The University System of Georgia (USG) uses a uniform coding scheme for the Chart of Accounts at all institutions. This uniform coding scheme is designed to allow standardized reporting for the entire system. The coding scheme was developed to allow classification of revenues and expenditures in accordance with guidelines developed by the National Association of College and University Business Officers (NACUBO).
The chart of accounts coding scheme is comprised of the following Account Number Segments:
- Fund Group
- Function Code
- Funding Source Code
- Department
- Project Indicator
- Account Code
- Budget Period
These Account Number Segments are not prescribed to be used in any certain order. The accounting software being utilized by the institution will probably determine the order.*
*Note: Since the majority of the USG institutions utilize the PeopleSoft Financials software, this manual will also describe the Account Number Segments (chartfields) as they are referenced within PeopleSoft Financials:
- Fund Group is referenced as “Fund Group”
- Function Code is referenced as “Program Code”
- Funding Source Code is referenced as “Classification Code”
- Department is referenced as “Department”
- Project Indicator is referenced as “Project ID”
- Account Code is referenced as “Account”
- Budget Period is referenced as “Budget Period”
The chart of accounts coding scheme is comprised of the following Account Number Segments.
2.1.1 Fund Group
Fund Group is designated by a 5 digit numeric code. These standard Fund Group codes will be defined in Section 2.2. Institutions may use only the Fund Group Codes defined in this manual.
2.1.2 Function Code
Function Code (PeopleSoft reference Program Code) is designated by a 5 digit numeric code. The Function Code corresponds to functional area as defined by NACUBO. These standard Function Codes will be defined in Section 2.3. Institutions may use only the Function (Program) Codes defined in this manual.
2.1.3 Funding Source Code
Funding Source Code (PeopleSoft reference Classification Code) is designated by a 5 digit numeric code. This classification is used to denote the specific source of funding for both Revenues and Expenditures. These standard Funding Source Codes will be defined later in Section 2.4. Institutions may use only the Funding Source (Classification) Codes defined in this manual, or those published by the University System Office – Budget Department. It should be noted that the requirement for tracking funding source is unique to the State of Georgia and is not a part of NACUBO accounting standards.
2.1.4 Department
Department is designated by a seven digit numeric code. This classification is used to denote the identity of an operating unit or budget unit. The role of Department numbering shall be that of identifying organizational structure. In all instances these digits will be assigned by the institution. There is no attempt within the University System of Georgia to standardize or control department identification.
2.1.5 Project Indicator
Project Indicator (PeopleSoft reference Project ID) is used for the identification of projects, which may be either general or sponsored.*
*Note: The PeopleSoft Financials software allows this chartfield to be up to 10 characters in length.
2.1.6 Account
Account is used for detailed breakdown of types of revenues, expenditures, or balance sheet accounts. Coding for the accounts will be defined in Section 2.7, 2.8, and 2.9. Although most of the codes are standardized, some flexibility is granted the institution for further breakdown where the account code ends in one or more “x” values.
When the account code is depicted in this manual as having one or more “x” values, any numeric digit may be substituted for the “x”.* For example, the Account Code 112xxx Petty Cash may be used as illustrated below:
- 112000 Petty Cash
- 112001 Petty Cash – Business Office
- 112002 Petty Cash – Bookstore
- 112003 Petty Cash – Plant Operations
* Note 1: The PeopleSoft Financials software defines account codes to a lower level than this manual.
* Note 2: Institutions using the GeorgiaFIRST model of the PeopleSoft Financials software should refer to the Chart of Accounts section on the Documentation page of the GeorgiaFIRST Financials web site at http://www.usg.edu/gafirst-fin/documentation/ for additional information about the Chart of Accounts for the GeorgiaFIRST implementation.
2.1.7 Budget Period
Budget Period is the budget year in which revenues, expenses, and encumbrances originate. Budget period coincides with the State of Georgia fiscal year for budget basis accounting. Note that this is not the same as GAAP basis fiscal year.
The Fund Group numbering scheme is standard, and must be used by all USG institutions. If large research institutions need additional fund groups to accomplish internal reporting, approval must be obtained from the Vice Chancellor for Fiscal Affairs at the University System Office (USO) for use of non-standard fund groups. These non-standard fund groups must be mapped into and reported consistent with the standard fund groups.
2.2.1 Current Funds
10xxx EDUCATION and GENERAL
An accounting entity in which are recorded revenues, expenditures, and balances of funds earmarked for current operations of the educational program of the college or university. Restricted revenues and expenditures are to be recorded in Fund Group 20000, separately identified and matched in amount with restricted revenues.
| Code | Description |
|---|---|
| 10000 | State Appropriations This accounting entity should only be used for state appropriated revenue and expenses. |
| 10500 | Tuition This accounting entity should be used only for tuition. |
| 10600 | Other General This accounting entity should be used for any student fees not reported in another fund. |
| 10900 | Appropriations – Federal Stimulus This accounting entity should be used for all Federal Stimulus funds that are received through the State Appropriation process starting in FY 2010. |
11xxx OTHER ORGANIZED ACTIVITIES
A series of accounting entities provided to record revenues, expenditures, and fund balances of specific programs unique to the State of Georgia. Only those units responsible for the operation of the activities included in this group shall make use of these codes.
| Code | Institution/Agency |
|---|---|
| 11021 | Georgia Tech Research Institute |
| 11023 | Center for Assistive Technology and Environmental Access |
| 11024 | Advanced Technology Development Center |
| 11027 | Agricultural Research |
| 11240 | Student Educational Enrichment |
| 11300 | Experiment Stations |
| 11310 | Cooperative Extension Service |
| 11320 | Forestry Research |
| 11325 | OOA – Forestry Cooperative Extension |
| 11330 | Marine Extension Service |
| 11340 | Marine Institute - UGA |
| 11350 | Minority Business Enterprises |
| 11360 | Veterinary Medicine Agricultural Research |
| 11370 | Veterinary Medicine Teaching Hospital |
| 11380 | Veterinary Medicine Experiment Station |
| 11390 | Athens/Tifton Veterinary Laboratories |
| 11810 | Skidaway Institute |
| 11920 | University System Office |
| 11921 | University System Office - State Appropriations Delivery |
| 11922 | University System Office - Health Reporting |
| 11930 | Public Libraries |
| 11940 | State Medical Education Board |
12000 AUXILIARY ENTERPRISES FUNDS
An accounting entity in which are recorded revenues, expenditures, and balances of the various business operations conducted on a campus which have as their expressed purpose the provision of services to students, faculty, and staff. Revenue is directly related to costs but not necessarily equal per operating unit. However, revenues must be sufficient to cover costs on an overall basis, including funding the reserve for depreciation. This accounting entity is a Business Enterprise Activity that must be self-supporting in overall operations. The depreciation policy in this fund group must result in funds becoming available for property replacement.
| Code | Description |
|---|---|
| 12210 | Auxiliary Housing An accounting entity used for expenditures of funds for institution-owned housing. |
| 12220 | Auxiliary Food Services An accounting entity used for funds expended to provide food service to students, faculty, and staff. |
| 12230 | Auxiliary Stores and Shops An accounting entity used for funds expended to provide for the operation stores and shops such as bookstores, gift shops, uniform stores, etc. |
| 12240 | Auxiliary Health Services An accounting entity used for funds expended to provide for the operation of clinics and other health services. |
| 12250 | Auxiliary Transportation and Parking An accounting entity used for funds expended to provide for the operation campus transportation systems. |
| 12260 | Auxiliary Plant Operations |
| 12270 | Auxiliary Other Organizations An accounting entity used for those funds expended that cannot be logically categorized in any other defined function. |
| 12280 | Athletics An accounting entity used for those funds expended to provide for the operation of an intercollegiate athletics program. |
13000 STUDENT ACTIVITIES FUNDS
An accounting entity in which are recorded the revenues, expenditures, and balances of the student activities program.
14000 DEPARTMENTAL SALES AND SERVICES REVENUES AND EXPENDITURES
Georgia Code 20-3-86 allows for Departmental Sales and Services (DSS) year-end fund balances to be exempt from state law concerning lapsable funds. DSS Revenues and Expenditures shall be contained in Fund Group 14000.*
* Note: Institutions not using the GeorgiaFIRST model of the PeopleSoft Financials software may use some other acceptable means that allows for reporting of net operating balances at year-end.
Departmental Sales and Services revenues and expenditures, which include Continuing Education, have the following characteristics:
- Activity should generally be self-supporting.
- Activity should not normally use State appropriated funds.
- Revenue and associated expenses for each DSS activity should be readily identifiable; e.g., by class code, department, project indicator, etc.
- At least 50% of the revenue source must be from external sources; e.g., student, faculty, staff, general public, grantors, other institutions/agencies, etc.
Note: Revenues classified as Quasi-Revenue are definitely not Departmental Sales and Services.
Institutions should use the appropriate class codes to distinguish DSS activities/programs. Classification codes are listed under section 2.4.2. If there are multiple activities within a class code, such as print shop, post office, etc., each one should be distinguished by department or project indicator.
Continuing Education revenues for Fund Group 14000 shall include only those fees collected for the purpose of providing non-credit instructional courses and programs designed primarily to meet the educational needs of professional and non-traditional students, as defined in section 5.1, section 7.3.1.6 and section 7.3.2.2 of the BoR Policy Manual.
Tuitions collected for regular instructional programs, which are subject to approval by the Board of Regents, and state general fund appropriations shall not be included in Fund Group 14000. The tuition categories are defined in sections 7.3.1.1 through 7.3.1.5 of the BoR Policy Manual.
Each institution shall report annually on year-end balances of available funds in Departmental Sales and Services and how they will be used to meet institutional needs. This report will be in a format to be prescribed by the Vice Chancellor for Fiscal Affairs and Treasurer. All reporting, including submission of data to the USO Financial Information System, from these systems must contain appropriate fund group identification.
15000 INDIRECT COST RECOVERY AND ADMINISTRATIVE COST ALLOWANCE REVENUES AND EXPENDITURES
Georgia Code 20-3-86 allows for indirect cost recovery year-end fund balances to be exempt from state law concerning lapsable funds. Indirect Cost Recovery Revenues and Expenditures shall be contained in Fund Group 15000.* Indirect Cost Recovery Revenues that are contained in Fund 10000 are subject to lapsing.
* Note: Institutions not using the GeorgiaFIRST model of the PeopleSoft Financials software may use some other acceptable means that allows for reporting of net operating balances at year-end. All reporting, including submission of data to the USO Financial Information System, from these systems must contain appropriate fund group identification.
Revenues for Fund Group 15000 may include:
Reimbursements to institutions that represent a percentage of direct costs charged to federal, state and other grants and contracts for administrative expenses including depreciation and use allowances, operations and maintenance, general administration, departmental administration, library and student services. These revenues must be reconcilable back to the original grant or contract*.
* Note: Institutions using the GeorgiaFIRST model of the PeopleSoft Financials software must include the project indicator in the transactions for revenues.
Administrative cost allowance (ACA) that represents a fixed amount per financial aid recipient or a percentage of financial aid expenditures related to campus administered financial aid programs, such as Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, Federal Work-Study and Federal Perkins Loan programs. ACA funds may only be used to offset administrative costs of these programs.
All indirect cost recovery and ACA revenues and expenditures against those revenues should be recorded using this fund code in order that institutions can carry forward funds. Each institution shall report annually on year-end balances of available funds in indirect cost recovery and how they will be used to meet institutional needs. This report will be in a format to be prescribed by the Vice Chancellor for Fiscal Affairs and Treasurer.
16000 TECHNOLOGY FEE REVENUES AND EXPENDITURES
Georgia Code 20-3-86 allows for Technology Fee year-end fund balances to be exempt from state law concerning lapsable funds. Technology Fee Revenues and Expenditures shall be contained in Fund Group 16000*.
* Note: Institutions not using the GeorgiaFIRST model of the PeopleSoft Financials software may use some other acceptable means that allows for reporting of net operating balances at year-end. All reporting, including submission of data to the USO Financial Information System, from these systems must contain appropriate fund group identification.
Revenues for Fund Group 16000 includes only those fees collected from the mandatory technology fee provided for under section 7.3.2.1 of the BoR Policy Manual.
All technology fee revenues and expenditures against those revenues must be recorded using this fund code in order that the institutions can carry forward funds. Each institution shall report annually on year-end balances of available funds in technology fees and how they will be used to meet institutional needs in accordance with the guidelines established for technology fees. This report will be in a format to be prescribed by the Vice Chancellor for Fiscal Affairs and Treasurer.
20000 RESTRICTED EDUCATIONAL and GENERAL
An accounting entity in which are recorded restricted revenues, expenditures, and balances of funds earmarked for current operations of the educational program of the Institution. Restricted expenditures are to separately identified and matched in amount with restricted revenues.
21xxx RESTRICTED OTHER ORGANIZED ACTIVITIES
A series of accounting entities provided to record restricted revenues, expenditures, and fund balances of specific programs unique to the State of Georgia. Only those units responsible for the operation of the activities included in this group shall make use of these codes.
| Code | Institution/Agency/Program |
|---|---|
| 21021 | Georgia Tech Research Institute |
| 21023 | Center for Assistive Technology and Environmental Access |
| 21024 | Advanced Technology Development Center |
| 21027 | Agricultural Research |
| 21240 | Student Educational Enrichment |
| 21300 | Experiment Stations |
| 21310 | Cooperative Extension Service |
| 21320 | Forestry Research |
| 21325 | ROOA – Forestry Cooperative Extension |
| 21330 | Marine Extension Service |
| 21340 | Marine Institute - UGA |
| 21350 | Minority Business Enterprises |
| 21360 | Veterinary Medicine Agricultural Research |
| 21370 | Veterinary Medicine Teaching Hospital |
| 21380 | Veterinary Medicine Experiment Station |
| 21390 | Athens/Tifton Veterinary Laboratories |
| 21810 | Skidaway Institute |
| 21920 | University System Office |
| 21921 | University System Office - State Appropriations Delivery |
| 21922 | University System Office - Health Reporting |
| 21930 | Public Libraries |
| 21940 | State Medical Education Board |
2.2.2 Public Trust Funds
30000 FEDERAL LOAN FUNDS
An accounting entity in which are recorded receipts, disbursements, and balances of funds, which are to be loaned to students. This fund group houses funds that are predominately federally funded.
