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Business Procedures Manual

2.7 General Ledger Accounts - Balance Sheet Accounts

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General Ledger Accounts are used to identify balance sheet classifications, revenue classifications, or expenditure classifications. Balance Sheet accounts include Asset accounts, Liability accounts, and Net Assets and Reserves.

2.7.1 Asset Accounts (1)

Current Assets

11xxxx CASH, CASH EQUIVALENTS, & SHORT TERM INVESTMENTS

Code Description
111xxx Cash on Hand
Funds undeposited at the close of a financial period. This account is to be used when volume of cash handled is large and time limitation prohibits making a deposit. It is normally assumed that all cash received is deposited on a day-to-day basis. See Account 112xxx for Petty Cash.
112xxx Petty Cash
Definite funds established for small purchases, controlled and accounted for as imprest funds, the total composition of which must always equal the amount of the fund. The composition of a Petty Cash Fund usually includes cash, petty cash vouchers representing disbursements from the funds, and checks. Included also in this account would be the various change funds on campus; e.g., Bookstore, Dining Hall, Vending Machines, Change Machines, etc.
1181xx Cash in Bank General Operations-Demand Deposits
Funds deposited in bank(s) for checking purposes.
118200 Control Account – Cash – Interfund Transfers (PSFIN V8)
Funds deposited in bank(s) for interfund transfers for institutions using the GeorgiaFIRST model of PeopleSoft Financials Version 8.9.
1185xx Cash In Bank Payroll-Demand Deposits
Funds deposited in bank(s) for payroll operations.
1191xx Cash In Bank – Time Deposits (Cash Equivalent)
Includes cash in bank(s) placed in short-term interest bearing instruments or saving accounts. Payroll checks to employees are issued from this account.
1193xx Cash In Local Government Investment Pool (LGIP) (Cash Equivalent)
Includes cash placed in the interest-bearing Local Government Investment Pool (State Investment Pool).
1194xx Contracted Investment Pool (Cash Equivalent)
Includes cash placed in the interest-bearing Contracted Investment Pool (BOR Short Term Fund).
1198xx Short Term Investments (90 Days – 13 Months)
Includes cash invested for less than 13 months, including CDs.

12xxxx RECEIVABLES

Code Description
121xxx Student Accounts
Unpaid student fees, tuition, room and board charges, and other expenses on a deferred payment; i.e., vocational rehabilitation, etc.
121x99 Allowance for Doubtful Accounts – Student Accounts
Specifically identified Student Accounts Receivable likely to become uncollectible.
122xxx Receivables – Student Notes
Unpaid student loans secured by promissory notes.
122x99 Allowance for Doubtful Accounts – Student Notes
Specifically identified Student Notes Receivable likely to become uncollectible.
123xxx Receivables – General Appropriation Allotments
State appropriations due at the close of a reporting period.
123x99 Allowance for Doubtful Accounts – Appropriations
Specifically identified Appropriations Receivable likely to become uncollectible.
124xxx Receivables – Federal Funds
Amounts due from federal agencies for earned portions of approved grants, contracts, or programs.
124x99 Allowance for Doubtful Accounts – Grants and Contracts Federal
Specifically identified Federal Funds Receivable likely to become uncollectible.
125xxx Due From Other State Agencies
Receivables due from other state agencies.
125600 Due from GFSIC
Receivables due from GFSIC.
125x99 Allowance for Doubtful Accounts – Grants and Contracts, State and Other
Specifically identified State Funds Receivable likely to become uncollectible.
126xxx Due From Other Funds (Detail)
Amounts of funds loaned temporarily to other fund groups; for example, general funds loaned to Plant Funds group.
1268xx Due from Component Units, Current
Funds due from one or more component units of the College or University. Current portion.
Note: This does not include lease payments.
1269xx Due from Component Units, Noncurrent
Funds due from one or more component units of the College or University. Noncurrent portion.
Note: This does not include lease payments.
127xxx Receivables – Other
Any other receivable not properly classified in the codes listed above.
127x99 Allowance for Doubtful Accounts – Receivables Other
Specifically identified Receivables – Other likely to become uncollectible.
128xxx Clearing Accounts
An intermediate account used when:
1. Reimbursing the payroll bank account and recording payroll expense; or
2. Matching accounting transactions in the primary accounting system to transactions interfaced from another major software system, such as the student information system.

