posted in the new
year.  However, old year charges will be applied until October 12^th.  This period between August 31^st
and October 12^th is referred to as the 13^th accounting period.  This is further explained in the
attachment “Understanding Sorority and Fraternity Operating Accounts”.

House Loans

Our office prepares invoices related to loans for the various houses.  Rita Magitbay can be reached
at 491-4726 or r-magtibay@northwestern.edu.  The student reps for the houses usually do not get involved
with this issue. We hope you will maintain this information with your monthly records.  Please be sure
that you have notified me of your current; campus address, e-mail, phone and house position.Our
office is open Monday to Friday from 8:00 a.m. to 5 p.m., please stop by to introduce yourself or
ask any questions that will help you in managing your account.  I also daily review my e-mail. 
As always we wish you the very best in your academic endeavors.  

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