31000 INSTITUTIONAL LOAN FUNDS
An accounting entity in which are recorded receipts, disbursements, and balances of funds, which are to be loaned to students. This fund group houses funds that are predominately funded by the institution.
40000 ENDOWMENT FUNDS
An accounting entity containing funds which a donor or an outside agency has stipulated, as a condition of the gift, that the principal is to remain intact and only the income derived from investment of the funds may be expended.
41000 TERM ENDOWMENT FUNDS
An accounting entity containing funds that are recorded as temporarily restricted net assets because their expendability is restricted by donors for a period of time. During that time, the resources are temporarily restricted. At the time specified in the agreement, funds are released from the temporary restrictions, either for institutional purposes, which may be restricted or unrestricted, or to the donor or some beneficiary designated by the donor.
Note: Also refer to Section 19.3, Gifts and Donations, for more information.
42000 QUASI ENDOWMENT FUNDS
An accounting entry containing Board-designated funds that are treated like an endowment where only earnings are used. The principal is not permanently restricted as is the case with endowment funds, but it is the plan of the Board to use only the investment earnings from the fund for current programs. The intention is to provide a growing source of additional unrestricted income. This is consistent with many donors’ wishes to support programs for the long run. The principal is increased annually by the amount of bequest donations received over the budgeted amount.
Quasi Endowment funds may be either Unrestricted or Restricted. Unrestricted Quasi-endowment funds are unrestricted funds that have been designated by the Board for long-term investment. The income from these investments is for unrestricted purposes. The Board can, at any time, approve expenditures of these invested funds for unrestricted use.
Restricted Quasi-Endowment Funds are expendable Restricted Funds that have been designated by the Board for long-term investment. The income from these investments is restricted to specific operating purposes which the donor has specified. The Board can, at any time, approve expenditures of these invested funds in accordance with specific donor restrictions.
2.2.3 Plant Funds
50000 UNEXPENDED PLANT FUNDS
An accounting entity in which the funds derived from internal and external sources are to be used for construction, maintenance, and/or acquisition of Capital Assets. The intended use of fund 50000 is to allow construction funds to be set aside for future use. When assets are purchased, the money should be transferred to the appropriate fund (i.e. fund 10000 for Educational and General assets, 12000 for Auxiliary assets, etc.) and the assets should be purchased from that fund. An alternative is to transfer assets to the appropriate fund when placed in service.
52000 INVESTMENT IN PLANT FUNDS
An accounting entity in which is displayed the book value of Capital Assets owned or in control of the various units of the university system. This fund contains all E & G buildings that cannot be associated with other funds. This fund is used in the Capital ledger only.
2.2.4 Agency Funds
60000 AGENCY-FUNDS ON DEPOSIT
An accounting entity that contains funds received and administered for others. Disposition of these funds are in accord with designations and instructions of the entity for which the institution is serving as agent.
61000 AGENCY-DESIGNATED SCHOLARSHIPS
An accounting entity that contains funds for designated scholarships. These funds are primarily provided by entities other than the institution, and the institution does not make the determination of who receives the scholarship.
62000 AGENCY-PAYROLL OPERATIONS
An accounting entity that contains funds resulting from the accounting for payroll deductions and/or payroll matching funds.
2.2.5 Retiree Health Benefit Fund
90000 RETIREE HEALTH BENEFIT FUND (USO ONLY)
An accounting entity that contains funds maintained by the USO for the Retiree Health Benefit Fund approved by the state Legislature.
(PeopleSoft Financials - Program)
The use of the function and sub-function codes is required when recording an expenditure in all fund groups, and is also required when recording a revenue in the Auxiliary Enterprises Fund Group. Function and sub-function codes are standardized, and institutions may utilize only the function and sub-function codes that are defined in this section. The charts on the following two PDF pages illustrate the overall coding structure used for function and sub-function. Definitions for the function and sub-function codes begin with Section 2.3.1.
Functional Categories - All Except Auxiliary Enterprises
Functional Categories - Auxiliary Enterprises
2.3.1 Function and Sub-Function Codes for All Fund Groups except Auxiliary Enterprises
11xxx INSTRUCTION
This function code shall include expenditures for all activities that are a part of the Institution’s conventional academic subdivisions, including remedial instruction. The sub-function codes are as follows:
| Code | Description |
|---|---|
| 11100 | General Academic Instruction This sub-function includes expenses for formally organized and/or separately budgeted instructional activities that are carried out during the academic year and offered for credit as part of a formal post-secondary education degree or certificate program. |
| 11110 | Instruction (Cost Sharing) This sub-function was established to track and report cost sharing to various federal agencies and to be able to identify those expenses when preparing the Facilities and Administrative rate proposal. |
| 11200 | Vocational/Technical Instruction This sub-function includes expenses for formally organized and/or separately budgeted vocational/technical instructional activities that are carried out during the academic year and offered for credit as part of a formal postsecondary education degree or certificate program. This is usually associated with IPEDS instructional program categories. |
| 11300 | Community Education This sub-function includes expenses for formally organized and/or separately budgeted instructional activities that do not generally result in credit toward any formal postsecondary degree or certificate. |
| 11400 | Preparatory/Remedial Instruction This sub-function includes expenses for formally organized and/or separately budgeted instructional activities that give students the basic knowledge and skills required by the institution before they can undertake formal academic course work leading to a postsecondary degree or certificate. |
12xxx RESEARCH
This function code shall include all expenditures for activities specifically organized to produce research outcomes. The research category includes all expenses for activities specifically organized to produce research, whether commissioned by an agency external to the institution or separately budgeted by an organizational unit within the institution. Subject to these conditions, the category includes expenses for individual and/or project research as well as that of institutes and research centers.
This category does not include all sponsored programs nor is it necessarily limited to sponsored research, since internally supported research programs, if separately budgeted, would be included in this category. Expenses for departmental research that are separately budgeted are included in this category. However, the research category does not include expenses for departmental research that are not separately budgeted. Such expenses are included in the instructional category.
The sub-function codes are as follows:
| Code | Description |
|---|---|
| 12100 | Individual or Project Research This sub-function includes expenses for research activities that are managed within academic departments. |
| 12110 | Research (Cost Sharing) This sub-function is used to track and report cost sharing to various federal agencies and to be able to identify those expenses when preparing the Facilities and Administrative rate proposal. |
| 12200 | Institutes and Research Centers This sub-function includes expenses for research activities that are part of a formal research organization created to manage a number of research efforts. |
13xxx PUBLIC SERVICE
This function code shall include all expenditures for activities that are established primarily to provide non-instructional services to individuals and groups external to the Institution. The sub-function codes are as follows:
| Code | Description |
|---|---|
| 13100 | Community Services This sub-function includes expenses for activities organized and carried out to provide general community services, excluding instructional activities. |
| 13110 | Community Services (Cost Sharing) This sub-function is used to track and report cost sharing to various federal agencies and to be able to identify those expenses when preparing the Facilities and Administrative rate proposal. |
| 13200 | Cooperative Extension Services This sub-function includes expenses for non-instructional public service activities established as the result of cooperative extension efforts between the institution and outside agencies. |
| 13300 | Public Broadcasting Services The sub-function includes expenses for operation and maintenance of broadcasting services operated outside the context of the institution’s instruction, research, and academic support programs. |
14xxx ACADEMIC SUPPORT
This function code shall include those funds expended primarily to provide support services for the institution’s primary missions: instruction, research, and public service. The sub-functions, and appropriate codes, are as follows:
| Code | Description |
|---|---|
| 14100 | Libraries This sub-function includes expenses for organized activities that directly support the operation of a catalogued or otherwise classified collection. |
| 14200 | Museums and Galleries This sub-function includes expenses for organized activities that provide for the collection, preservation, and exhibition of historical materials, art objects, scientific displays, etc. |
| 14300 | Educational Media Services This sub-function includes expenses for organized activities providing audiovisual and other services that aid in the transmission of information in support of the institution’s instruction, research, and public service programs. |
| 14400 | Academic Computing Support This sub-function includes expenses for formally organized and/or separately budgeted academic support information technology. |
| 14500 | Ancillary Support This sub-function includes expenses for organized activities that provide support services to the three primary programs of instruction, research, and public service, but are not appropriately classified in the previous subcategories. |
| 14600 | Academic Administration This sub-function includes expenses for activities specifically designed and carried out to provide administrative and management support to the academic programs. |
| 14700 | Academic Personnel Development This sub-function includes expenses for activities that provide the faculty with opportunities for personal and professional growth and development to the extent that such activities are formally organized and/or separately budgeted. |
| 14800 | Course and Curriculum Development This sub-function includes expenses for activities established either to significantly improve or to add to the institution’s instructional offerings, but only to the extent that such activities are formally organized and/or separately budgeted. |
15xxx STUDENT SERVICES
This function shall include funds expended for all those activities whose primary purpose is to contribute to the physical, social, and cultural welfare of students. The sub-functions, and appropriate codes, are as follows:
| Code | Description |
|---|---|
| 15100 | Student Services Administration This sub-function includes expenses for organized administrative activities that provide assistance and support (excluding academic support) to the students. |
| 15200 | Social and Cultural Development This sub-function includes expenses for organized activities that provide for students’ social and cultural development outside the formal academic program. |
| 15300 | Counseling and Career Guidance This sub-function includes expenses for formally organized placement, career guidance, and personal counseling services for students. |
| 15400 | Financial Aid Administration This sub-function includes expenses for activities that provide financial aid services and assistance to students. |
| 15500 | Student Admissions This sub-function includes expenses for activities related to the identification of prospective students, the promotion of attendance at the institution, and the processing of applications for admission. |
| 15600 | Student Records/Registrar This sub-function includes expenses for activities to maintain, handle and update records for students. |
| 15700 | Student Health Services (when not an Auxiliary Enterprises operation) This sub-function includes expenses for organized student health services that are not self-supporting. Health services that are self-supporting are reported as auxiliary enterprises. |
| 15900 | Student Activities Program This sub-function includes expenses of the Student Activities Program. |
| 15910 | Intramural Athletics This sub-function includes expenses for support of intramural sports. |
| 15920 | Social and Entertainment Activities This sub-function includes expenses for support of Student Social and Entertainment Activities. |
| 15930 | Student Government This sub-function includes expenses for support of Student Government Programs. |
| 15940 | Student Publications This sub-function includes expenses for Student Publications. |
| 15990 | Other Student Services This sub-function includes expenses that cannot be logically categorized in any other Student Services function. |
16xxx INSTITUTIONAL SUPPORT
This function shall include expenditures that provide activities whose primary purpose is general operational support of the institution. The sub-functions, and appropriate codes, are as follows:
| Code | Description |
|---|---|
| 16100 | Executive Management This sub-function includes expenses for all central, executive-level activities concerned with management and long-range planning for the entire institution. |
| 16200 | Fiscal Operations This sub-function includes expenses for operations related to fiscal control and investments. |
| 16300 | General Administration and Logistical Services This sub-function includes expenses for activities related to general administrative operations and services. |
| 16400 | Administrative Computing Support This sub-function includes expenses for formally organized and/or separately budgeted administrative information technology. |
| 16500 | Public Relations This sub-function includes expenses for activities to maintain relations with the community, alumni, or other constituents. |
| 16600 | Development This sub-function includes expenses to conduct activities related to institution-wide development and fund raising. |
| 16700 | General Institutional This sub-function includes expenses that cannot be logically categorized in any other Institutional Support function. |
17xxx PLANT OPERATIONS & MAINTENANCE
This function shall include all expenditures of funds for the operation, maintenance, and procurement of assets of the educational plant. The sub-functions, and appropriate codes, are as follows:
| Code | Description |
|---|---|
| 17100 | Physical Plant Administration This sub-function includes expenses for administrative activities that directly support physical plant operations. |
| 17200 | Building Maintenance This sub-function includes expenses for activities related to routine repair and maintenance of buildings. |
| 17300 | Custodial Services This sub-function includes expenses related to custodial services in buildings. |
| 17400 | Utilities This sub-function includes expenses related to heating, cooling, light and power, gas, water, and any other utilities. |
| 17500 | Landscape and Grounds Maintenance This sub-function includes expenses related to the operation and maintenance of landscape and grounds. |
| 17600 | Plant Funds This sub-function shall include expenditures in the context of Plant Funds as indicated below: |
| 17610 | Land This sub-function shall include those funds expended to purchase land, including incidental costs such as appraisal fees, title fees, legal fees, surveys, razing dilapidated structures, etc. |
| 17620 | Buildings This sub-function shall include those funds expended to purchase buildings, or to provide major additions and renovations. |
| 17630 | Improvements – Non-Buildings This sub-function shall include those funds expended for various land improvements and for other campus installations not properly classified as buildings. Examples would be landscaping, walkways, roadways, parking lots, markers, utility installations, etc. |
| 17640 | Library Collections This sub-function shall include those funds expended to purchase books, periodicals, microfilm, micro cards, catalog cards, and other material making up the collection of resource material maintained in a library. |
| 17650 | Equipment This sub-function shall include expenditures for items of material value and of long enough life to be classified as equipment. See the definition of equipment in Section 2.9.4 on page 92. |
| 17660 | Construction Work in Progress This sub-function shall include expenditures for construction projects that will become a capitalizable asset(s) when completed. |
| 17670 | Expenditures - Non Capitalized This sub-function shall include those expenditures that have been funded in the context of Plant Funds, but do not meet the definition of “capital expenditures.” |
| 17680 | Authority Lease Rentals This sub-function shall include funds expended in payment of Authority Lease Rentals. |
| 17800 | Safety and Security This sub-function shall include funds expended in payment of safety and security expenditures. |
18xxx SCHOLARSHIPS AND FELLOWSHIPS
This function includes expenditures of funds provided for outright grants and stipends to students enrolled in credit or non-credit courses. This function shall be used except where another function more appropriately describes the cost, such as Athletic Scholarships that should be classified in Auxiliary Enterprises using function 28xxx Athletics.