The following accounts have been standardized in this area:
128001 AR Clearing – Retired Employees
Used to match transactions from the payroll system for amounts owed by retired employees*.
128002 AR Clearing – COBRA
Used to match transactions from the payroll system for amounts owed by COBRA participants*.
* Note: For institutions using the GeorgiaFIRST model of the PeopleSoft Financials software, Accounts 128001 and 128002 are populated by the GL interface and the AR interface for retirees and COBRA participants. The GL interface credits the accounts and the AR interface debits the accounts. These accounts should not have manual journal entries made to it.
128003 AR Clearing – Banner
Used to match transactions from the Banner Student System for amounts owed to the institution*
* Note: For institutions using the GeorgiaFIRST model of the PeopleSoft Financials software, Account 128003 is used for payments made through the Banner Student Information System to post these payments into the PeopleSoft AR module, and is populated by the Banner interface and the AR interface. This account should not have manual journal entries made to it.
128998 AR Clearing – Banner Suspense
Used to match transactions from the Banner Student System for amounts owed to the institution*
128999 AR Clearing – Conversion
Used to match transactions from the Banner Student System for amounts owed to the institution*
129xxx Receivables in Subsidiary Ledger
Use this account series for receivables in subsidiary ledgers, such as the PeopleSoft Financials Accounts Receivable module. The following accounts have been standardized in this area:
129010 AR – Retired Employees
Used to record amounts due from retired employees.
129020 AR – COBRA
Used to record amounts due from COBRA participants.
129030 AR – Employees
Used to record amounts due from employees.
129040 AR – Students
Used to record amounts due from students.
129050 AR – Auxiliary Services
Used to record amounts due from Auxiliary Services.
129060 AR – Scholarships
Used to record amounts due the institution related to scholarship transactions.
129070 AR – Leave of Absence
Used to record amounts due to leaves of absence. (Required due to transition to ADP).
129800 AR – Other
Used to record other amounts due the institution.
129x99 Allowance for Doubtful Accounts – Subsidiary Ledger
An estimated value of the Receivables in Subsidiary Ledger likely to become uncollectible.

13xxxx PREPAID ITEMS

Code Description
131xxx Prepaid Rents and/or Leases
Amounts paid in advance on leases or rents of buildings. Use of this account is primarily for situations in Auxiliary Enterprises where it is desired to record the expense in the proper accounting period.
1321xx Prepaid Expenses
Amounts paid in advance for expenses. The expense should be recorded in the proper accounting period by debiting the proper expense account and crediting prepaid expenses.
132160 Employee Prepaid Travel
Amounts paid in advance for employee travel expenses.
132170 Non-Employee Prepaid Travel
Amounts paid in advance for non-employee travel expenses.
1323xx Travel Advance – Employees
Amounts advanced to employees to cover expenses on pre-approved authorizations to travel on institutional business.
1324xx Travel Advance – Student
Amounts advanced to students to cover expenses on pre-approved authorizations to travel on institutional business. Normally, these travel advances are paid from Student Activity or Athletic type funds.
1329xx Other Advances
Includes other advances not covered elsewhere.
133100 Cash Advance – Control
Includes pre-paid items related to cash advances.
139xxx Other Prepaids (Specify)
Includes other prepaids not covered elsewhere.
1391xx P-Card Clearing Account
Used in matching the payment to bank for purchasing card activity to the interface posting from the purchasing card detail.

14xxxx INVENTORIES

Code Description
141xxx Inventories
Office supplies, fuel, building supplies, and other materials not yet charged as expense but carried in stock in general storerooms for future issue. This account is also to include pharmaceutical and dietary foodstuffs as would be unique to a hospital and clinic operation. A physical count of stores should be taken as of June 30th, each year. This account should be adjusted so that it reflects actual dollar amount on hand, and may be adjusted as appropriate to balance with perpetual inventory systems.
142xxx Merchandise For Resale: Merchandise purchased for resale in various units within Auxiliary Enterprises; e.g., food services, bookstores, vending machine operations, etc. A physical count of merchandise for resale should be taken as of June 30th, each year. This account should be adjusted so that it reflects actual dollar amount on hand, and may be adjusted as appropriate to balance with perpetual inventory systems.

Non-Current Assets

15xxxx INVESTMENTS

Code Description
151xxx Government Securities
Cash invested in U.S. Treasury Bills would be classified here.
151100 (xx) US Treasury Investments
Cash invested in other U.S. Treasury investments would be classified here.
151200 (xx) US Agency Investments – Explicitly Guaranteed
Cash invested in explicitly-guaranteed U.S. Agency investments would be classified here.
151300 (xx) US Agency Investments – Implicitly Guaranteed
Cash invested in implicitly-guaranteed U.S. Agency investments would be classified here.
152xxx Common & Preferred Stock
The value of common and preferred stock owned by the institution.
152100 (xx) Common & Preferred Stock - Domestic
The value of domestic common and preferred stock owned by the institution.
152200 (xx) Common & Preferred Stock – International
The value of international common and preferred stock owned by the institution.
152300 (xx) Equity Mutual Fund – Domestic
The value of domestic equity mutual funds owned by the institution.
152400 (xx) Equity Mutual Fund – International
The value of international equity mutual funds owned by the institution.
153xxx Bonds
The value of bonds owned by the institution.
153100 (xx) Bonds – Corporate
The value of bonds owned by the institution.
153200 (xx) Bonds – Municipal Obligation
The value of municipal obligation bonds owned by the institution.
153300 (xx) Bonds – General Obligation
The value of general obligation bonds owned by the institution.
153400 (xx) Bonds – Corporate Mortgage Backed
The value of corporate mortgage-backed bonds owned by the institution.
153500 (xx) Mutual Bond Fund
The value of mutual bond funds owned by the institution.
154xxx Real Estate Mortgages
The value of real estate mortgages owned by the institution.
155xxx Real Estate
The value of real estate owned by the institution.
156xxx University System Buildings
The value of University System buildings owned by the institution.
157xxx Contracted Investment Pool-Non Current
The value of the institution’s share of the University System’s Contracted Investment Pool that is considered non current.
157100 (xx) BOR Investment Pool – Legal Fund
The value of the institution’s share of the Legal Fund of the BOR Investment Pool.
157200 (xx) BOR Investment Pool – Balanced Fund
The value of the institution’s share of the Balanced Income Fund of the BOR Investment Pool.
157300 (xx) BOR Investment Pool – Total Return Fund
The value of the institution’s share of the Total Return Fund of the BOR Investment Pool.
157400 (xx) BOR Investment Pool – Diversified Fund
The value of the institution’s share of the Diversified Fund of the BOR Investment Pool.
157500 (xx) Georgia Extended Asset Pool
The value of the institution’s share of the Georgia Extended Asset Pool.
157900 (xx) Other Investment Pool
The value of the institution’s share of any other investment pool(s).
158xxx Cash – Non-Current
Cash that is externally restricted and cannot be used to pay current liabilities.
158100 (xx) Cash – Non-Current
Cash that is externally restricted and cannot be used to pay current liabilities.
158200 (xx) Cash – Non-Current Short-Term Investments
Cash that is externally restricted and classified as a short-term investment.
159xxx Other Investments
Includes the value of all other investments not recorded elsewhere.
159100 (xx) Other Investments – Bond Equity Mutual Fund
Includes the value of all bond, equity, and mutual fund investments not recorded elsewhere.
159200 (xx) Other Investments – Real Estate Investment Fund
Includes the value of all other real estate investments not recorded elsewhere.
159300 (xx) Other Investments - Cash Surrender Value
Includes the value of the cash surrender value of all other investments not recorded elsewhere.
159400 (xx) Other Investments – CDs - Negotiable
Includes the value of all negotiable Certificates of Deposit investments not recorded elsewhere.
159500 (xx) Other Investments – Repurchase Agreements
Includes the value of all repurchase agreements not recorded elsewhere.
159900 (xx) Other Investments
Includes the value of all other investments not recorded elsewhere.

