Finance and Business Records

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SDSU Office of Finance and Business
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Finding Aid

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Collection Summary

Identifier

UA 18

Title

Finance and Business Records

Creator

Office of Finance and Business, South Dakota State University

Dates

1887-2009

Extent

22.42 linear feet (23 boxes) ledgers

Language

English

Repository

South Dakota State University Archives and Special Collections, Hilton M. Briggs Library, Brookings, South Dakota.

Access note

This collection is open to researchers without restrictions. The materials in the Archives do not circulate and may be used in-house only.

Preferred Citation

Name of item . Finance and Business Records. UA 18. South Dakota State University Archives and Special Collections, Hilton M. Briggs Library, Brookings, South Dakota.

Abstract

The office of Finance and Business serves as the headquarters for administrative fiscal operations for the university. This collection is composed of accounting records, budget requests and financial reports.

Historical Note

The office of Finance and Business serves as the headquarters for administrative fiscal operations. The department is comprised of individual offices that provide a wide range of financial services plus risk management and logo licensing services.

This department is responsible for such official duties as accounting, accounts payable, AP shared services, banner, budget, card services, cashiers, grants administration, the Office of Institutional Research, payroll, property management, purchasing and student loan collection.

Arrangement

This collection is arranged into two series:

Series 1. Accounting records

• Sub-series 1. General office records
• Sub-series 2. Adams fund
• Sub-series 3. Endowment fund
• Sub-series 4. Experiment Station fund
• Sub-series 5. Farm fund
• Sub-series 6. General fund
• Sub-series 7. Hatch fund
• Sub-series 8. Local and endowment fund
• Sub-series 9. Local fund
• Sub-series 10. Morrill fund
• Sub-series 11. State fund

Series 2. Budget requests and financial reports

• Sub-series organized by fiscal year

Contents Note

This collection is composed of accounting records, budget requests and financial reports. Folders are composed of correspondence, vouchers, reports, ledgers, payroll records, deposit tickets and various fund vouchers, budget requests, financial reports, internal management reports, and operating budget reports for South Dakota State University and departments within.

Series 1. Accounting records.

This collection presents a picture of the management of the early college. It is composed of accounting records that consist of correspondence, vouchers, reports, ledgers, payroll records, deposit tickets and various fund vouchers. Included are records for various funds, including the Adams Fund, Endowment Fund, Experiment Station Funds, Farm Fund, General Fund, Hatch Fund, Local and Endowment Fund, Local Fund, Morrill Fund, and State Fund. This collection presents a picture of the management of the early college. This collection is arranged into eleven series.

Sub-series 1. General office records.

Composed of general office records and are made up of records that did not indicate coming from a particular fund. The bulk of this series consists of correspondence between the chief financial officer and various businesses, college faculty and staff. Also included are reports, receipts, and vouchers. Some items of note include correspondence between the Department of Health, Education and Welfare and Presidents Briggs during the early 1960s, material dealing with the management of the Ladies Dormitory between 1908 and 1910 and ledgers of tuition and fees from the 1880s to the mid-1920s.

Sub-series 2. Adams fund.

Composed of accounting records for disbursements paid through the Adams Fund. Included are payroll records, general supplies and equipment records, horticulture records, veterinary equipment purchases, grain drying lab supplies, travel expenses, and records dealing with N.E. Hansen supplies for fruit breeding project, chemicals, grain. Also included are abstracts of disbursements.

Sub-series 3. Endowment fund.

Composed of vouchers for disbursements made through the Endowment Fund.

Sub-series 4. Experiment Station fund.

Composed accounting records for the South Dakota Agricultural Experiment Station. Records are arranged according to division or fund. The Agricultural Division shows the cost of feed. The Incidental includes travel expenses and membership dues for the Association of American Agricultural Colleges and Experiment Station. The Printing costs covered expenses for the Collegian, forms, bulletins, and circulars. The Building Division covered costs for building a silo, a plant house, and various other buildings. Records from the Chemical Division show costs for lab chemicals, furniture, supplies, and equipment. The Executive Division consists of records for office supplies, furniture, and travel expenses. The Entomology records detail the purchase of beneficial and injurious insects, supplies, equipment, and furniture. Also included are records related to Horticulture and N.E. Hansen and the purchase of plant materials and seeds.