| Code | Description |
|---|---|
| 18100 | Scholarships This sub-function includes grants-in-aid, trainee stipends, tuition and fee waivers, and prizes to undergraduate students. |
| 18200 | Fellowships This sub-function includes grants-in-aid and trainee stipends to graduate students. It does not include funds for which services to the institution must be rendered, such as payments for teaching. |
19xxx TRANSFERS
| Code | Description |
|---|---|
| 19100 | Mandatory Transfers This sub-function includes transfers that are mandated by an external entity, such as the Federal government. |
| 19200 | Non-Mandatory Transfers This sub-function includes transfers that are not mandated by an external entity. |
2.3.2 Function and Sub-Function Codes for the Auxiliary Enterprises Fund Group
An auxiliary enterprise exists to furnish goods or services to students, faculty, staff, other institutional departments, or incidentally to the general public, and charges a fee directly related to, although not necessarily equal to, the cost of the goods or services. Auxiliary enterprises are managed as essentially self-supporting activities. These functional codes are provided for the proper classification within the Auxiliary Enterprises Fund Group. The sub-functions, and appropriate codes, are as follows:
Note: R & R denotes Reserve for Renewal and Replacement.
2xxxx AUXILIARY ENTERPRISES
21xxx HOUSING
This function includes expenditures of funds for institution-owned housing.
| Code | Description |
|---|---|
| 21100 | Student Housing This sub-function includes expenditures of funds for providing housing for students. |
| 21199 | Student Housing (R & R) This sub-function is used to classify renovation and repair projects within the Student Housing function. |
| 21200 | Faculty and Staff Housing This sub-function includes expenditures of funds for providing housing for Faculty and Staff. |
| 21299 | Faculty and Staff Housing (R & R) This sub-function is used to classify renovation and repair projects within the Faculty and Staff Housing function. |
22xxx FOOD SERVICES
This function shall include those funds expended to provide food service to students, faculty, and staff.
| Code | Description |
|---|---|
| 22100 | Cafeteria This sub-function shall include those funds expended to provide cafeteria food service to students, faculty, and staff. |
| 22199 | Cafeteria (R & R) This sub-function is used to classify renovation and repair projects within the Cafeteria function. |
| 22200 | Snack Bars This sub-function shall include those funds expended to provide snack bar food service to students, faculty, and staff. |
| 22299 | Snack Bars (R & R) This sub-function is used to classify renovation and repair projects within the Snack Bar function. |
23xxx STORES AND SHOPS
| Code | Description |
|---|---|
| 23100 | Stores and Shops This sub-function shall include those funds expended to provide for the operation stores and shops such as bookstores, gift shops, uniform stores, etc. |
| 23199 | Stores and Shops (R & R) This sub-function is used to classify renovation and repair projects within the Stores and Shops function. |
24xxx HEALTH SERVICES (When not a Student Services Operation)
| Code | Description |
|---|---|
| 24100 | Health Services This sub-function shall include those funds expended to provide for the operation of clinics and other health services. |
| 24199 | Health Services (R & R) This sub-function is used to classify renovation and repair projects within the Health Services function. |
25xxx TRANSPORTATION AND PARKING
This function shall include those funds expended to provide for the operation of campus transportation and parking.
| Code | Description |
|---|---|
| 25100 | Campus Transportation This sub-function shall include those funds expended to provide for the operation campus transportation systems. |
| 25199 | Campus Transportation (R & R) This sub-function is used to classify renovation and repair projects within the Campus Transportation function. |
| 25200 | Campus Parking This sub-function shall include those funds expended to provide for the operation of campus parking. |
| 25299 | Campus Parking (R & R) This sub-function is used to classify renovation and repair projects within the Campus Parking function. |
26xxx AUXILIARY PLANT OPERATIONS
| Code | Description |
|---|---|
| 26100 | Ops & Maint-Auxiliary Plant |
| 26199 | Ops & Maint-Auxiliary Plant (R & R) |
27xxx OTHER ORGANIZATIONS
| Code | Description |
|---|---|
| 27100 | Other Service Units This sub-function shall include those funds expended that cannot be logically categorized in any other defined function. |
| 27199 | Other Service Units (R & R) This sub-function is used to classify renovation and repair projects within the Other Service Units function. |
28xxx ATHLETICS
| Code | Description |
|---|---|
| 28100 | Intercollegiate Athletics This sub-function shall include those funds expended to provide for the operation of an intercollegiate athletics program. |
| 28199 | Intercollegiate Athletics (R & R) This function is used to classify renovation and repair projects within the Intercollegiate Athletics function. |
29xxx TRANSFERS – AUXILIARY ENTERPRISES
| Code | Description |
|---|---|
| 29100 | Mandatory Transfers This sub-function is used in Auxiliary Enterprises to classify transfers mandated by an external entity, such as the Federal Government. |
| 29200 | Non-Mandatory Transfers This sub-function is used in Auxiliary Enterprises to classify transfers not mandated by an external entity |
32xxx PATIENT CARE
32000 PATIENT CARE
This function shall include those funds expended for Patient Care in a hospital operated by the institution. It is not intended for use for student health services.
(PeopleSoft Financials – Classification)
This part of the account number is to serve as an indicator of the source of funding. The breakdown of the funding source for Student Fees has been further subdivided to provide classifications for revenues by semester and by graduate/undergraduate level. Funding source is used in both revenues and expenditures.
Each institution shall develop a system of departments that will properly embrace its organization. There is no standardization within the USG of coding for departments. Due to differing sizes and organizational structures of the various institutions, it would not be possible to have standardized department numbers. Standardized reporting is facilitated through the use of standardized function and sub-function codes, as noted in section 2.3.
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.
(PeopleSoft Financials - Project ID)
The Project Indicator is used for identifying sponsored projects/grants. The Project Indicator should be used in Revenue and Expenditure coding for sponsored transactions, and may also be used, if desired, in coding for Balance Sheet transactions. Additionally, the Project Indicator may be used in coding for non-sponsored projects. This will provide additional functionality in tracking expenditures for special purposes.
2.4.1 General Operations (1xxxx)
This source of funding indicates that the funding came from State Appropriations, Student Fees, or other general revenues. Note that this does not include revenues from Departmental Sales and Services and from Sponsored Operations. The sub-functions, and appropriate codes, are as follows:
11xxx GENERAL OPERATIONS - GENERAL
| Code | Description |
|---|---|
| 11000 | General Operations – General |
| 11510 | General Operations – Special Purpose – RPG |
| 11520 | General Operations – Special Purpose – Nursing Instruction |
| 1198x | Fees Undergraduate |
| 11981 | Fees Fall Semester – Undergraduate (Revenue coding only) |
| 11982 | Fee Waivers Fall Semester-Undergraduate (Revenue coding only) |
| 11983 | Fees Spring Semester – Undergraduate (Revenue coding only) |
| 11984 | Fee Waivers Spring Semester – Undergraduate (Revenue coding only) |
| 11985 | Fees Summer Semester – Undergraduate (Revenue coding only) |
| 11986 | Fee Waivers Summer – Undergraduate (Revenue coding only) |
| 1199x | Fees Graduate |
| 11991 | Fees Fall Semester – Graduate (Revenue coding only) |
| 11992 | Fee Waivers Fall Semester – Graduate (Revenue coding only) |
| 11993 | Fees Spring Semester – Graduate (Revenue coding only) |
| 11994 | Fee Waivers Spring Semester – Graduate (Revenue coding only) |
| 11995 | Fees Summer – Graduate (Revenue coding only) |
| 11996 | Fee Waivers – Graduate (Revenue coding only) |
12xxx GENERAL OPERATIONS – RESEARCH CONSORTIUM
Research Consortium codes will be assigned, as needed, by the Regents Budget Office.
| Code | Description |
|---|---|
| 12100 | Georgia Research Alliance |
| 12101 | Georgia Research Alliance – Tobacco Funds |
| 12102 | Traditional Industries Program |
| 12103 | Georgia Environmental Partnership |
| 12104 | Yamacraw |
| 12105 | Tobacco Funds |
| 12106 | UGA – Biorefinery |
| 12107 | Georgia Research Alliance – Eminent Scholar |
| 12108 | Georgia Research Alliance – Innovation Fund |
13xxx GENERAL OPERATIONS – SPECIAL INITIATIVE PROGRAMS
Special Initiative codes will be assigned, as needed, by the Regents Budget Office.
| Code | Description |
|---|---|
| 13100 | Graduate Initiatives |
| 13101 | ICAPP |
| 13102 | SW Georgia Consortium |
| 13103 | Eminent Scholar |
| 13104 | Nurse Anesthetist |
| 13105 | Regional Engineering (GTREP) |
| 13106 | Hispanic Program Initiative |
| 13107 | Historically Black Colleges & Universities |
| 13108 | GALILEO |
| 13109 | UGA-MCG |
| 13110 | Accountability Plus |
| 13111 | CEISMC |
| 13112 | CDEP-Fort Valley State |
| 13113 | IT Program-Georgia Southern |
| 13114 | Match for Federal Grant for Mentor Teachers |
| 13115 | Mission related Initiatives |
| 13116 | Social Studies Curriculum |
| 13117 | Medical College of Georgia-Mission Related |
| 13120 | Education Go Get It! |
| 13121 | GAMES |
| 13122 | Griffin Extension Teaching |
| 13123 | Medical College of Georgia-Mission Related-Tobacco |
| 13124 | Georgia Leadership Institute |
| 13200 | Partners in Success (P-16) |
| 13201 | PREP |
| 13202 | PREP Mentoring |
| 13203 | Teacher PREP |
| 13204 | Ph.D in Education |
| 13300 | Prior Year Salary Increases & Annualizers |
| 13304 | ICAPP Health Professions |
| 13306 | Water Policy Research |
| 13307 | Enhancing Access |
| 13308 | SREB Minority Doctoral Scholars Program |
| 13309 | Leadership Mission-North Georgia College |
14xxx GENERAL OPERATIONS – LOTTERY FUNDS
Lottery Funds codes will be assigned, as needed, by the Regents Budget Office.
| Code | Description |
|---|---|
| 14100 | Advanced Learning Technology |
| 14101 | Connecting Students & Services |
| 14102 | GALILEO |
| 14103 | Partners in Success (P-16) |
| 14104 | Internet Connectivity |
| 14105 | ETACT |
15000 DOAS INDIRECT FUNDING
This source of funding is used in those years where a portion of the Institution’s State Appropriation has been funded directly to the Department of Administrative Services (DOAS) for operation of the statewide communications system. As telecommunications bills are received that are to be offset by this unique state appropriation, the journal entry to recognize the revenue and expenses will debit the appropriate expense account(s) and will credit revenue using this “15000 DOAS Indirect Funding” source.
16000 MAJOR REPAIR AND REHABILITATION FUNDS
This source of funding is used to classify State Appropriations that are made for major repairs and rehabilitations.
16500 GEORGIA STATE FINANCE AND INVESTMENT COMMISSIONS (GSFIC) FUNDS
This source of funding is used to classify funds received from GSFIC from the sale of general obligation bonds. These funds are reimbursement for expenditures made by the institution for major repair and rehabilitation. The reimbursement is treated as gift revenue.
17000 GOVERNOR’S EMERGENCY FUND
This source of funding is used to classify State Appropriations that are made from the governor’s emergency fund.
18000 LOAN FUND OPERATIONS
This source of funding is used for revenues and expenditures of Loan Funds to facilitate reporting.*
* Note: Institutions utilizing the GeorgiaFIRST model of the PeopleSoft Financials software should use this code in the GAAP Ledger only.
19000 QUASI REVENUE (NOT DSS)
This source of funding is used for Quasi Revenue not associated with Department Sales and Services.
2.4.2 Continuing Education
40000 CONTINUING EDUCATION
This source of funding is used to classify both revenues and expenditures associated with providing continuous education programs, including continuous education program fees and sales support program costs.