16xxxx INVESTMENT IN PLANT*

* Note: For institutions using the GeorgiaFIRST model of the PeopleSoft Financials software, these account codes (all 16xxxx codes) are only used in the CAPITAL ledger.

Code Description
161xxx Land & Land Improvements
Includes actual contract price of land purchased and costs incidental to acquisition, preparation, and improvement for use; i.e., appraisal fees, title fees, surveys, razing dilapidated structures, etc. Land is the surface or crust of the earth, which can be used to support structures, and may be used to grow crops, grass, shrubs, and trees. Land is characterized as having an unlimited life (indefinite). Land improvements consist of betterments, site preparation, and site improvements (other than buildings) that ready land for its intended use. The costs associated with improvements to land are added to the cost of the land.
1611xx Leased Land & Land Improvements
Includes Land and Land Improvements otherwise meeting the description of 161xxx, but obtained through capital lease instead of direct purchase. A land lease is a capital lease if the lease transfers ownership to the lessee by the end of the lease term, or meets other qualifying conditions.
162xxx Buildings & Building Improvements
Includes initial costs of buildings plus major additions and renovations. A Building is a structure that is permanently attached to the land, has a roof, is partially or completely enclosed by walls, and is not intended to be transportable or moveable. Building Improvements are capital events that materially extend the useful life of a building or increase the value of a building, or both. Care should be taken to exclude any costs that by definition are to be included in operation and maintenance of physical plant.
1629xx Accumulated Depreciation - Buildings & Building Improvements
Includes the total amount of depreciation expense charged to Buildings & Building Improvements.
163xxx Facilities and Other Improvements
Includes assets (other than general use buildings) built, installed or established to enhance the quality or facilitate the use of land for a particular purpose. Other Improvements are depreciable improvements made to a facility or to land that should be capitalized as a betterment if the improvement is at the capitalization threshold, or the expenditure increases the life or value of the asset by 25% of the original cost or life period.
1639xx Accumulated Depreciation - Facilities and Other Improvements
Includes the total amount of depreciation expense charged to Facilities and other Improvements.
164xxx Library Collections
Includes all costs of books, journals, periodicals, microfilm, microcards, audio/visual media, computer-based information, manuscripts, maps, documents, catalog cards, and similar items that provide information essential to the learning process or which enhance the quality of academic, professional or research libraries.
1649xx Accumulated Depreciation – Library Collections
Includes the total amount of depreciation expense charged to Library Collections.
165xxx Equipment
Fixed or movable tangible assets to be used for operations, the benefits of which extend beyond one year from date of acquisition and rendered into service.
Note: Only equipment having a value of $5,000 or greater shall be capitalized. Equipment having a value of $3,000 to $4,999 shall be expensed, but not capitalized, and tracked in an inventory system.
1659xx Accumulated Depreciation – Equipment
Includes the total amount of depreciation expense charged to Equipment.
166xxx Capital Leases
Leased fixed or movable tangible assets to be used for operations if the lease transfers ownership to the lessee by the end of the lease term, or certain other qualifying conditions.
Note: Only leased machinery and equipment having a value of $5,000 or greater shall be capitalized. Equipment having a value of $3,000 to $4,999 shall be expensed, but not capitalized, and tracked in an inventory system.
1669xx Accumulated Depreciation – Capital Leases
Includes the total amount of depreciation expense charged to Capital Leases.
167xxx Infrastructure
Long-lived capital assets that normally are stationary in nature and can be preserved for a significantly greater number of years than most capital assets. Infrastructure assets are often linear and continuous in nature.
1679xx Accumulated Depreciation-Infrastructure
Includes the total amount of depreciation expense charged to Infrastructure.
168xxx Capitalized Collections
Includes Works of Art, Historical Treasures, and Intangible Assets owned by the institution.
1681xx Works of Art/Historical Treasures
Collections or individual items of significance owned by an institution that are not held for financial gain, but rather for public exhibition, education, or research in furtherance of public service.
1682xx Intangible Assets
Software or Intellectual Property assets that do not necessarily have a physical presence.
168220 Water, Timber, & Mineral Rights and Easements
Includes intangible assets related to water rights, timber rights, mineral rights and easements.
168230 Patents, Trademarks and Copyrights
Includes intangible assets related to patents, trademarks and copyrights
1689xx Accumulated Depreciation - Capitalized Collections
Includes the total amount of depreciation expense charged to Capitalized Collections.
168910 Accum Depn-Software
Accumulated depreciation related to capitalized software.
168920 Accum Depn-Water, Timber & Mineral Rights and Easements
Accumulated depreciation related to capitalized water rights, timber rights, mineral rights and easements.
168930 Accum Depn-Patents, Trademarks and Copyrights
Accumulated depreciation related to capitalized patents, trademarks and copyrights.
169xxx Construction Work In Progress
The economic construction activity status of buildings and other structures, infrastructure, additions, alterations, reconstruction, installation, and maintenance and repairs that are substantially incomplete.
1699xx Software Development in Progress:
The economic development activity status of software development for internal use of the institution. See AICPA SOP-98-1 for further information.

