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Business Procedures Manual

Updates and Revisions

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The University System of Georgia (USG), an organizational unit of the State of Georgia, is comprised of thirty-one (31) State-supported member institutions of higher education in Georgia and the University System Office (USO). All institutions within the USG and the USO operate under common statutory and policy requirements. Under Board of Regents’ policy, it is the responsibility of the Treasurer to “see that the institutions in the USG establish and maintain uniform and effective procedures of accounting, budgetary control, internal checks and audits, inventory controls, and business practices and shall advise institutions on all problems of a fiscal or business nature.”

Part of this responsibility is to prepare a business procedures manual to be followed by each institution. The USG Business Procedures Manual was created in 1978; since that time, the USG has grown significantly in both size and complexity. This growth has been attended by many changes in public accounting principles, federal and state requirements for higher education and new technical demands that have made the task of financial and human resources management more challenging in today’s environment. The Business Procedures Manual is updated as business requirements and processes change.

This manual serves several purposes. Primarily, it sets forth the essential procedural components that each institution within the USG must follow to meet both Board of Regents policy mandates and the statutory or regulatory requirements of the State of Georgia and the federal government. Secondly, it is designed to provide new financial and business professionals within the USG the necessary information and tools to perform effectively. Finally, it serves as a useful reference document for seasoned professionals at USG institutions who need to remain current with changes in Board of Regents policy and state law.

While much attention is given to general accounting principles and reporting requirements, the main emphasis of the manual is upon those financial and business procedures and practices that are unique or central to the State of Georgia and the USG.

This manual retains much of the information that existed in previous versions that are still applicable to current operations. The manual has been expanded significantly to address procedures formerly contained in separate documents. Thus, the manual, while focusing on USG procedures, also offers ready access to important policies, statutes and regulations that will aid the business officer in daily duties.

Special thanks and recognition go to the task group that met regularly to discuss, draft, edit, and finally produce this document:

  • Mr. Michael Cole, former Assistant Director for Financial Systems and Services
  • Mr. Fred Cooper, former Assistant Chief Business Officer at Macon State College and Financial Systems Director for the Board of Regents
  • Mr. Phil Raymondo, Communications Professional
  • Mr. Ron Stark, Associate Vice Chancellor for Internal Audit

A project as complex and large as this, however, could not be accomplished without the active participation and contributions of many individuals within the USG. The Board of Regents expresses its gratitude and thanks to the following persons for giving of their time and expertise to this project:

  • Ms. Corlis Cummings, Senior Vice Chancellor for Support Services
  • Ms. Linda Daniels, Vice Chancellor for Facilities Planning
  • Ms. Dee Douglas, Assistant Web Master, Information and Web Services
  • Mr. Robert Elmore, Assistant Director for Business Affairs
  • Ms. Sandra Kisselburg, Accountant III, Internal Audit
  • Mr. Ray Lee, Manager/Webmaster, Information and Web Services
  • Ms. Usha Ramachandran, Assistant Vice Chancellor for Fiscal Affairs and Special Assistant to the Chancellor
  • Ms. Lucy Sirmon, Information Analyst, Enterprise Applications Systems
  • Mr. Randall Thursby, Vice Chancellor for Information Technology and Chief Information Officer
  • Mr. William Wallace, Associate Vice Chancellor for Human Resources
  • Mr. Scott Woodison, IT Audit Manager

Finally, the Board of Regents expresses its appreciation to many others within the University System of Georgia who reviewed early drafts of this document and offered their suggestions on several sections of the manual. The Board is especially grateful to the following for their comments and recommendations:

  • Account Definition Sub-Committee of the Accounting Issues Committee (Debra Lasher, University System Office, chair)
    • Linda Corva, Georgia Perimeter College
    • Traycee Martin, Valdosta State University
    • Mary Ann Simpkins, Georgia State University
    • Henry Spinks, Georgia Institute of Technology
  • Sharon Ellis, Abraham Baldwin Agricultural College
  • Cilla Leed, University System Office
  • Mary L. Lomax, Fort Valley State University
  • Cathy Osborne, State University of West Georgia
  • Lynn Parker, Georgia Perimeter College
  • Patricia C. Wilkins, Georgia College & State University

William R. Bowes
Vice Chancellor for Fiscal Affairs

January 2005

Questions about the Business Procedures Manual may be directed to Fiscal Affairs.

Office of Fiscal Affairs
Board of Regents of the University System of Georgia
270 Washington Street, SW, 6th Floor
Atlanta, Georgia 30334

Tel.: 404-962-3200
Fax: 404-962-3215
http://www.usg.edu/fiscal_affairs/contact_us

The Business Procedures Manual serves several purposes. Primarily, it sets forth the essential procedural components that each institution within the University System of Georgia must follow to meet both Board of Regents policy mandates and the statutory or regulatory requirements of the state of Georgia and the federal government. Secondly, it is designed also to provide new financial, business and human resources professionals within the University System of Georgia the necessary information and tools to perform effectively. Finally, it serves as a useful reference document for seasoned professionals at USG colleges and universities who need to remain current with changes in Board of Regents policy and state law.

Please see the Updates and Revisions page for a list of the most recent changes to this manual.

Date Revised Section
02-25-2016 Section 1 Accounting Principles and Definitions, revised
05-14-2015 Added Section 25 Capital Liability Management & Public Private Venture (PPV) Reporting
02-09-2015 Sections 2, 3, 4, 7, 8, 9, 10, 14, 15, 19, 20, 21,22, Corrected hyperlinks
12-09-2014 Forward, revised
11-13-2014 Section 16.4 Report Wrongdoing, revised
Section 16.5 Ethics and Compliance Reporting Hotlines, added
11-10-2014 Section 4.7.7 Out-of-State Rental of Motor Vehicles, revised
05-20-2014 Section 12, Data Governance and Management, revised
10-19-2012 Section 4.2.1, Authorization For Travel, General Provisions
Section 4.2.3, Employee Authorization for Travel
Section 4.3.5, Approval Requirements
10-18-2012 Section 24.0, Student Fees (added)
10-11-2012 Section 4.4.1, Per Diem Allowance for Meals Associated with Overnight Travel Within Georgia
10-03-2012 Section 4.1.8, High Cost Area
Section 4.3.1, General Reimbursement Procedures and Documentation Requirements - General Provisions
Section 4.4.1, Per Diem Allowance for Meals Associated with Overnight Travel Within Georgia
Section 4.7.2, Commercial Air Transportation
Section 4.7.5, Additional Airline Charges
12-02-2011 Section 8.6, Budget Amendment
Section 8.5, Original Budget
Section 8.3, Tuition and Fees
Section 8.2, Annual Budget Request
Section 8.1, The University System of Georgia Budget
11-28-2011 Section 16.4.4, Institution Triage Committees
Section 16.4.3, Investigation
09-09-2011 Section 5.1.5, COBRA and Retiree Billing
Section 5.3.1, Method of Payment for Compensation
12-21-2010 Section 23.0, Unrelated Business Income (UBI) (added)
Section 2.0, Chart of Accounts
06-25-2010 Section 2.0, Chart of Accounts
06-17-2010 Section 7.0, Capitalization, Section 9.0, Banking and Investments
05-20-2010 Section 22.0, Federal Stimulus Funds
05-17-2010 Section 22.0, Federal Stimulus Funds
05-12-2010 Section 22.0, Federal Stimulus Funds
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