2.4.3 Departmental Sales and Services
41xxx DEPARTMENTAL SALES AND SERVICES
This source of funding is used to classify both revenues and expenditures for sales and services operations that are supported by sales or fees collected for services on a self-supporting basis. Departmental Sales and Services operations are not normally supported by state appropriations.
| Code | Description |
|---|---|
| 41100 | Departmental Sales and Services – General |
| 41200 | Departmental Sales and Services – Community Education |
| 41300 | Departmental Sales and Services – Public Services |
| 41400 | Departmental Sales and Services – Computer Operations |
| 41500 | Departmental Sales and Services – Other |
| 41900 | Departmental Sales and Services – Quasi-Revenues from Distribution of Cost |
42xxx AUXILIARY ENTERPRISES
These are sources of funding for use within the Auxiliary Enterprise Fund Group (Fund 12000).
| Code | Description |
|---|---|
| 42100 | Auxiliary Enterprises – Institution Operated |
| 42181 | Fees Fall Semester – Undergraduate (Revenue coding only) |
| 42182 | Fee Waivers Fall Semester – Undergraduate (Revenue coding only) |
| 42183 | Fees Spring Semester – Undergraduate (Revenue coding only) |
| 42184 | Fee Waivers Spring Semester – Undergraduate (Revenue coding only) |
| 42185 | Fees Summer Semester – Undergraduate (Revenue coding only) |
| 42186 | Fee Waivers Summer – Undergraduate (Revenue coding only) |
| 42191 | Fees Fall Semester – Graduate (Revenue coding only) |
| 42192 | Fee Waivers Fall Semester – Graduate (Revenue coding only) |
| 42193 | Fees Spring Semester – Graduate (Revenue coding only) |
| 42194 | Fee Waivers Spring Semester – Graduate (Revenue coding only) |
| 42195 | Fees Summer Semester – Graduate (Revenue coding only) |
| 42196 | Fee Waivers Summer – Graduate (Revenue coding only) |
| 42200 | Auxiliary Enterprises – Contracted Operations |
| 42281 | Fees Fall Semester – Undergraduate (Revenue coding only) |
| 42282 | Fee Waivers Fall Semester – Undergraduate (Revenue coding only) |
| 42283 | Fees Spring Semester – Undergraduate (Revenue coding only) |
| 42284 | Fee Waivers Spring Semester – Undergraduate (Revenue coding only) |
| 42285 | Fees Summer Semester – Undergraduate (Revenue coding only) |
| 42286 | Fee Waivers Summer – Undergraduate (Revenue coding only) |
| 42291 | Fees Fall Semester – Graduate (Revenue coding only) |
| 42292 | Fee Waivers Fall Semester – Graduate (Revenue coding only) |
| 42293 | Fees Spring Semester – Graduate (Revenue coding only) |
| 42294 | Fee Waivers Spring Semester – Graduate (Revenue coding only) |
| 42295 | Fees Summer Semester – Graduate (Revenue coding only) |
| 42296 | Fee Waivers Summer – Graduate (Revenue coding only) |
| 43000 | Departmental Sales and Services – Athletics |
| 43981 | Fees Fall Semester – Undergraduate (Revenue coding only) |
| 43982 | Fee Waivers Fall Semester – Undergraduate (Revenue coding only) |
| 43983 | Fees Spring Semester – Undergraduate (Revenue coding only) |
| 43984 | Fee Waivers Spring Semester – Undergraduate (Revenue coding only) |
| 43985 | Fees Summer Semester – Undergraduate (Revenue coding only) |
| 43986 | Fee Waivers Summer – Undergraduate (Revenue coding only) |
| 43991 | Fees Fall Semester – Graduate (Revenue coding only) |
| 43992 | Fee Waivers Fall Semester – Graduate (Revenue coding only) |
| 43993 | Fees Spring Semester – Graduate (Revenue coding only) |
| 43994 | Fee Waivers Spring Semester – Graduate (Revenue coding only) |
| 43995 | Fees Summer Semester – Graduate (Revenue coding only) |
| 43996 | Fee Waivers Summer – Graduate (Revenue coding only) |
2.4.4 Sponsored Operations
6xxxx SPONSORED OPERATIONS
This source of funding is used to classify both revenues and expenditures within sponsored operations.
61xxx SPONSORED OPERATIONS – FEDERAL GOVERNMENT
This source of funding is used to classify both revenues and expenditures within sponsored operations funded by the Federal Government. Further breakdowns of the 61xxx code may be utilized as needed by the institutions.
62xxx SPONSORED OPERATIONS – STATE GOVERNMENT
This source of funding is used to classify both revenues and expenditures within sponsored operations funded by state government. Further breakdowns of the 62xxx code may be utilized as needed by the institutions.
63xxx SPONSORED OPERATIONS – LOCAL GOVERNMENT
This source of funding is used to classify both revenues and expenditures within sponsored operations funded by local government. Further breakdowns of the 63xxx code may be utilized as needed by the institutions.
64xxx SPONSORED OPERATIONS – PRIVATE GOVERNMENT
This source of funding is used to classify both revenues and expenditures within sponsored operations funded by private sources. Further breakdowns of the 64xxx code may be utilized as needed by the institutions.
65xxx SPONSORED OPERATIONS – ENDOWMENT
This source of funding is used to classify both revenues and expenditures within sponsored operations funded by endowments. Further breakdowns of the 65xxx code may be utilized as needed by the institutions.
2.4.5 Federal Stimulus Funds
FS010 FEDERAL STIMULUS
This source of funding will be used for all Federal Stimulus funds received through the State Appropriation process, as well as Federal Stimulus funds received as Restricted Funds/Grants, starting in FY 2010.
FS011 FEDERAL STIMULUS
This source of funding will be used for all Federal Stimulus funds received through the State Appropriation process, as well as Federal Stimulus funds received as Restricted Funds/Grants, starting in FY 2011.
FSE10 FEDERAL STIMULUS-Energy Grnts-FY10
This source of funding will be used for all Federal Stimulus funds received through the State Appropriation process, as well as Federal Stimulus funds received as Restricted Funds/Grants, starting in FY 2010.
FSE11 FEDERAL STIMULUS Energy-Grnts-FY11
This source of funding will be used for all Federal Stimulus funds received through the State Appropriation process, as well as Federal Stimulus funds received as Restricted Funds/Grants, starting in FY 2011.
2.6.1 Federal Stimulus Energy Grants - ECMXXX
The Project code that will be assigned to all Federal Stimulus Energy Grants awarded by the Georgia Environmental Facilities Authority (GEFA) will have ECM as the first three characters of the six-digit Project code, and the three-digit Record ID # assigned by the GEFA as the last three digits. For example, the Energy Optimization Project for Kennesaw State University will be assigned a Project code of ECM151.
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. |
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. |
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. |
2.8.1 Operating Revenues (40xxxx – 47xxxx)
40xxxx STUDENT FEES
| Code | Description |
|---|---|
| 4011xx | Resident Tuition Includes charges as approved by the Board of Regents that are assessed to all regularly enrolled students. |
| 4013xx | Fee Waivers - Resident Tuition Includes the cost of fees waived for Resident Tuition. Fee Waivers functions as a contra-revenue account, with the normal fee amount being booked into Resident Tuition as a credit and the fee waiver amount booked into Fee Waivers as a debit. |
| 4014xx | Distance Learning Resident Tuition Includes charges as approved by the Board of Regents that are assessed to all regularly enrolled students participating in Distance Learning classes. |
| 4021xx | Non-Resident Tuition Includes amounts charged to non-resident students for instruction. All such tuition charges are to be approved by the Board of Regents. |
| 4023xx | Fee Waivers - Non-Resident Tuition Includes the cost of fees waived for Non-Resident Tuition. This is a contra-revenue account. |
| 4031xx | Technology Fees Includes fees charged to students to supported advanced technology programs at the institution. |
| 4033xx | Fee Waivers – Technology Fees Includes the cost of fees waived for Technology Fees. This is a contra-revenue account. |
| 4041xx | Student Transportation Fees Includes fees charged to students to support campus-based transportation systems. |
| 4043xx | Fee Waivers - Student Transportation Fees Includes the cost of fees waived for Student Transportation Fees. This is a contra-revenue account. |
| 4051xx | Parking/Vehicle Registration Includes fees charged to students for Parking Services and/or Vehicle Registration purpose. |
| 4053xx | Fee Waivers – Parking/Vehicle Registration Includes the cost of fees waived for Parking/Vehicle Registration. This is a contra-revenue account. |
| 4061xx | Student Health Fees Includes fees charged to students to support campus-based health services. |
| 4063xx | Fee Waivers – Student Health Fees Includes the cost of fees waived for Student Health Fees. This is a contra-revenue account. |
| 4071xx | Student Athletic Fees Includes the cost of fees charged to students to support athletic programs. |
| 4073xx | Fee Waivers – Student Athletic Fees Includes the cost of fees waived for Student Athletic Fees. This is a contra-revenue account. |
| 4074xx | Other Student Athletic Fees Includes all Student Athletic Fees not defined in the accounts above. |
| 4081xx | Student Activity Fees Includes fees charged to students used to support the institution’s Student Activities programs. |
| 4083xx | Fee Waivers – Student Activity Fees Includes the cost of fees waived for Student Activity Fees. This is a contra-revenue account. |
| 4084xx | Other Student Activity Fees Includes all Student Activity Fees not defined in the accounts above. |
| 4091xx | Late Registration Fees Fees charged to students for registration accomplished after the normal registration period has been closed. |
| 4092xx | Distance Education Fee Fees charged to students participating in a Distance Education Program. These fees help offset the additional costs involved in providing Distance Education. |
| 4093xx | Application Fees Fees charged to students at the time of application for acceptance into the institution. Although these fees produce revenue, one of their purposes is to ensure that the applicant is serious about attending the institution. |
| 4094xx | Applied Music Fees Fees charged to students receiving individual music instruction. |
| 4095xx | Applied Instruction – Other Fees charged to students receiving individual or special types of instruction. This includes lab fees. |
| 4096xx | Transcript Fee A fee charged to students for providing copies of transcripts. |
| 4097xx | Student Returned Checks Fee A fee charged to students who have sent checks to the institution that are returned unpaid from the bank. |
| 409815 | Institutional Fee A mandatory student fee applicable to all institutions that was first mandated by the Board of Regents in FY2009 as a response to state budget cuts. |
| 4099xx | Student Fees – Other Any other student fee not properly classified in a previous account. |
| 409998 | Allowance for Doubtful Revenue – Tuition and Fees The funding source (contra-revenue) used to fund the reserve for uncollectible accounts associated with Tuition and Fees. See section 10.4.1 for further information. |
| 409999 | Scholarship Allowance A contra account used to post a “scholarship allowance” amount that eliminates the double counting of certain revenues. Public institutions, after adoption of GASB Statements 34 and 35, should report tuition discounts and allowances and scholarships generally as reductions of tuition and fees revenues. See NACUBO Advisory Report 2000-5 and the BOR spreadsheet for “Sponsored and Unsponsored Scholarships” for calculation information. |
41xxxx APPROPRIATIONS
| Code | Description |
|---|---|
| 411xxx | Federal Appropriations |
| 4111xx | Federal Appropriations Includes federal funds awarded as general support to specific programs. |
| 41119x | Federal Appropriations – Non-Exchange Includes federal funds awarded as general support to specific programs where the appropriation is a non-exchange transaction. |
| 4131xx | Other Appropriations Includes funds awarded as general support to specific programs. |
| 41319x | Other Appropriations – Non-Exchange Includes other funds awarded as general support to specific programs where the appropriation is a non-exchange transaction. |
| 414998 | Allowance for Doubtful Revenue – Appropriations The funding source (contra-revenue) used to fund the reserve for uncollectible accounts associated with Appropriations. See section 10.4.1 for further information. |
42xxxx GRANTS AND CONTRACTS
| Code | Description |
|---|---|
| 421xxx | Federal Grants and Contracts Includes federal funds awarded as Grants and Contracts to the institution. |
| 4211xx | Federal Pell Grants Includes federal funds awarded as Pell Grants to the institution. |
| 4212xx | Federal SEOG Grants Includes federal funds awarded as SEOG Grants to the institution. |
| 4213xx | Federal College Work Study Program Includes federal funds awarded for operation of the College Work Study Program. |
| 4214xx | Federal Direct Student Loans Includes federal funds awarded for operation of the Direct Student Loan Program. Note: Valid through FY 2005. Do not use in FY 2006 or subsequent fiscal years. |
| 4215xx | Federal Stimulus – Operating Includes federal stimulus funds that are considered to be operating transactions. |
| 4219xx | Other Federal Grants & Contracts Includes federal funds awarded to the institution for other Federal Grants and Contracts. |
| 422xxx | State Grants and Contracts Includes state funds awarded as Grants and Contracts to the institution. |
| 4221xx | State Hope Scholarships Includes state funds awarded for operation of the Hope Scholarship program. Note: Valid through FY 2005. Do not use in FY 2006 or subsequent fiscal years. |
| 4222xx | Georgia Pre-Kindergarten Includes state funds awarded for operation of the Pre-Kindergarten program. |
| 4229xx | Other State Grants & Contracts Includes state funds awarded for Other State Grants and Contracts not specified elsewhere. |
| 423xxx | Local Grants and Contracts Includes local governmental funds awarded as Grants and Contracts to the institution. |
| 4231xx | Local Grants & Contracts Includes local governmental funds awarded as Grants and Contracts to the institution. |
| 424xxx | Private Grants and Contracts Includes private non-governmental funds awarded as Grants and Contracts to the institution. |
| 4241xx | Private Grants & Contracts Includes private non-governmental funds awarded as Grants and Contracts to the institution. |
| 425998 | Allowance for Doubtful Revenue – Grants and Contracts The funding source (contra-revenue) used to fund the reserve for uncollectible accounts associated with Grants and Contracts. See Section 10.4.1 for further information. |
43xxxx LOAN REVENUES
| Code | Description |
|---|---|
| 4311xx | Loan Interest Income Interest earned by a Loan fund. |
| 4312xx | Loan Collections Collections of Loan principles. |
| 4313xx | Loan Fees Fees charged to students at time of loan origination. |
44xxxx – 45xxxx SALES AND SERVICES
| Code | Description |
|---|---|
| 441xxx | Sales & Service Fees Revenues from fees charged to students and the general public for sales and services by the institution. |
| 4411xx | Continuing Education Course Fees Revenues from fees charged for attending Continuing Education courses. |
| 4419xx | Other Sales & Service Fees Revenues from fees charged for other sales and services. |
| 442xxx | Fines Receipts of income resulting from fines imposed for violations of the institution’s established regulations. |
| 4421xx | Library Fines Receipts of income resulting from fines imposed for violations of the institution’s established regulations for library operations. |
| 4429xx | Other Fines Receipts of income resulting from fines imposed for violations of the institution’s established regulations, not including library fines. |
| 449xxx | Other Educational Sales & Services Revenues from educational sales and services not defined elsewhere. |
| 4491xx | Other Educational Sales & Services Revenues from educational sales and services not defined elsewhere. |
| 451xxx | Rents Revenue received for the rental of rooms, conference rooms, residence hall rooms, apartments, or rental of any other assets owned by the institution. |
| 452xxx | Sales Revenue received from sales of all types, including advertising space in printed materials or electronic media, sales of tickets for admission to athletic or theatrical events, sales (other than room and board) of merchandise and concessions. |
| 453xxx | Athletic Revenue Revenue received from fees charged for extracurricular activities and services not included in account “4071xx Student Athletic Fees.” An example of this type of revenue would be fees charged for Athletic Camps. |
| 454xxx | Health Service Revenue Revenue received from fees charged for health service not included in account “4061xx Student Health Fees.” Other Health Service Revenues are from lab fees, fees for immunizations, and other fees for additional services. |
46xxxx SALES & SERVICES OF HOSPITALS
Revenue received from fees charged for services and from sales of institution owned hospitals.