Sub-series 5. Farm fund.

Composed of vouchers for the purchase of lumber, feed, straw for bedding, equipment, repairs, registration of livestock, and State Fair expenses.

Sub-series 6. General fund.

Composed of accounting records for maintenance on campus, as well as water and light expenses, telephone and telegraph charges, travel, freight, postage, equipment, supplies, and farm expenses for livestock, feed purchases and machinery repairs. Also included are expenses for the Highmore Sub-station, including labor, buildings (notices to contractors, construction costs, insurance,) team rental, and feed. Some items of note include the purchase of one mounted skeleton of a crane and the purchase of sea animals, including starfish, sea urchins, fish, and crayfish.

Sub-series 7. Hatch fund.

Composed of accounting records for agriculture, botany, horticulture, printing expenses, payroll and fuel and light expenses for the campus. The Hatch Act of 1887 gave federal land grants to states in order to create a series of agricultural experiment stations, as well as pass along new information, especially in the areas of soil minerals and plant growth. State agricultural stations created under this act were usually connected with land-grant state colleges and universities founded under the Morrill Act of 1862.

Sub-series 8. Local and endowment fund.

Composed of accounting records for breaking sod at Highmore Experiment Station, payroll, printing costs for the Jackrabbit yearbook, washing, President Chalmer's travel expenses, and land purchase (Horace Fishback). Also included is a letter from President Chalmers to R.A. Larson discussing disallowed travel expenses.

Sub-series 9. Local fund.

Composed of advertising expenses, Regent travel expenses, milk purchases, State Fair expenses, repairs, student and janitor payroll, traveling expenses, equipment, supplies, meals for threshing crew, and livestock expenses.

Sub-series 10. Morrill fund.

Composed of accounting records for salaries, library books and subscriptions, museum expedition costs, cooking and sewing supplies and equipment, mechanical shop supplies, horticultural, botanical, veterinary, dairy, astronomy, entomology, physics and chemistry and supplies and equipment, travel expenses, diplomas, and statements of accounts.

Sub-series 11. State fund.

Composed of accounting records for the library, steam heating, furnishings, barns and fences, janitor, engineering, incidental funds, repairs, supplies, dynamite, telegraph wire, books, fuel and lights, and the Highmore experiment station costs of breaking sod. An item of note included "Territory of Dakota" heading that has been corrected to "State of South Dakota" in November 1889.

Series 2. Budget requests and financial reports.

Composed of budget requests, financial reports, internal management reports, and operating budget reports for South Dakota State University and departments within.

Key Words

South Dakota State College of Agriculture and Mechanic Arts -- Budget

South Dakota State University -- Budget

South Dakota State University -- Management, Internal

Container List

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Administrative Information

Conditions Governing Access

This collection is open to researchers without restrictions. The materials in the Archives do not circulate and may be used in-house only.

Researchers conducting extensive research are asked to make an advance appointment to access archival material. Please call or e-mail prior to visiting the collection and indicate as much detail as possible about a particular topic and intended use.

South Dakota State University supports access to the materials, published and unpublished, in its collections. Nonetheless, access to some items may be restricted as a result of their fragile condition or by contractual agreements with donors.

Copyright note

Copyright restrictions apply in different ways to different materials. Many of the documents and other historical materials in the Archives are in the public domain and may be reproduced and used in any way. There are other materials in the Archive carrying a copyright interest and must be used according to the provisions of Title 17 of the U.S. Code. The Archive issues a warning concerning copyright restrictions to every researcher who requests copies of documents. Although the copyright law is under constant redefinition in the courts, it is ultimately the responsibility of the researcher to properly use copyrighted material.

Arranged and Described by

Processing of the Accounting Records was begun by Ruby Wilson and continued by Kathy Gustafson. Final arrangement and description was completed by Crystal Gamradt on September 16, 2008.

The Budget Requests and Financial Reports were arranged and described by Crystal Gamradt, January 21, 2009.