Private Fund Services

Following the acquisition in April 2018 of Woodfield Fund Administration, Ultimus Fund Solutions began providing fund administration services to fund managers, institutions, endowments, family offices and other investment entities for their private investment funds. The experienced and skilled professionals gained from the acquisition are just as committed as Ultimus in providing the highest quality services to all fund managers.

The combined firm extends the institutional strength and boutique feel of services for which Ultimus has become known, matching the service offerings of the largest fund administration companies, while affording unmatched quality service to investment managers and their investors alike.


Each type of private investment fund often has unique needs which evolve over time. And while lists of services offered by administrators may look very similar, the speed, effectiveness and manner in which these services are delivered can vary tremendously.

Ultimus provides comprehensive fund administration services and our goal is to take on adviser’s day-to-day administrative functions by providing the highest quality services with a focus on timeliness and accuracy. Ultimus’ culture is focused on anticipating client needs and providing service levels beyond expectations.

In addition, Ultimus provides financial reporting services to prepare the initial draft of the audited financial statements, the financial highlights and other footnote disclosures. We have extensive financial reporting capabilities and experience with preparing annual reports for both public and private funds.

To validate your internal back office or another third-party administrator, Ultimus provides customized shadow accounting packages. Through Ultimus’ detailed cross-check and validation procedures, you can be assured that various aspects of your fund are validated, including areas such as trading, portfolio management, accounting, compliance and risk management.

Regardless of the services you select, the quality control procedures at Ultimus set a new industry standard for quality assurance. By incorporating successful practices from Big Four accounting firms and exceeding expectations, we ensure gold-standard output for every client. We take pride in our ability to deliver this quality of service on a consistent basis to all clients, regardless of size, every day.

Fund administration services include:



  • Accounting Services

    Ultimus provides comprehensive accounting services for a variety of fund types. These accounting services support investment firms at three distinct levels: portfolio/investment accounting, fund accounting, and partnership/investor accounting. Even if your fund involves complex or unusual fund structures, side pockets, different classes of investors, variable hurdle rates, complicated fee arrangements or multiple types of assets, our experienced accountants are prepared to handle the details.

    In addition, we have experience handling a wide variety of financial instruments including equities, bonds, options, futures, derivatives and much more. By outsourcing your accounting needs to Ultimus, we can ensure that all your accounting operations will be accurate, on time and prepared by skilled professionals.

    The Ultimus Difference

    We hire experienced talent; the majority of our professionals hold either a CPA or an advanced accounting degree, in addition, many obtained “Big 4” audit experience. We have the expertise to deal with the inevitable complexities that occur while managing funds and we are here to support you.

  • Investor Services

    Ultimus provides expert and systematic handling of your fund’s administrative processes. Our comprehensive suite of investor services, includes:

    • Financial Controls on Money Movement
    • Processing Subscriptions and Redemptions
    • Anti-Money Laundering Compliance
    • Distribution and Tracking of Offering Documents
    • Distribution of Investor Reports
    • Online Access to Investor Statements
    • Monitoring ERISA Percentages and Investor Slots

    The Ultimus Difference

    Our team has built a robust control environment, giving you and your investors confidence in the reporting they receive. All services are performed onshore, by Ultimus personnel in our Chicago, Cincinnati, and Denver office locations; we are a full-service private fund solutions provider – all fund accounting, investor services, and treasury services are performed by Ultimus professionals.

  • Treasury Services

    Ultimus’ treasury services revolve around a robust system of financial controls in place to protect the integrity of your fund. This system relies on the principle of joint control (the Fund and Ultimus) on the movement of money and also separation of duties within Ultimus. Moreover, the bank account is held at an institution with elaborate security safeguards and controls.

    Ultimus invests in experienced individuals dedicated to providing outstanding client service and unmatched industry expertise, enabling us to go above and beyond the standard offering of other firms.

    Ultimus’ Treasury Department will perform all banking and funds transfer activities for your fund while allowing you to have the final approval for all disbursements. As with all other aspects of our operation, a series of process driven internal controls insure accuracy and timeliness. We work with a large number of banks to insure the right fit for each of our clients. Banking services include:

    • Bill payments
    • Investor withdrawals
    • Line of Credit (LOC) payments
    • Distribution and Redemption payments
    • Bank account setup
    • Investor capital additions
    • Bank reconciliations

    The Ultimus Difference

    Ultimus’ treasury services revolve around a robust system of financial controls in place to protect the integrity of your fund. This system relies on the principle of joint control (the Fund and Ultimus) on the movement of money and also separation of duties within Ultimus. Moreover, the bank account is held at an institution with elaborate security safeguards and controls. Ultimus invests in experienced individuals dedicated to providing outstanding client service and unmatched industry expertise, enabling us to go above and beyond the standard offering of other firms.

  • Audit & Tax Management Services

    Audit Management Services

    Ultimus will work with your audit firm to determine timing and prepare requirements for items on the Prepared by Client (PBC) list for an audit. From there we will prepare all required schedules, then create and distribute confirmation letters. As needed, we help explain financial transactions and answer audit questions to help ensure the audit is completed timely.

    Tax Preparation Assistance

    Generally, it is most efficient to have your fund’s CPA firm also prepare the K1 forms and state and federal tax returns for the Fund. We will work closely with your tax provider to provide the necessary economic information and data they need.

    The Ultimus Difference

    We’ve built personalized services into the Ultimus culture, right down to our operational structure.Instead of the “call center” approach of most large administrators, we provide each client with dedicated specialists. These professionals devote themselves to each fund, learning its unique aspects to better problem solve and anticipate needs. Most importantly, our teams form strong relationships with each client with whom they work.