Other Miscellaneous Revenues
| Code | Description |
|---|---|
| 470xxx | Other Miscellaneous Revenues Revenue received from miscellaneous or extraordinary sources for which a specific revenue account code has not been provided elsewhere. |
| 471xxx | Quasi-Revenue from Distribution of Costs Revenues resulting from charging operating departments for the value of services (such as printing) provided by one department where revenue is booked for the department providing the service and expense is booked for the department receiving the goods. Quasi revenue is eliminated by journal entry and does not show on the year-end financial statements. |
| 472xxx | Indirect Cost Recoveries Revenue received as a result of indirect cost recovery from sponsors for the various types of sponsored programs. |
| 4721xx | Indirect Cost Recovery – Federal Includes those amounts collected as overhead allowance on federal grants and/or contracts. |
| 4722xx | Indirect Cost Recovery – State Includes those amounts collected as overhead allowance on state grants and/or contracts. |
| 4723xx | Indirect Cost Recovery – Local Includes those amounts collected as overhead allowance on local grants and/or contracts. |
| 4724xx | Indirect Cost Recovery – Private Includes those amounts collected as overhead allowance on private grants and/or contracts. |
| 473xxx | Administrative Cost Allowance Revenue representing a fixed amount per financial aid recipient or a percentage of financial aid expenditures related to campus administered financial aid programs. |
2.8.2 Non-Operating Revenues (48xxxx – 49xxxx)
State Appropriations
| Code | Description |
|---|---|
| 4801xx | State Appropriations Includes amounts received from Regents allocation for general operations. |
Endowment Income
| Code | Description |
|---|---|
| 4811xx | Endowment Income – Interest Includes those funds that are received as interest from Endowment Fund Earnings and carry no specific designation. |
| 4812xx | Endowment Income – Dividends Includes those funds that are received as dividends from Endowment Fund Earnings and carry no specific designation. |
| 4813xx | Endowment Income – Realized Gain/Losses This account should be used for reporting the gain or loss on the sale of investments in term endowments. |
| 4821xx | Endowment Income – Restricted Includes those funds that are received as income from Endowment Fund Earnings and carry specific designations as to use. |
| 4831xx | Endowment Income – Funds Held in Trust Includes funds received in instances where the institution is a beneficiary of a Trust Fund held by others. |
| 4841xx | Endowment Income – Other Includes endowment income not described elsewhere. |
Gifts
| Code | Description |
|---|---|
| 485xxx | Gifts Contributions received by the institution for unrestricted use in daily operations, for which the institution has made no commitment of resources or services. |
| 4851xx | Federal Gifts Gifts from federal sources. |
| 48519x | Federal Gifts – Non Exchange Gifts from federal sources that are non-exchange transactions. |
| 4852xx | Federal Gifts – Capitalized Gifts from federal sources that meet the criteria for capitalization. |
| 48529x | Federal Gifts – Capitalized – Non Exchange Gifts from federal sources that meet the criteria for capitalization and that are non-exchange transactions. |
| 4853xx | State Gifts Gifts from state sources. Includes MRR Non-Capitalizable Projects. |
| 48539x | State Gifts – Non Exchange Gifts from state sources that are non-exchange transactions. |
| 4854xx | State Gifts – Capitalized Gifts from state sources that meet or exceed the capitalization limit. Includes GSFIC completed projects and MRR Capitalizable Projects. |
| 48549x | State Gifts – Capitalized – Non Exchange Gifts from state sources that meet or exceed the capitalization limit and that are non-exchange transactions. |
| 4855xx | Local Gifts Gifts from local sources. |
| 48559x | Local Gifts – Non Exchange Gifts from local sources that are non-exchange transactions. |
| 4856xx | Local Gifts – Capitalized Gifts from local sources that meet or exceed the capitalization limit. |
| 48569x | Local Gifts – Capitalized – Non Exchange Gifts from local sources that meet or exceed the capitalization limit and that are non-exchange transactions. |
| 4857xx | Private Gifts Gifts from private sources. |
| 48579x | Private Gifts - Non Exchange Gifts from private sources that meet or exceed the capitalization limit. |
| 4858xx | Private Gifts – Capitalized Gifts from private sources that meet or exceed the capitalization limit. |
| 48589x | Private Gifts – Capitalized - Non Exchange Gifts from private sources that meet or exceed the capitalization limit and that are non-exchange transactions. |
Other Income
| Code | Description |
|---|---|
| 486xxx | Interest Income Includes any interest earned on short-term investments of cash. |
| 487xxx | Short Term Investments Interest earned on short term investments. |
| 488xxx | Local Government Investment Pool Interest earned on local government investment pools. |
| 489xxx | Long Term Investment Income Interest earned on long term investment income. |
| 490xxx | Dividend Income Includes any dividends earned on investments. |
| 491xxx | Other Grants & Contracts-Non Operating Includes funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 491100 | Other Federal Grants & Contracts-Non Operating Includes Federal Funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 491101 | Federal Pell Grants – Non-Operating Includes Federal Funds awarded as Pell Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 491102 | Federal SEOG Grants – Non-Operating Includes Federal Funds awarded as SEOG Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 491103 | Federal College Work Study – Non-Operating Includes Federal Funds awarded as College Work Study funds to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 491104 | Federal Academic Competitiveness Grants – Non-Operating Includes Federal Funds awarded as Academic Competitiveness Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 491105 | Federal LEAP Grants – Non-Operating Includes Federal Funds awarded as LEAP Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 491106 | Federal SMART Grants – Non-Operating Includes Federal Funds awarded as SMART Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 491107 | Federal TEACH Grants – Non-Operating Includes Federal Funds awarded as TEACH Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 4911xx | Other Federal Grants & Contracts-Non Operating Includes Other Federal Grants & Contracts that are considered to be non-operating transactions. |
| 4912xx | Other State Grants & Contracts – Non Operating Includes State Funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 4913xx | Other Local Grants & Contracts – Non Operating Includes Local Funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 4914xx | Other Private Grants & Contracts – Non Operating Includes Private Funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions. |
| 491900 | Federal Stimulus – ARRA Includes Federal Stimulus (ARRA) revenue that is considered to be non-operating in nature. |
| 4921xx | Other Miscellaneous Revenues – Non Operating Includes Other Miscellaneous Revenues that are not included in other account codes and that are considered to be non-operating transactions. |
| 4931xx | Realized Gain-Loss on Sale or Trade of Capital Asset Includes the gain or loss on the sale or trade of a capital asset. This value will be the difference between the original value of the asset reduced by accumulated depreciation compared to the value received in the sale or trade. |
| 4932xx | Realized Gains/Losses on Sale of Non Endowment Investments Includes the gain or loss on the sale or trade of non endowment investments. See also account 4951xx Unrealized Gains/Losses on Investments. |
| 4933xx | Realized Gain/Loss – Retirement of Capital Assets Includes the gain or loss on the retirement of a capital asset. This value will be the difference between the original value of the asset reduced by accumulated depreciation. This assumes that the value of the capital asset is zero at the time of retirement. |
| 4934xx | Realized Gains/Losses on Sale of Endowment Investments Includes the gain or loss on the sale or trade of endowment investments. See also account 4951xx Unrealized Gains/Losses on Investments. |
| 4941xx | Indirect Cost Recoveries – Other Federal Grants & Contracts – Non Operating Includes those amounts collected as overhead allowance on federal grants and/or contracts. |
| 4942xx | Indirect Cost Recoveries – Other State Grants & Contracts – Non Operating Includes those amounts collected as overhead allowance on state grants and/or contracts. |
| 4943xx | Indirect Cost Recoveries – Other Local Grants & Contracts – Non Operating Includes those amounts collected as overhead allowance on local grants and/or contracts. |
| 4944xx | Indirect Cost Recoveries – Other Private Grants & Contracts – Non Operating Includes those amounts collected as overhead allowance on private grants and/or contracts. |
| 4951xx | Net Change in Fair Market Value of Investments This account is used to post the change in fair market value of investments at year end in compliance with GASB Statement #31. See also account 4932xx Gains/Losses on Sale of Non Endowment Investments. |
| 498998 | Allowance for Doubtful Revenue – Sales/Service/Other The funding source (contra-revenue) used to fund the reserve for uncollectible accounts associated with Sales/Service/Other. See section 10.4.1 for further information. |
| 499xxx | Funds from Prior Years This account is used for budgeting net assets for expenditure in current year operations. It is a “budget use only” account. |
2.9.1 Personal Services (5)
Personal Services includes all expenditures for salaries and wages to all employees and persons in the employ of the various departments, boards, commissions, institutions, and other governmental units. Also includes the employer’s share of payments for FICA, retirement, group insurance, or other employer payments for employee benefits.