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2.7.2 Liability Accounts (2)

Current Liabilities

21xxxx LIABILITIES - GENERAL

Code Description
2114xx Accounts Payable
Includes all unpaid obligations as evidenced by purchase orders, contracts, and confirmations for materials and services.
211500 Control Acct – Accts Payable – (Expense Module)
Includes all unpaid obligations as evidenced by expense reports and travel authorizations*.
* Note: This account is for institutions using the Travel & Expenses module in the GeorgiaFIRST model of the PeopleSoft Financials software.
211800 Accounts Payable-AR Refunds
211900 Construction Contracts Payable/Construction Retainage Payable
The amount of Construction Contracts Payable and Construction Retainage Payable at the end of the fiscal year. This account will be utilized for GAAP ledger entries at the end of the fiscal year.
211999 Accounts Payable – RSA/Error
Includes all funds from rounding suspense accounts/errors.
2121xx Accrued Expenses – Personal Services
Includes any amounts accrued as of the end of a fiscal period for personal services. It is appropriate to accrue Personal Services on any fraction of a payroll transpiring on and prior to June 30th.
2122xx Accrued Expenses – Non Personal Services
Includes any amounts accrued as of the end of a fiscal period for non personal services.
213xxx Spending Accounts – IRS Section 125
This account functions as a control account for those funds generated from salary reductions of employees electing to participate in the “125” program. A subsidiary account for each participating employee is to be maintained that “books” all transactional detail*. The last three digits of this account are related to the fiscal year; e.g., 009 would be associated with fiscal year 2009.
* Note: Institutions using the GeorgiaFIRST model of the PeopleSoft Financials software will use the detailed accounts specified by calendar year by project support.
214xxx Deposits
Includes receipts for various purposes which institutions may be required to repay in whole or in part. They include deposits for breakage, room rental contracts, keys, library books, and reservations for admission to the institution or to the resident halls.
215xxx Sales Tax Payable
Sales Tax collected and not yet forwarded to the State Department of Revenue.
216xxx Deferred Revenue – Tuition And Fees
Payments made to the institution in advance for tuition and fees of a subsequent period.
217xxx Deferred Revenue – Other
Includes payments made to the institution in advance for services to be rendered in a subsequent period. Examples are amounts collected in advance for services by the infirmary, residence halls, dining halls, and other Auxiliary Enterprises.
Note: Use Account 216000 for advance payment of tuition and fees.
2179xx Deferred Revenue – Research
Includes payments made to the institution in advance for services to be rendered in a subsequent period for Research.
218xxx Due To Other Funds (Detail)
Includes amounts that have been borrowed temporarily from other fund groups and will be repaid.
Note: See Account 126xxx for funds due from other funds.
2188xx Due to Component Units, Current
Funds due to one or more component units of the College or University. Current portion.
Note: This does not include lease payments.
2189xx Due to Component Units, Noncurrent
Funds due to one or more component units of the College or University. Noncurrent portion.
Note: This does not include lease payments.
219xxx Other Liabilities
2191xx Other Liabilities (Detail)
Includes any items not recorded above.
2194xx Other Liabilities – Lease Purchase Obligations
Includes unpaid obligations on Lease Purchase contracts – Current Portion.
2195xx Notes and Loans Payable, Current
Liability for notes and loans incurred by the College or University. Current Portion.
Note: Limited use. Discuss with USO before using.
2198xx Other Liabilities – Banner Clearing
Used for matching accounting transactions in the primary accounting system to transactions interfaced from the Banner Student Information System.
2199xx Other Liabilities – Miscellaneous Clearing
Used for matching accounting transactions in the primary accounting system to transactions interfaced for other major software systems.