Personal Services – Faculty (51)
51xxxx PERSONAL SERVICES – FACULTY
| Code | Description |
|---|---|
| 5111xx | Salaries – Regular Faculty Includes all salaries for regular faculty. |
| 511115 | Overload – Faculty Includes all overload pay for faculty. |
| 5121xx | Salaries – Part-Time Faculty Includes all salaries for part-time faculty. |
| 5131xx | Salaries – Summer Faculty Includes all salaries for summer faculty. Note: Salaries for part-time faculty members who teach in the summer session shall be charged to this account. |
| 516000 | Salary - Other - Faculty - BUDGET ONLY - Replaces 566xxx accts |
| 516101 | Personal Services – Vacation Payout – Faculty Includes payments for faculty vacation payouts. |
| 516150 | Extra Pay – Faculty Includes extra pay for faculty. |
| 516200 | Supplemental Pay – Retirement Eligible – Faculty Includes supplemental pay for faculty that is retirement eligible. |
| 516250 | Supplemental Pay – Non-Retirement Eligible – Faculty Includes supplemental pay for faculty that is not retirement eligible. |
| 516300 | Industry/Foundation Supplement – Faculty Includes supplemental pay for faculty related to industry or foundations. |
Personal Services – Non Faculty (52)
52xxxx PERSONAL SERVICES – NON FACULTY
| Code | Description |
|---|---|
| 5211xx | Salaries – Professional/Administrative Includes all salaries for professional and administrative employees. |
| 5221xx | Salaries – Staff Includes all salaries or wages for staff employees. |
| 5222xx | Additional Straight Time Includes additional salary paid on a straight-time basis. |
| 5228xx | Salaries – Staff – Overtime Includes all overtime payments to staff employees. |
| 522805 | Salaries – Staff – Overtime Includes all overtime payments to staff employees. |
| 5231xx | Salaries – Graduate Assistants Includes all payments of salaries to graduate assistants. |
| 5241xx | Salaries – Student Assistants Includes personal services for students employed by the institution. This account should not include expenditures for the College Work-Study Program. |
| 5251xx | Salaries – Casual Labor Includes all payments of salaries to casual labor employees. Includes payments for casual labor on special projects not included under regular salaries or per diem and fees. |
| 526000 | Salary - Other - Staff - BUDGET ONLY - Replaces 566xxx accts |
| 526101 | Personal Services – Vacation Payout – Staff Includes payments for staff vacation payouts. |
| 526150 | Extra Pay – Staff Includes extra pay for staff. |
| 526200 | Supplemental Pay – Retirement Eligible – Staff Includes supplemental pay for staff that is retirement eligible. |
| 526250 | Supplemental Pay – Non-Retirement Eligible – Staff Includes supplemental pay for staff that is not retirement eligible. |
| 526300 | Industry/Foundation Supplement – Staff Includes supplemental pay for staff related to industry or foundations. |
| 528101 | Housing Allowance Includes amounts paid to officials (usually presidents) who, as a condition of their employment, receive institutional provided housing or a paid housing allowance. The payment of the housing allowance shall be made through the Payroll system. |
| 529101 | Subsistence Allowance Includes amounts paid to officials (usually presidents) who, as part of their duties, entertain visitors, faculty and/or staff. The payment of the subsistence allowance shall be made through the Payroll system. |
Personal Services – Shared (53)
53xxxx PERSONAL SERVICES – SHARED
| Code | Description |
|---|---|
| 5391xx | Salaries – Joint Staffed This account receives charges or credits arising out of more than one institution utilizing the services of an employee. Refer to Section 5.3.3, Joint Staffing, for further information. |
Personal Services – Compensated Absences (54)
54xxxx PERSONAL SERVICES – COMPENSATED ABSENCES
| Code | Description |
|---|---|
| 541xxx | Compensated Absences The value of employee vacation and compensatory time that has not been taken as of the end of the fiscal year. |
Personal Services – Fringe Benefits (55)
55xxxx PERSONAL SERVICES – FRINGE BENEFITS
| Code | Description |
|---|---|
| 5511xx | FICA – Employer Used to record the employer matching costs (expense) associated with FICA taxes. |
| 5512xx | FICA – Employer Medicare Used to record the employer matching costs (expense) associated with FICA-Medicare taxes. |
| 552100 | Teachers Retirement System Used to record the employer matching costs (expense) associated with employee participation in the Teachers Retirement System (TRS). |
| 552200 | Optional Retirement Plans Used to record the employer matching costs (expense) associated with employee participation in the Optional Retirement Plans (ORP). |
| 552300 | Employees Retirement System Used to record the employer matching costs (expense) associated with employee participation in the Employees Retirement System (ERS). |
| 5524xx | Retirement Systems – Other Used to record the employer matching costs (expense) associated with employee participation in Retirement Systems not included in the retirement system account codes described above. |
| 5531xx | Group Insurance – Health Includes employer’s share of the cost of health insurance. |
| 553110 | Group Insurance – Health – Active Includes employer’s share of the cost of health insurance for active employees. |
| 553111 | Group Health Insurance – Blue Choice HMO Includes employer’s share of the cost of the Blue Choice HMO plan. |
| 553112 | Group Health Insurance – Blue Choice CC Includes employer’s share of the cost of the Blue Choice Consumers Choice plan. |
| 553113 | Group Health Insurance – BCBS PPO Includes employer’s share of the cost of the BCBS PPO plan. |
| 553114 | Group Health Insurance – BCBS PPO CC Includes employer’s share of the cost of the BCBS PPO Consumers Choice plan. |
| 553115 | Group Health Insurance – Regents High Deductible Includes employer’s share of the cost of the Board of Regents High Deductible plan. |
| 553116 | Group Health Insurance – Kaiser HMO Includes employer’s share of the cost of the Kaiser HMO plan. |
| 553117 | Group Health Insurance – Kaiser Cons Choic Includes employer’s share of the cost of the Kaiser Consumer Choice plan. |
| 553118 | Group Health Insurance – Consumer’s Choice High Deductible Includes employer’s share of the cost of the Consumer’s Choice High Deductible plan. |
| 553119 | Group Health Insurance – Regents Indemnity Includes employer’s share of the cost of the Board of Regents Indemnity plan. |
| 553123 | Group Health Insurance – PPO Alternative Includes employer’s share of the cost of the PPO Alternative plan. |
| 553124 | Group Health Insurance – Consumer’s Choice PPO Alternative Includes employer’s share of the cost of the Consumer’s Choice PPO Alternative plan. |
| 553125 | Group Health Insurance – Consumer’s Choice High Deductible Alternative Includes employer’s share of the cost of the Consumer’s Choice High Deductible Alternative plan. |
| 553128 | Group Health Insurance – High Deductible Alternative Includes employer’s share of the cost of the High Deductible Alternative plan. |
| 553150 | Group Insurance – Health - Retiree Includes employer’s share of the cost of health insurance for retirees. |
| 553180 | Health Savings Account-Seed Fund Includes contribution by employer to employee’s health savings account. |
| 5532xx | Group Insurance – Life Includes employer’s share of the cost of life insurance. |
| 553201 | Group Health Insurance – Basic Life – Regents Includes employer’s share of the cost of the Board of Regents Basic Life insurance. |
| 553210 | Group Insurance – Life – Active Includes employer’s share of the cost of life insurance for active employees. |
| 553250 | Group Insurance – Life – Retiree Includes employer’s share of the cost of life insurance for retirees. |
| 5535xx | Group Insurance – Other Includes all other categories of group insurance. |
| 553501 | Group Insurance – LTD Includes employer’s share of the cost of long-term disability health insurance. |
| 5541xx | Personal Liability Insurance Includes premiums or other costs related to legal actions against employees personally for acts executed in performance of job related duties. |
| 5551xx | Unemployment Insurance Includes payments made to Department of Labor either as contributory or reimbursable. |
| 5561xx | Workers Compensation Includes payments made to Department of Administrative Services Fiscal Division, Workers’ Compensation Trust Fund, for workers’ compensation insurance coverage for employees. |
| 5571xx | Employee Tuition Reimbursement Used to record the value of fee reimbursements resulting from eligible employees taking courses in the University System of Georgia under the institution’s approved fee reimbursement policy (BoR Policy Section 8.2.19 Tuition Remission and Reimbursement). |
| 5572xx | Employee Tuition Remission Used to record the value of fee remissions resulting from eligible employees taking courses at the institution under the institution’s approved fee waiver policy (BoR Policy Section 8.2.20 Tuition Remission and Reimbursement). Institutions should show revenue (not contra-revenue) and fringe benefit expense to comply with GAAP reporting requirements. |
Personal Services – Other (56)
56xxxx PERSONAL SERVICES – OTHER
| Code | Description |
|---|---|
| 5601xx | Tort Claims Includes payments made to Department of Administrative Services Fiscal Division for the institution’s share of tort claims. |
| 5611xx | Employee Drug Testing Payments for drug testing services for applicants and certain employees. |
| 5612xx | Physical Exams of Employees – Statute Payments for physical exams for applicants and certain employees. |
| 5613xx | Other Employee Testing Payments for other testing for applicants and certain employees. |
| 5614xx | Employee Awards Includes amounts for employee awards. |
| 5615xx | Employee Car Allowance Includes amounts for employee car allowance. |
| 5651xx | Relocation Assistance Includes payment of relocation expenses of a set or “not to exceed” amount that is specified in the original written offer of employment. |
| 566000 | Personal Services – Other Payments for other personal services. Note: This account is inactive as of 07/01/2011. |
| 5661xx | Personal Services – Other Includes other types of personal services expense. Note: This account is inactive as of 07/01/2011. |
| 566101 | Personal Services – Vacation Payout Payments for employee vacation payouts. Note: Do not use after 07/01/2011. Amounts in this account for FY2011 should be transferred to 516101 or 526101. |
| 566150 | Extra Pay Includes extra pay to employees. Note: Do not use after 07/01/2011. Amounts in this account for FY2011 should be transferred to 516151 or 526151. |
| 566200 | Supplemental Pay – Retirement Eligible Includes supplemental pay that is retirement eligible. Note: Do not use after 07/01/2011. Amounts in this account for FY2011 should be transferred to 516200 or 526200. |
| 566250 | Supplemental Pay – Non-Retirement Eligible Includes supplemental pay that is not retirement eligible. Note: Do not use after 07/01/2011. Amounts in this account for FY2011 should be transferred to 516250 or 526250. |
| 566300 | Industry/Foundation Supplement Includes supplemental pay related to industry or foundations. Note: Do not use after 07/01/2011. Amounts in this account for FY2011 should be transferred to 516300 or 526300. |
| 569xxx | Miscellaneous Personal Services Payments for other personal services not properly categorized in other account codes. |
Personal Services – Allocated (59)
59xxxx PERSONAL SERVICES – ALLOCATED
| Code | Description |
|---|---|
| 5980xx | Personal Services Allocated Includes allocated personal services costs. |
| 5981xx | Indirect Plant Overhead – Personal Services Includes personal service costs for operation and maintenance of physical plant that have been allocated and transferred to Auxiliary Enterprises. This account will house the expense credit in the Fund Group being relieved by the allocation and will house the expense debit in the Fund Group receiving the cost allocation. |
| 5982xx | Sponsored Benefit Charges Includes allocated benefit charges to sponsored and other fund sources where costs are determined by a rate negotiated between the institution and the cognizant federal audit agency. |
| 5983xx | Personal Services – Allocated Costs Includes personal services costs (except plant operations) that have been allocated to other departments, such as auxiliary enterprises administration charges to operating units. This account will house the expense credit in the original department and will house the expense debit in the department(s) receiving the cost allocation. |
| 599000 | Personal Services Payroll Suspense A suspense account for personal services expenses. |
| 5995xx | ADP Clearing Account A clearing account for payroll expense. |
2.9.2 Travel (6)
| Code | Description |
|---|---|
| 641000 | Travel – Employee Includes all travel expenses incurred by employees within the United States. Refer to Section 4.0, Travel, in this manual for more information. |
| 641100 | Travel – Employee Includes all travel expenses incurred by employees within the United States. |
| 641110 | Travel – Employees – Ground Transportation Includes all expenses for ground transportation, including use of personal vehicles, incurred by employees within the United States. |
| 641120 | Travel – Employees – Air Travel Includes all expenses for airline transportation incurred by employees within the United States. |
| 641130 | Travel – Employees – Meals Includes all meal expenses incurred by employees within the United States. |
| 641140 | Travel – Employees – Lodging Includes all lodging expenses incurred by employees within the United States. |
| 641150 | Travel – Employee - Miscellaneous Includes all miscellaneous travel expenses incurred by employees within the United States. |
| 641160 | Travel – Employee – Rental Car Includes all expenses incurred by employees for rental and leased vehicles within the United States. Rentals paid to DOAS for motor pool vehicles would also be included here and charged to the expense account of the individual who checked out the vehicle. Operating cost of agency-owned vehicles should be classified to correct cost accounts. |
| 641170 | Travel – Employee – Parking Includes all parking expenses incurred by employees within the United States. |
| 641200 | International Travel – Employee Includes all travel expenses incurred by employees outside of the United States. Refer to Section 4.0, Travel, in this manual for more information. |
| 641210 | International Travel – Employee – Ground Transportation Includes all expenses for ground transportation incurred by employees outside of the United States. |
| 641220 | International Travel – Employee – Air Travel Includes all expenses for airline transportation incurred by employees outside of the United States. |
| 641230 | International Travel – Employee – Meals Includes all meal expenses incurred by employees outside of the United States. |
| 641240 | International Travel – Employee – Lodging Includes all lodging expenses incurred by employees outside of the United States. |
| 641250 | International Travel – Employee - Miscellaneous Includes all miscellaneous travel expenses incurred by employees outside of the United States. |
| 641260 | International Travel – Employee – Rental Car Includes all expenses for rental and leased vehicles incurred by employees outside of the United States. |
| 641270 | International Travel – Employee – Parking Includes all parking expenses incurred by employees outside of the United States. |
| 641290 | International Travel – Employee – VISAPAS Includes all expenses for visas and passports incurred by employees for travel outside of the United States. |
| 641300 | Travel – Employee Recruiting Includes all expenses for lodging, meals, use of personal vehicle, leased vehicles, or other costs incurred by employees in recruiting-related activities. |
| 641310 | Travel – Employee Recruiting – Ground Transportation Includes all expenses for ground transportation, including use of personal vehicles, incurred by employees within the United States. |
| 641320 | Travel – Employee Recruiting – Air Travel Includes all expenses for air travel incurred by employees within the United States. |
| 641330 | Travel – Employee Recruiting – Meals Includes all expenses for all meals incurred by employees within the United States. |
| 641340 | Travel – Employee Recruiting – Lodging Includes all lodging expenses incurred by employees within the United States. |
| 641350 | Travel – Employee Recruiting – Miscellaneous Includes all miscellaneous expenses incurred by employees within the United States. |
| 641360 | Travel – Employee Recruiting – Rental Car Includes all expenses incurred by employees for all rental and leased vehicles within the United States. Rentals paid to DOAS for motor pool vehicles would also be included here and charged to the expense account of the individual who checked out the vehicle. Operating cost of agency-owned vehicles should be classified to correct cost accounts. |
| 641370 | Travel – Employee Recruiting – Parking Includes all parking expenses incurred by employees within the United States. |
| 641500 | Travel – Employee Mileage Includes all expenses for use of personal vehicle incurred by employees in job-related activities within the United States. Refer to Section 4.0, Travel, in this manual for more information. |
| 641510 | Travel – Employee Mileage Includes all expenses for use of personal vehicle incurred by employees in job-related activities within the United States. Refer to Section 4.0, Travel, in this manual for more information. |
| 641520 | Travel – Employee Recruiting Mileage Includes all expenses for use of personal vehicle incurred by employees in recruiting activities within the United States. Refer to Section 4.0, Travel, in this manual for more information. |
| 651000 | Travel – Non-Employee Includes all expenses for lodging, meals, use of personal vehicle, leased vehicles, or other costs incurred by non-employees in activities approved by the institution within the United States. This includes reimbursement of travel expenses for job applicants where the institution has agreed to pay the applicant’s travel costs. Typically, these expenses are incurred by students authorized to travel by the institution in relation to their employment or their participation in an Athletics program, but can also include interviewee reimbursement. |
| 651100 | Travel – Non-Employee/Team Includes all expenses for lodging, meals, use of personal vehicle, leased vehicles, or other costs incurred by non-employees/teams in activities approved by the institution within the United States. |
| 651110 | Travel – Non-Employee/Team – Ground Transportation Includes all expenses for ground transportation incurred by non-employees/teams within the United States. |
| 651120 | Travel – Non-Employee/Team – Air Travel Includes all expenses for air transportation incurred by non-employees/teams within the United States. |
| 651130 | Travel – Non-Employee/Team – Meals Includes all meal expenses incurred by non-employees/teams within the United States. |
| 651140 | Travel – Non-Employee/Team – Lodging Includes all lodging expenses incurred by non-employees/teams within the United States. |
| 651150 | Travel – Non-Employee/Team – Miscellaneous Includes all miscellaneous expenses incurred by non-employees/teams within the United States. |
| 651160 | Travel – Non-Employee/Team – Rental Car Includes all expenses for all rental and leased vehicles incurred by non-employees/teams within the United States. Rentals paid to DOAS for motor pool vehicles would also be included here and charged to the expense account of the individual who checked out the vehicle. Operating cost of agency-owned vehicles should be classified to correct cost accounts. |
| 651170 | Travel – Non-Employee/Team – Parking Includes all parking expenses incurred by non-employees/teams within the United States. |
| 651200 | International Travel – Non-Employee/Team Includes all travel expenses incurred by non-employees/teams outside of the United States. Refer to Section 4.0, Travel, in this manual for more information. |
| 651210 | International Travel – Non-Employee/Team – Ground Transportation Includes all ground transportation expenses incurred by non-employees/teams outside of the United States. |
| 651220 | International Travel – Non-Employee/Team - Air Travel Includes all air transportation expenses incurred by non-employees/teams outside of the United States. |
| 651230 | International Travel – Non-Employee/Team – Meals Includes all meal expenses incurred by non-employees/teams outside of the United States. |
| 651240 | International Travel – Non-Employee/Team – Lodging Includes all lodging expenses incurred by non-employees/teams outside of the United States. |
| 651250 | International Travel – Non-Employee/Team – Miscellaneous Includes all miscellaneous expenses incurred by non-employees/teams outside of the United States. |
| 651260 | International Travel – Non-Employee/Team – Rental Car Includes all expenses for rental and leased incurred by non-employees/teams outside of the United States. |
| 651270 | International Travel – Non-Employee/Team – Parking Includes all parking expenses incurred by non-employees/teams outside of the United States. |
| 651290 | International Travel – Non-Employee/Team – VISAPAS Includes all visa and passport expenses incurred by non-employees/teams outside of the United States. |
| 651300 | Non-Employee Recruiting Travel Includes all expenses for lodging, meals, use of personal vehicle, leased vehicles, or other costs incurred by non-employees in recruiting-related activities. |
| 651310 | Non-Employee Recruiting Travel – Ground Transportation Includes all expenses for ground transportation incurred by non-employees in recruiting-related activities. |
| 651320 | Non-Employee Recruiting Travel – Air Travel Includes all expenses for air travel incurred by non-employees in recruiting-related activities. |
| 651330 | Non-Employee Recruiting Travel – Meals Includes all meal expenses incurred by non-employees in recruiting-related activities. |
| 651340 | Non-Employee Recruiting Travel – Lodging Includes all lodging expenses incurred by non-employees in recruiting-related activities. |
| 651350 | Non-Employee Recruiting Travel – Miscellaneous Includes all miscellaneous expenses incurred by non-employees in recruiting-related activities. |
| 651360 | Non-Employee Recruiting Travel – Rental Car Includes all expenses for rental and leased vehicles incurred by non-employees in recruiting-related activities. Rentals paid to DOAS for motor pool vehicles would also be included here and charged to the expense account of the individual who checked out the vehicle. Operating cost of agency-owned vehicles should be classified to correct cost accounts. |
| 651370 | Non-Employee Recruiting Travel – Parking Includes all parking expenses incurred by non-employees in recruiting-related activities. |
| 651500 | Travel – Non-Employee Mileage Includes all expenses for use of personal vehicle incurred by non-employees in job-related activities. Refer to Section 4.0, Travel, in this manual for more information. |
| 651510 | Travel – Non-Employee Mileage Includes all expenses for use of personal vehicle incurred by non-employees in job-related activities. Refer to Section 4.0, Travel, in this manual for more information. |
| 651520 | Non-Employee Recruiting – Mileage Includes all expenses for use of personal vehicle incurred by non-employees in job-related recruiting activities. Refer to Section 4.0, Travel, in this manual for more information. |
| 6981xx | Indirect Plant Overhead – Travel Includes travel costs for operation and maintenance of physical plant that have been allocated and transferred to Auxiliary Enterprises. This account will house the expense credit in the Fund Group being relieved by the allocation and will house the expense debit in the Fund Group receiving the cost allocation. |
| 6982xx | Travel Overhead Costs – Sponsored Agreements Includes allocated overhead costs of sponsored agreements where the costs are determined by a rate negotiated between the institution and the granting agency. |
| 6983xx | Travel Expense – Allocated Costs Includes travel costs (except plant operations) that have been allocated to other departments, such as auxiliary enterprises administration charges to operating units. This account will house the expense credit in the original department and will house the expense debit in the department(s) receiving the cost allocation. |
2.9.3 Operating Supplies & Expenses (7)
| Code | Description |
|---|---|
| 7021xx | Purchases for Resale Includes purchases of merchandise for resale in the various units of Auxiliary Enterprises. Separate accounts should be maintained as needed to present adequate management detail. Purchases accounts should be closed to the appropriate Cost of Goods Sold account before the close of each monthly accounting period. This closing may be made on the basis of the results of perpetual inventory systems, results of taking an actual inventory, or by utilizing a percentage of gross sales to arrive at an approximate cost of goods sold value. |
| 7031xx | Cost of Goods Sold Purchases for Resale and inventory adjustments are closed into this account to derive cost of goods sold in the appropriate auxiliary units. There should be a separate account to parallel “Purchases.” An actual inventory must be taken of inventories for resale to calculate an actual cost of goods sold by enterprise. This actual inventory should be taken at least annually. |
| 7041xx | Cash Over/Short Includes amounts of overages and/or shortages for all fund groups. Account may be divided according to cash receiving locations when necessary. |
| 7121xx | Motor Vehicle Expense Includes expenses for fuel, service, repair or other costs of vehicles owned and operated by the institution. Also includes required maintenance service or repair of DOAS leased vehicles. |
| 7141xx | Supplies and Materials Includes all types of consumable materials used in operation of the institution. Account should be subdivided as required to provide accountability. An inventory should be established for each subdivision of the supply control account for expenditures. Cost of postage should be included in this account. |
| 714100 | Supplies and Materials Expense Includes the cost of all types of supplies and materials used in the operation of the institution. |
| 714110 | Supplies and Materials Expense – Postage Includes the cost of all postage used in the operation of the institution. |
| 714120 | Supplies and Materials Expense – Other Includes the cost of all other supplies and materials used in the operation of the institution. |
| 7149xx | Purchase Card Expense Includes the cost of all types of consumable materials used in the operation of the institution that has been purchased utilizing the “Purchase Card” method of procurement. An analysis of the various procurements made by “Purchase Card”, with a resulting reclassification of the account code, may be made by the institution if the amounts needing reclassification are material. It is normally recognized that items procured via “Purchase Card” are small value consumable materials that are properly classified as Supplies and Materials and do not need further reclassification. |
| 7151xx | Repairs and Maintenance Expenditures for parts, repairs, maintenance, and alterations of buildings, grounds, or equipment performed by department personnel or contracted from outside. Included are expenditures for replacement of fixtures when such fixture is attached to or a part of a building; such as water heaters, furnaces, boilers, exhaust fans, etc. Examples of charges also include janitorial service contracts, and maintenance service contracts on equipment including computer and radio equipment. Maintenance contracts or charges for maintenance services should be charged to this account regardless of whether the department owns, rents, leases, or is lease/purchasing the equipment or other asset. |
| 717xxx | Utilities Includes monthly billings by regulated public service organizations. Utility costs should be further classified as indicated below by type of utility. Costs of an organizational unit that produces utility service should be classified under normal cost objects such as personal services and supplies. |
| 7171xx | Utilities – Coal Includes all costs for the purchase and transportation of coal used in the operation of the institution. |
| 7172xx | Utilities – Electricity Includes all costs for the purchase of electricity used in the operation of the institution. |
| 7173xx | Utilities – Fuel Oil Includes all costs for the purchase and transportation of fuel oil used in the operation of the institution. |
| 7174xx | Utilities – Natural Gas/Propane Gas Includes all costs for the purchase and delivery of natural gas or propane used in the operation of the institution. |
| 7175xx | Utilities – Water Includes all costs for the purchase of water used in the operation of the institution. |
| 7176xx | Other Utilities Services Includes all costs for the purchase other utilities not listed in the utilities account codes above used in the operation of the institution. |
| 7191xx | Rents – Non Real Estate Includes expenditures for rental of equipment, furniture, meeting or exhibition halls by the day or week, post office box rentals, and rental of State owned aircraft. Note: Payments on multiyear installment purchase agreements should be charged to Lease/Purchase Capital Outlay, Accounts 8181xx for Principal and 8182xx for Interest. |
| 7192xx | Operating Lease Payments Includes payments for operating leases. |
| 7201xx | Insurance and Bonding Includes fidelity bonds on employees and hazard coverage on real and personal property or liability coverage where required by statute. Note: Personal liability coverage of employees should be recorded in Account 5541xx. |
| 7211xx | Claims and Indemnities Includes payments for medical service claims, damage to private property, and damage claims for personal injuries. Note: Workers’ Compensation insurance should be charged to Account 5561xx. |
| 7221xx | Direct Benefits – Medical Care/Public Assistance Includes payments to or for qualified recipients in accordance with statutory and/or contractual authority. |
| 7231xx | College Work-Study Program The total cost of the College Work-Study program shall be recorded under this account. The account may be further sub-divided as required to facilitate tracking of the various College Work-Study programs, such as on-campus versus off-campus, etc. |
| 723190 | Campus Work Account to be used by Georgia College & State University, Georgia Institute of Technology, Georgia State University, and the University of Georgia for Programs to help students mitigate the effect of the 2011 Tuition Increase. |
| 7241xx | Grants to Counties & Cities Payments made to local governmental units to fund services provided by such units in accordance with statutory and/or contractual authority. |
| 7271xx | Other Operating Expense Includes all expenditures for costs not properly included in any of the preceding accounts or in one of the specific classes established in appropriation acts. May be subdivided to provide separate accountability of each type of cost incurred. Examples of costs included in this account are: aerial surveys; bank charges, clipping services; credit reports; evidence purchased; freight, express, and storage; linen service and outside laundry; promotion expense; subscriptions, dues, and registration fees; and tests. Note: Account 7278xx must be used to record Other Operating Expense for Royalties. |
| 727100 | Other Operating Expense Includes all expenditures for costs not properly included in any of the preceding accounts or in one of the specific classes established in appropriation acts. |
| 727110 | Other Operating Expense – Registration Includes all expenditures for registration activities. |
| 727120 | Other Operating Expense – Subscriptions Includes all expenditures for subscriptions to periodicals. |
| 727130 | Other Operating Expense – Memberships Includes all expenditures for memberships to professional and other organizations. |
| 727140 | Other Operating Expense – Other Includes all expenditures for all other operating expenses. |
| 727250 | Advertising – Other than Employee Recruitment Includes all expenditures for advertising not directly related to attracting personnel. Note: This account should be used exclusively for Advertising – Other than Employee Recruitment beginning in FY2011. |
| 727350 | Advertising – Employee Recruitment Includes all expenditures for advertising related to attracting personnel. Note: This account should be used exclusively for Advertising – Employee Recruitment beginning in FY2011. |
| 727700 | Other Operating Expenses – Special Group Meals Used to purchase meals for a group of employees when such employees may not be on travel status or otherwise eligible for payment for meals. This expenditure account should only be used for such meal purchases. Refer to Section 19.7 in this manual for more information. |
| 7278xx | Other Operating Expenses – Royalties Includes all payments for royalties. |
| 7281xx | Bad Debt Expense Expense for write-off of bad debts. This is limited by Georgia Code 50-16-18 to $3,000. |
| 7331xx | Software Includes expenditures for electronic data processing pre-packaged software systems, or programs with or without long term product licensing agreements. Services for system design and/or programming of individualized software systems or programs should be charged to the appropriate Per Diem and Fees account. Note: Software purchases or development costs exceeding the capitalization threshold should be capitalized. Refer to Section 7.10.3, Computer Software Capitalization Threshold, in this manual for further information. |
| 7340xx | Water, Timber & Mineral Rights and Easements Expense Includes non-capitalizable expense for water rights, timber rights, mineral rights and easements. This is a budgetary account. |
| 734100 | Water Rights Includes non-capitalizable expense for water rights. |
| 734200 | Timber Rights Includes non-capitalizable expense for timber rights. |
| 734300 | Mineral Rights Includes non-capitalizable expense for mineral rights. |
| 734400 | Easements Includes non-capitalizable expense for easements. |
| 7350xx | Patent & Trademark and Copyright Expense Includes non-capitalizable expense for patent, trademark and copyright expense. This is a budgetary account. |
| 735100 | Patents Includes non-capitalizable expense for patents. |
| 735200 | Trademarks Includes non-capitaliable expense for trademarks. |
| 735300 | Copyrights Includes non-capitaliable expense for copyrights. |