22xxxx LIABILTIES – PAYROLL

Code Description
2211xx Payroll Deduction – FICA
Deductions from Employees for FICA taxes.
2215xx Payroll Deduction – FICA/Medicare
Deductions from employees for FICA/Medicare taxes.
2221xx Payroll Deduction – Fed Income Taxes
Deductions from employees for federal income taxes.
2225xx Payroll Deduction – Advanced Income Credit
Payments to employees via payroll for the Advanced Income Credit (a reverse deduction).
2230xx Payroll Deduction – State Taxes
Deductions from employees for state income taxes.
2231xx Payroll Deduction – Other City/Local Taxes
Deductions from employees for other city/local taxes.
224xxx Retirement Deductions
Deductions from employees for contributions to retirement plans.
224031 Payroll Deduction – TIAA ORP
224051 Payroll Deduction – Fidelity ORP
224071 Payroll Deduction – VALIC ORP
224711 Payroll Deduction – Teachers Retirement System
Deductions from employees for contributions to the Teachers Retirement System (TRS).
224721 Payroll Deduction – Optional Retirement Plan
Deductions from employees for contributions to the Optional Retirement Plan (ORP).
224741 Payroll Deduction – Employee Retirement System
Deductions from employees for contributions to the Employee Retirement System (ERS).
224751 Payroll Deduction – GA Defined Contribution Plan
Deductions from employees for contributions to the Georgia Defined Contribution Plan.
225xxx Tax Sheltered Annuity Deductions
Deductions from employees for contributions to Tax Sheltered Annuity (TSA) plans.
225601 Payroll Deduction – 403(b) – Valic
Deductions from employees for contributions to the Valic 403(b) plan.
225602 Payroll Deduction – 403(b) – Fidelity
Deductions from employees for contributions to the Fidelity Investments 403(b) plan.
225603 Payroll Deduction – 403(b) – TIAA CREF
Deductions from employees for contributions to the TIAA CREF 403(b) plan.
225604 Payroll Deduction – 403(b) – American Century
Deductions from employees for contributions to the American Century 403(b) plan.
225605 Payroll Deduction – 403(b) – American Express
Deductions from employees for contributions to the American Express 403(b) plan.
225606 Payroll Deduction – 403(b) – Northern Life
Deductions from employees for contributions to the Northern Life 403(b) plan.
225607 Payroll Deduction – 403(b) – Equitable A
Deductions from employees for contributions to the Equitable A 403(b) plan.
225608 Payroll Deduction – 403(b) – Lincoln
Deductions from employees for contributions to the Lincoln 403(b) plan.
225609 Payroll Deduction – 403(b) – First Investors
Deductions from employees for contributions to the First Investors 403(b) plan.
225610 Payroll Deduction – 403(b) – Peachst Reservs
Deductions from employees for contributions to the Peachstate Reserves 403(b) plan.
225611 Payroll Deduction – 403(b) – NW Life
Deductions from employees for contributions to the Northwestern Life 403(b) plan.
225612 Payroll Deduction – 403(b) – Waddell
Deductions from employees for contributions to the Waddell 403(b) plan.
225613 Payroll Deduction – 403(b) – Mass Mutual
Deductions from employees for contributions to the Massachusetts Mutual 403(b) plan.
225614 Payroll Deduction – 403(b) – GA Emp Def Comp
Deductions from employees for contributions to the Georgia Employee Defined Compensation 403(b) plan.
225615 Payroll Deduction – 403(b) – American Fund
Deductions from employees for contributions to the American Fund 403(b) plan.
225616 Payroll Deduction – 403(b) – American General
Deductions from employees for contributions to the American General 403(b) plan.
225617 Payroll Deduction – 403(b) – Horace Mann
Deductions from employees for contributions to the Horace Mann 403(b) plan.
225618 Payroll Deduction – 403(b) – New England
Deductions from employees for contributions to the New England 403(b) plan.
225619 Payroll Deduction – 403(b) – NY Life
Deductions from employees for contributions to the New York Life 403(b) plan.
225620 Payroll Deduction – 403(b) – Primerica
Deductions from employees for contributions to the Primerica 403(b) plan.
225621 Payroll Deduction – 403(b) – Profess
Deductions from employees for contributions to the Profess 403(b) plan.
225622 Payroll Deduction – 403(b) – Reliastar
Deductions from employees for contributions to the Reliastar 403(b) plan.
225623 Payroll Deduction – 403(b) – Smith Barney
Deductions from employees for contributions to the Smith Barney 403(b) plan.
225624 Payroll Deduction – 403(b) – Unum
Deductions from employees for contributions to the Unum 403(b) plan.
225625 Payroll Deduction – 403(b) – USAA
Deductions from employees for contributions to the USAA 403(b) plan.
225626 Payroll Deduction – 403(b) – Vanguard
Deductions from employees for contributions to the Vanguard 403(b) plan.
225627 Payroll Deduction – 403(b) – VanKampen
Deductions from employees for contributions to the Van Kampen 403(b) plan.
225628 Payroll Deduction – 403(b) – TIAA SRA
Deductions from employees for contributions to the TIAA SRA 403(b) plan.
225629 Payroll Deduction – 403(b) – Janus
Deductions from employees for contributions to the Janus 403(b) plan.
225630 Payroll Deduction – 403(b) – Nationwide
Deductions from employees for contributions to the Nationwide 403(b) plan.
225631 Payroll Deduction – 403(b) – AIG
Deductions from employees for contributions to the AIG 403(b) plan.
225632 Payroll Deduction – 403(b) – ING
Deductions from employees for contributions to the ING 403(b) plan.
225701 Payroll Deduction – 457 – Valic
Deductions from employees for contributions to the Valic 457 plan.
225702 Payroll Deduction – 457 – Fidelity
Deductions from employees for contributions to the Fidelity Investments 457 plan.
225703 Payroll Deduction – 457 – TIAA CREF
Deductions from employees for contributions to the TIAA CREF 457 plan.
225704 Payroll Deduction – 457 – Amer Century
Deductions from employees for contributions to the American Century 457 plan.
225705 Payroll Deduction – 457 – Amer Express
Deductions from employees for contributions to the American Express 457 plan.
225706 Payroll Deduction – 457 – Northern Life
Deductions from employees for contributions to the Northern Life 457 plan.
225707 Payroll Deduction – 457 – Equitable A
Deductions from employees for contributions to the Equitable A457 plan.
225708 Payroll Deduction – 457 – Lincoln
Deductions from employees for contributions to the Lincoln 457 plan.
225709 Payroll Deduction – 457 – First Investors
Deductions from employees for contributions to the First Investors 457 plan.
225710 Payroll Deduction – 457 – Peachstate Reserves
Deductions from employees for contributions to the Peachstate Reserves 457 plan.
225711 Payroll Deduction – 457 – NW Life
Deductions from employees for contributions to the Northwestern Life 457 plan.
225712 Payroll Deduction – 457 – Waddell
Deductions from employees for contributions to the Waddell 457 plan.
225713 Payroll Deduction – 457 – Mass Mutual
Deductions from employees for contributions to the Massachusetts Mutual 457 plan.
225714 Payroll Deduction – 457 – GA Emp Def Comp
Deductions from employees for contributions to the Georgia Employee Defined Compensation 457 plan.
225715 Payroll Deduction – 457 – Am Fund
Deductions from employees for contributions to the American Fund 457 plan.