| 7421xx | Publications and Printing Includes costs of publications required by statute or that are deemed necessary in providing services delivered within the scope of the institution’s authority. Includes all costs for printing billed by DOAS and any other costs for printing billed. Also includes cost of letterhead stationery, imprinted envelopes, imprinted forms, purchase orders, and any other billing for printed matter. Note 1: Does not include cost of books, pamphlets, brochures, booklets, manuals, handbooks, etc., that are not published by the institution. These publications should be charged to Account 7141xx, Supplies and Materials. Note 2: Books or volumes of books, if maintained in a library, should be charged to Account 8432xx, Library Collections. Note 3: Subscriptions or subscription services should be charged to Account 7271xx, Other Operating Expenses. |
| 7432xx | Equipment Purchases – Small Value – Inventory Includes equipment costing $3,000.00 or more, and less than $5,000.00. Also includes the cost of equipment required to be inventoried, such as guns and motor vehicles, if the cost is below $5,000.00. |
| 7433xx | Equipment Purchases – Sponsor Holds Title Includes equipment costing $3,000.00 or more, and less than $5000.00, purchased from sponsored funds where the sponsor retains title to the equipment purchased. Also includes the cost of equipment required to be inventoried, such as guns and motor vehicles, if the cost is $3,000 or more, and less than $5,000, and purchased from sponsored funds where the sponsor retains title to the equipment purchased. |
| 7442xx | Information Technology Equipment Purchases – Small Value – Inventory Includes Information Technology equipment costing more than $3,000.00, and less than $5,000.00. |
| 7443xx | Information Technology Equipment Purchases – Sponsor Holds Title Includes cost of Information Technology equipment costing $3,000.00 or more, and less than $5000.00, purchased from sponsored funds where the sponsor retains title to the equipment purchased. |
| 7481xx | Real Estate Rentals Includes monthly rentals and lease contracts for office space, warehousing, and storage other than Authority Lease Rental contracts. Costs of renovations and modifications of leased facilities would also be classified in this object class if such expenditures constitute rental payments in lease agreements. Account may be subdivided to show geographical location or other logical information. |
| 7482xx | Debt Service Retirement Includes repayment of debt not reported on the institutions balance sheet, such as GSFIC debt. |
| 7483xx | Authority Lease Rentals This expense shall include funds expended in payment of Authority Lease Rentals. |
| 751xxx | Per Diem and Fees Includes compensation and reimbursable expenses such as travel, postage, telephone, etc., for services rendered on a per diem, hourly, fee, or consultant basis from which the employer makes no payroll deductions. Examples of expenditures classified here would be architects, attorneys, consultants or consulting firms, board members, physicians, engineers, temporary help secured from a private agency (Kelly Girls, Incorporated), etc. Services for system design and/or programming of computer software systems, billed directly to the agency and not through DOAS Information and Computer Service billings, should be charged to this account. ** Accounts will be further subdivided as follows: |
| 751101 | Architect Payments of Per Diem and Fees to architects. |
| 751102 | Attorney Payments of Per Diem and Fees to attorneys. |
| 751103 | Consultant Payments of Per Diem and Fees to consultants/consulting firms. |
| 751104 | Engineer Payments of Per Diem and Fees to engineers. |
| 751105 | Physician Payments of Per Diem and Fees to physicians. |
| 751106 | Interpreters Payments of Per Diem and Fees to interpreters. |
| 751107 | Veterinarian Payments of Per Diem and Fees to veterinarians. |
| 751108 | Honorariums/Speakers Payments of Per Diem and Fees individuals for honorariums or for payment for speeches. |
| 751109 | Information Technology Consultant Payments of Per Diem and Fees to Information Technology consultants/consulting firms. |
| 751110 | Other Per Diems Payments of Per Diem and Fees not categorized in other account codes, including “Board Member” per diems. |
| 752100 | Reimbursable Expense Payments to reimburse for expenses incurred in the execution of duties while performing services covered under the definition of Per Diem and Fees. |
| 752200 | Direct Expense Payments made directly to vendors on behalf of individuals or corporations for expenses incurred in the execution of duties while performing services covered under the definition of Per Diem and Fees. |
| 7531xx | Contracts Includes contracts with units of state or local governments, units of other USG institutions, authorities, public or private corporations, or private business firms. Also included are agreements for delivery of services or activities evidenced by written agreement approved in accordance with statutory approval requirements. |
| 7532xx | Information Technology Contracts Includes contracts with units of State or local governments, units of the USG institutions, authorities, public or private corporations, or private business firms for Information Technology Contracts. Also included are agreements for delivery of services or activities evidenced by written agreement approved in accordance with statutory approval requirements. |
| 7601xx | Computer Charges – Other Includes all expenditures for charges of a service bureau description for computer services, except those billings for computer charges from DOAS. Note 1: Accounts 7601xx and 7602xx should be used to record computer charges only. Charges that relate to a computer, but are not charges for computer services of a service bureau description, should be made to their proper account. Examples of these computer-related charges are: - Data telecommunications should be charged to 7718xx. - Computer equipment purchases should be charged to 8433xx. - Lease/purchases or installment purchases should be charged to 8181xx & 8182xx. - Rentals of computer equipment should be charged to 7191xx. - Computer maintenance service charges or charges for maintenance service agreements should be charged to 7151xx. Note 2: Institutions MUST ensure that they are duly authorized to purchase computer equipment, to rent computer equipment, or to purchase computer maintenance contracts for themselves directly rather than through DOAS. Note 3: No direct personal services charges arising from employees should be charged to these accounts. Note 4: No direct Per Diem and Fee activity should be charged to these accounts. |
| 7602xx | Computer Charges – DOAS Includes all expenditures made for computer charges on DOAS Information and Computer Services billings. NO other charges should be made to this account. Note: Separate billings on DOAS Information and Computer Services billings identified as data telecommunications should be charged to Account 7718xx. |
| 771100 | Telecommunications – Local Includes all charges for local service telecommunications. |
| 771200 | Telecommunications – Long Distance/GIST Includes all charges for long distance telecommunications, whether billed from the Georgia Intrastate Telephone (GIST) system or a private company. |
| 771300 | Telecommunications – Cellular Includes all charges for cellular phone service. |
| 7714xx | Telecommunications – Pager Includes all charges for pager service. |
| 7715xx | Telecommunications – Radio Includes all charges for radio service. |
| 7716xx | Telecommunications – Video (GSAMS) Includes all charges for video services. |
| 7717xx | Telecommunications – Wire & Cable Includes all charges for installation of wire and cable. |
| 771800 | Telecommunications – Data Includes all charges for data telecommunications. Also includes any charges identified on DOAS Information and Computer Service billings for data telecommunications. |
| 771900 | Telecommunications – Other Includes all other telecommunications expenditures. |
| 7811xx | Scholarships Includes those amounts awarded students on the basis of scholastic achievement. Financial need may or may not be a determining factor. No service would be rendered, nor repayment made, for financial assistance classified in this account. |
| 7821xx | Fellowships This subcategory includes grants-in-aid to graduate students. It does not include funds for which services to the institution must be rendered, such as payments for teaching. |
| 7831xx | Stipends Includes payments to individuals under training grants that are intended to provide financial assistance during the period of training. Services are rendered by the trainee. This service is required of all students involved in the program. Note: Stipends should not be used for payment to institutional employees for additional work. Institutional employees being compensated for assuming additional duties or performing work outside of the normal duties of the position should be paid by charging the appropriate Personal Services account. |
| 7841xx | Tuition This account code is to be used only in situations where a grant or contract specifies payment of tuition as a part of the project budget. |
| 7981xx | Indirect Plant Overhead Includes operating expense costs for operation and maintenance of physical plant that have been allocated and transferred to Auxiliary Enterprises. This account will house the expense credit in the Fund Group being relieved by the allocation and will house the expense debit in the Fund Group receiving the cost allocation. |
| 7983xx | Operating Expense – Allocated Costs Includes operating expense costs (except plant operations) that have been allocated to other departments, such as auxiliary enterprises administration charges to operating units. This account will house the expense credit in the original department and will house the expense debit in the department(s) receiving the cost allocation. |
| 799000 | Control Account – Expense Error Budgetary Only A control account for budgetary expense errors. * * Note: This account is for institutions using the Travel & Expenses module in the GeorgiaFIRST model of the PeopleSoft Financials software. |
| 799990 | Control Account – Expense Error A control account for expense errors. * * Note: This account is for institutions using the Travel & Expenses module in the GeorgiaFIRST model of the PeopleSoft Financials software. |
2.9.4 Equipment/Capital Outlay (8)
| Code | Description |
|---|---|
| 8181xx | Lease/Purchase – Principal Includes the principal portion of payments made on multi-year lease/purchase or installment purchase agreements. All equipment received for which charges are made to this account should be recorded in the institution’s inventory control system. * Note: Items costing less than $5,000 should not be lease/purchased. * Note: Institutions using the PeopleSoft Financials software will record this equipment in the Asset Management module. Institutions using the GeorgiaFIRST model of the PeopleSoft Financials software should refer to Business Process AM.020.060. Also refer to Section 7.0, Capitalization, in this manual. |
| 8182xx | Lease Purchase – Interest Includes the interest portion of payments made on multi-year lease/purchase or installment purchase agreements. All equipment received for which charges are made to this account should be recorded in the institution’s inventory control system. * *Note: Institutions using the PeopleSoft Financials software will record this equipment in the Asset Management module. Institutions using the GeorgiaFIRST model of the PeopleSoft Financials software should refer to Business Process AM.020.060. Also refer to Section 7.0, Capitalization, in this manual. |
| 818290 | GSFIC Payback Bond Interest Includes the interest portion of payments made on GSFIC payback bonds. |
| 8340xx | Water, Timber & Mineral Rights and Easements Includes capitalizable expense for water rights, timber rights, mineral rights and easements. This is a budgetary account. |
| 834100 | Water Rights Includes capitalizable expense for water rights. |
| 834200 | Timber Rights Includes capitalizable expense for timber rights. |
| 834300 | Mineral Rights Includes capitalizable expense for mineral rights. |
| 834400 | Easements Includes capitalizable expense for easements. |
| 8350xx | Patent & Trademark and Copyright Expense Includes capitalizable expense for patent, trademark and copyright expense. This is a budgetary account. |
| 835100 | Patents Includes capitalizable expense for patents. |
| 835200 | Trademarks Includes capitalizable expense for trademarks. |
| 835300 | Copyrights Includes capitalizable expense for copyrights. |
| 8331xx | Software Includes costs of software acquired and/or internally developed or modified solely to meet the institution’s internal needs. During the software’s development or modification, the institution must not have a substantive plan to market the software externally to other organizations. |
| 8411xx | Motor Vehicle Equipment Purchases Includes automobiles, station wagons, vans, buses, motor homes, light duty trucks, and heavy-duty cargo carrying trucks. Aircraft or other motorized vehicles should be recorded in Account 8431xx, Equipment Purchases - Inventory. |
| 8431xx | Equipment Purchase – Inventory Includes expenditures for a material item of a non-expendable nature, such as a movable unit of furniture or furnishings, an instrument or apparatus, a machine (including attachments), or an instructional skill training device. Can include a set of small articles whose parts are replaceable or repairable, while the whole retains its identity and utility over a period of time that is characteristic of and definable for items of its class. Also includes motorized vehicles not used on public roads; such as aircraft, boats, lawn mowers, farm tractors, road building equipment, etc. Items in this group, generally, should have a life expectancy of three years or more, cost $5,000 or more, and be controlled by a perpetual inventory record. Note 1: All equipment purchases in this account must be inventoried in the institution’s inventory control system.* * Note: Institutions using the PeopleSoft Financials software will record this equipment in the Asset Management module. Institutions using the GeorgiaFIRST model of the PeopleSoft Financials software should refer to Business Processes AM020.010 through AM.020.014, AM020.040, and AM020.070. Note 2: Computer Purchases should not be included in this account, but should be recorded in Account 8433xx (Computer Purchase). |
| 8432xx | Library Collections Library Collections consist of Library Books and Reference Materials. Library reference materials are information sources other than books which include journals, periodicals, microforms, audio/visual media, computer-based information, manuscripts, maps, documents, and similar items which provide information essential to the learning process or which enhance the quality of academic, professional or research libraries. |
| 8433xx | Computer Purchases Includes material electronic data processing items of a non-expendable nature, costing $5,000.00 or more. Items in this group would include, but not be limited to, computer mainframes, mini-computers, data storage units, printers, firmware, terminals, and personal computers. |
| 84339x | Other Information Technology Purchases Includes all other capitalizable Information Technology Equipment purchases not included in 8433xx (Computer Purchases). |
| 8434xx | Capitalized Collections Collections or individual items of significance that are owned by an institution which are not held for financial gain, but rather for public exhibition, education or research in furtherance of public service. |
| 8501xx | Land and Land Improvements Land is the surface or crust of the earth, and is characterized as having an unlimited life. 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. |
| 8601xx | Buildings and Building Improvements 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. |
| 8701xx | 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. |
| 8801xx | Infrastructure Infrastructure are long-lived capital assets that are normally 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. Examples of Infrastructure are road systems, water systems, drainage systems, sewer systems, fiber optic and telephone distribution systems between buildings, and waterway systems. |
| 8901xx | Depreciation Expense Used for writing off the annual portion of deterioration of capitalized equipment, building or land improvements. This charge is based on proration of the asset cost over its estimated life. |
2.9.5 Transfers (9)
| Code | Description |
|---|---|
| 9111xx | Transfers – Mandatory Transfers to or from another fund group that are required by binding legal agreements. |
| 9211xx | Transfers – Non-Mandatory Discretionary transfers to or from another fund group. These transfers are not required by a binding legal agreement. |
| 9511xx | Allocated Overhead – Sponsored Agreements Includes facilities and administrative overhead costs charged to sponsored agreements. The use of this account should be with appropriate debits and offsetting credits to allow reporting of these overhead costs to the grant agencies, but allow normal cost reporting (without the 9511xx costs) to the system office data warehouse and on annual reports. |