225716 Payroll Deduction – 457 – Am General
Deductions from employees for contributions to the American General 457 plan.
225717 Payroll Deduction – 457 – Horace Mann
Deductions from employees for contributions to the Horace Mann 457 plan.
225718 Payroll Deduction – 457 – New England
Deductions from employees for contributions to the New England 457 plan.
225719 **Payroll Deduction – 457 – NY Life **
Deductions from employees for contributions to the New York Life 457 plan.
225720 Payroll Deduction – 457 – Primerica
Deductions from employees for contributions to the Primerica 457 plan.
225721 Payroll Deduction – 457 – Profess
Deductions from employees for contributions to the Profess 457 plan.
225722 Payroll Deduction – 457 – Reliastar
Deductions from employees for contributions to the Reliastar 457 plan.
225723 Payroll Deduction – 457 – Smith Barney
Deductions from employees for contributions to the Smith Barney 457 plan.
225724 Payroll Deduction – 457 – Unum
Deductions from employees for contributions to the Unum 457 plan.
225725 Payroll Deduction – 457 – USAA
Deductions from employees for contributions to the USAA 457 plan.
225726 Payroll Deduction – 457 – Vanguard
Deductions from employees for contributions to the Vanguard 457 plan.
225727 Payroll Deduction – 457 – VanKampen
Deductions from employees for contributions to the Van Kampen 457 plan.
225728 Payroll Deduction – 457 – TIAA SRA
Deductions from employees for contributions to the TIAA 457 plan.
225729 Payroll Deduction – 457 – Janus
Deductions from employees for contributions to the Janus 457 plan.
225730 Payroll Deduction – 457 – Nationwide
Deductions from employees for contributions to the Nationwide 457 plan.
225731 Payroll Deduction – 457 – AIG
Deductions from employees for contributions to the AIG 457 plan.
225732 Payroll Deduction – 457 – ING
Deductions from employees for contributions to the ING 457 plan.
225903 Payroll Deduction – GA Higher Ed Svgs Plan
Deductions from employees for contributions to the Georgia Higher Education Savings Plan.
226xxx Insurance Deductions
Deductions from employees for payments for insurance programs.
226901 Payroll Deduction – Blue Choice HMO
Deductions from employees for payments to the Blue Choice HMO program.
226902 Payroll Deduction – Blue Choice Cons Choice
Deductions from employees for payments to the Blue Choice Consumer Choice program.
Note: Discontinue using this account beginning in Calendar Year 2011.
226903 Payroll Deduction – BCBS PPO
Deductions from employees for payments to the BCBS PPO program.
226904 Payroll Deduction – BCBS PPO Cons Choice
Deductions from employees for payments to the BCBS PPO Consumer Choice program.
Note: Discontinue using this account beginning in Calendar Year 2011.
226905 Payroll Deduction – Regents High Deductible
Deductions from employees for payments to the Board of Regents High Deductible program.
226906 Payroll Deduction – Kaiser HMO
Deductions from employees for payments to the Kaiser HMO program.
226907 Payroll Deduction – Kaiser Consumer Choice
Deductions from employees for payments to the Kaiser Consumer Choice program.
Note: Discontinue using this account beginning in Calendar Year 2011.
226908 Payroll Deduction – Regents High Deductible – Self-Funded
Deductions from employees for payments to the Board of Regents Self-Funded High Deduction program.
226909 Payroll Deduction – Regents Indemnity
Deductions from employees for payments to the Board of Regents Indemnity program.
226910 Payroll Deduction – Regents Blue Cross HMO – Self-Funded
Deductions from employees for payments to the Blue Cross Self-Funded HMO program.
226915 Payroll Deduction – Health Savings Account
Deductions from employees for payments to the Health Savings Accounts (HAS).
226920 Payroll Deduction – Tobacco Surcharge
Deductions from employees or dependents who use tobacco.
226951 Payroll Deduction – Basic Life – Regents
Deductions from employees for payments to the Board of Regents Basic Life Insurance program.
226952 Payroll Deduction – Dependent Life – Regents
Deductions from employees for payments to the Board of Regents Dependent Life Insurance program.
226953 Payroll Deduction – Supp Life ADD – Regents
Deductions from employees for payments to the Board of Regents Supplemental Life and AD&D Insurance program.
226961 Payroll Deduction – Dental – Regents
Deductions from employees for payments to the Board of Regents Dental Insurance program.
226972 Payroll Deduction – Dental – Delta
Deductions from employees for payments to the Delta Dental Insurance program.
226974 Payroll Deduction – Long-Term Disability
Deductions from employees for payments to the Long-Term Disability Insurance program.
226977 Payroll Deduction – Short-Term Disability
Deductions from employees for payments to the Short-Term Disability Insurance program.
226978 Payroll Deduction – Group Vision
Deductions from employees for payments to the Group Vision Insurance program.
226981 Payroll Deduction – Prepaid Legal Services
Deductions from employees for payments to the Prepaid Legal Services program.
227xxx Garnishments
Deductions from Employees as mandated by federal or state authorities.
227501 Payroll Deduction – Garnishments
Deductions from employees for garnishment payments.
228xxx Other Payroll Deductions
Deductions from Employees not specified above.
228901 Payroll Deduction – US Savings Bonds
Deductions from employees for United States Savings Bonds.
228911 Payroll Deduction – State Charitable Campaign
Deductions from employees for State Charitable Campaign contributions.
228920 Payroll Deduction – Employee A/R
Deductions from employees for Employee A/R.
228921 Payroll Deduction – AAUP
Deductions from employees for AAUP.
228922 Payroll Deduction – Credit Union
Deductions from employees for the State Employees Credit Union.
228923 Payroll Deduction – Recreation/Fitness/Wellness
Deductions from employees for recreation, fitness, and wellness programs.
228924 Payroll Deduction – Housing/Rental
Deductions from employees for housing and rental programs.
228925 Payroll Deduction – Meal Plan
Deductions from employees for meal plans.
228926 Payroll Deduction – Mobile Phone/PDA
Deductions from employees for mobile phone and PDA plans.
228927 Payroll Deduction – Parking Transit After Tax
Deductions (after tax) from employees for parking and transit programs.
228928 Payroll Deduction – Parking Transit Before Tax
Deductions (before tax) from employees for parking and transit programs.
228931 Payroll Deduction – Alumni
Deductions from employees for alumni associations.
228932 Payroll Deduction – Athletics
Deductions from employees for athletic programs.
228933 Payroll Deduction – Capital Campaign/Annual Giving
Deductions from employees for capital and annual giving campaigns.
229934 Payroll Deduction – Foundation Restricted
Deductions from employees for donations to foundations (restricted).
228935 Payroll Deduction – Foundation Unrestricted
Deductions from employees for donations to foundations (unrestricted).
228941 Payroll Deduction – Uniform Expenses
Deductions from employees for uniform expenses.
228999 Payroll Deduction – Miscellaneous
Deductions from employees for miscellaneous expenses.
229999 ADP Clearing Account – Liabilities
This is a clearing account for payroll liabilities.

23xxxx LIABILITIES – PAYROLL – EMPLOYER MATCHING

Code Description
2311xx Employer Matching – FICA
Liability for employer matching for FICA taxes.
2335xx Employer Matching – FICA/Medicare
Liability for employer matching for FICA/Medicare taxes.
2341xx Retirement – Teachers Retirement System
Liability for employer matching for Teachers Retirement System (TRS).
234111 Employer Payroll Liability – TRS
Liability for employer payroll matching for Teachers Retirement System (TRS).
2342xx Retirement – Employees Retirement System
Liability for employer matching for Employees Retirement System (ERS).
234241 Employer Payroll Liability – Emp Ret Sys
Liability for employer payroll matching for Employees Retirement System (ERS).
2343xx Optional Retirement Plans
Liability for employer matching for Optional Retirement Plans (ORP).
234321 Employer Payroll Liability – Optional Ret Plan
Liability for employer payroll matching for Optional Retirement Plans (ORP).
234335 Employer Payroll Liability – ORP – TIAA
Liability for employer payroll matching for TIAA ORP.
234355 Employer Payroll Liability – ORP – Fidelity
Liability for employer payroll matching for Fidelity ORP.
234655 Employer Payroll Liability – ORP – VALIC
Liability for employer payroll matching for VALIC ORP.
2351xx Insurance Matching
Liability for employer matching for insurance programs.
2359xx Employer Payroll Liability – Health and Insurance Plans
Liability for employer payroll matching for health and insurance programs.
235901 Employer Payroll Liability – Blue Choice HMO
Liability for employer payroll matching for the Blue Choice HMO program.
235902 Employer Payroll Liability – Blue Choice CC
Liability for employer payroll matching for the Blue Choice Consumer Choice program.
Note: Discontinue using this account in Calendar Year 2011.
235903 Employer Payroll Liability – BCBS PPO
Liability for employer payroll matching for the BCBS PPO program.
235904 Employer Payroll Liability – BCBS PPO CC
Liability for employer payroll matching for the BCBS PPO Consumer Choice program.
Note: Discontinue using this account in Calendar Year 2011.
235905 Employer Payroll Liability – Regents High Deductible
Liability for employer payroll matching for the Board of Regents High Deductible program.
235906 Employer Payroll Liability – Kaiser HMO
Liability for employer payroll matching for the Kaiser HMO program.
235907 Employer Payroll Liability – Kaiser CC
Liability for employer payroll matching for the Kaiser Consumer Choice program.
Note: Discontinue using this account in Calendar Year 2011.
235908 Employer Payroll Liability – Regents High Deductible – Self Funded
Liability for employer payroll matching for the Board of Regents Self-Funded High Deduction program.
235909 Employer Payroll Liability – Regents Indemnity
Liability for employer payroll matching for the Board of Regents Indemnity program.
235910 Employer Payroll Liability – Blue Cross HMO – Self-Funded
Liability for employer payroll matching for the Blue Cross Self-Funded HMO program.
235951 Employer Payroll Liability – Basic Life – Regent
Liability for employer payroll matching for the Board of Regents Basic Life Insurance program.

24xxxx LIABILITIES - FUNDS HELD FOR OTHERS

Code Description
241xxx Funds Held for Others
Liability for funds held for others; i.e., Agency funds.
241500 Control Account – Liability – Escheatment Liability
Liability for escheatments*.
* Note: This account is for institutions using the GeorgiaFIRST model of the PeopleSoft Financials software.

25xxxx LIABILITIES - FUNDS FOR DESIGNATED SCHOLARSHIPS

Code Description
251xxx Designated Scholarships
Liability for funds held for designated scholarships.

28xxxx LIABILITIES – COMPENSATED ABSENCES

Code Description
2871xx Compensated Absences – Current
Liability for the current portion value of compensated absences. Includes the value of employee vacation and compensatory time that has not been taken as of June 30th.
Note: In PeopleSoft Financials, this is used only in the GAAP Ledger.

Non-Current Liabilities

29xxxx LIABILTIES – NON-CURRENT

Code Description
2911xx Other Liabilities - Lease Purchase Obligations
Liability for the non-current portion of lease purchase obligations.
291150 GFSIC Payback Bonds
Liability for the non-current portion of GFSIC payback bonds.
2912xx Notes and Loans Payable, Noncurrent
Liability for notes and loans incurred by the College or University. Noncurrent Portion.
Note: Limited use. Discuss with USO before using.
2913xx Deferred Revenue – Other
Liability for the non-current portion of Deferred Revenue – Other.
2914xx Deferred Revenue – Research
Liability for the non-current portion of Deferred Revenue – Research.
2971xx Compensated Absences - Non-Current
Liability for the non-current portion of Compensated Absences. Includes the non-current portion of the value of employee vacation and compensatory time that has not been taken as of the end of the fiscal year. This is used only in the GAAP Ledger.

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2.7.3 Net Assets and Reserves (3)

31xxxx NET ASSETS - INVESTMENT IN PLANT

Code Description
311xxx Investment in Plant
An account in which is shown the total carrying value of plant properties and facilities, net of depreciation and long term debt (debt on capital leases).

32xxxx NET ASSETS - ALLOCATED RESERVES (UNRESTRICTED)

Code Description
321xxx Net Assets-Allocated Reserves (Unrestricted)
Amounts reserved from another Net Asset account(s) that are allocated for specific purposes.
322xxx Inventory Reserves (Unrestricted)
This account is used to reserve funds committed to maintenance of inventories of Stores and Merchandise for Resale.
323xxx Reserves for Renewal and Replacement (Unrestricted)
Amounts appropriated from Unallocated Fund Balance of Auxiliary Enterprises Funds for the purpose of financing extraordinary repairs and replacement of equipment.
329xxx Other Reserves (Unrestricted)
Includes any reserves not properly categorized in accounts 321xxx through 324xxx described above.

34xxxx NET ASSETS - UNALLOCATED SURPLUS (UNRESTRICTED)

Code Description
341xxx Unallocated Net Asset - Prior Year (Unrestricted)
Funds recorded in this account represent excess of revenues over expenditures from prior fiscal years.
342xxx Unallocated Net Asset - Current Year (Unrestricted)
Funds recorded in this account represent excess of revenues over expenditures at the end of a current fiscal year.

36xxxx NET ASSETS - PERMANENT ENDOWMENT (RESTRICTED - NON-EXPENDABLE)

Code Description
360xxx Net Assets - Permanent Endowment (Restricted - Non-Expendable)
This is permanent Endowment Corpus.

37xxxx NET ASSETS - ALLOCATED OTHER (RESTRICTED - EXPENDABLE)

Code Description
371xxx Net Assets - Allocated Other (Restricted - Expendable)
Used where Net assets are Restricted by externally imposed restrictions by creditors, grantors, contributors, laws, or regulations.

38xxxx RESERVES

Code Description
381xxx Reserve for Encumbrances
This account represents the amount of a fund balance set apart to provide for unliquidated encumbrances.
382xxx Reserve for Pre-Encumbrances
This account represents the amount of a fund balance set apart to provide for unliquidated pre-encumbrances.

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