Business Procedures Manual

Essential business procedural components for University System of Georgia institutions.

(Last Modified on October 20, 2016)

The Fund Group numbering structure 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 for financial reporting purposes.

2.2.1 Current Funds

(Last Modified on October 20, 2016)

10xxx EDUCATION and GENERAL

An accounting entity in which revenues, expenditures, and balances of funds earmarked for current operations to support the educational and general program of the college or university are recorded. Note: 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 only should be used for state appropriated revenue and expenses.
10500 Tuition
This accounting entity only should be used for tuition.
10600 Other General
This accounting entity should be used for any student fees not specifically reported in another fund.
10800 Augusta University/UGA Medical Partnership

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 GT - Georgia Tech Research Institute - State Appropriations
11625 GT – Enterprise Innovation Institution – State Appropriations
11300 UGA – Agricultural Experiment Stations – State Appropriations
11310 UGA – Coop Extension Service – State Appropriations
11320 UGA – Forestry Research – State Appropriations
11325 UGA – Forestry Coop Extension – State Appropriations
11330 UGA – Marine Extension Service – State Appropriations
11340 UGA – Marine Institute – State Appropriations
11360 UGA – Vet Med Ag Research – State Appropriations
11370 UGA – Vet Med Teaching Hospital – State Appropriations
11380 UGA – Vet Med Experiment Station – State Appropriations
11390 UGA – Athens/Tifton Vet Labs – State Appropriations
11335 UGA - Skidaway Institute – State Appropriations
11641 GT – Enterprise Innovation Institute – Other General
11600 UGA – Agricultural Experiment Stations – Other General
11610 UGA – Coop Extension Services – Other General
11620 UGA – Forestry Research – Other General
11630 UGA – Marine Extension Service – Other General
11640 UGA - Marine Institute – Other General
11625 UGA - Forestry Coop Extension – Other General
11920 University System Office – State Appropriations
11921 University System Office - State Appropriations Delivery
11922 University System Office - Health Reporting
11923 University System Office – Dental 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 that 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 Parking/Transportation
An accounting entity used for funds expended to provide for the operation campus parking or transportation systems.
12260 Auxiliary Transportation
An accounting entity used for funds expended to provide for the operation of campus transportation.
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, starting on page 2-29. 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 the Board of Regents policy manual section 501, section 704.0226 and section 704.016.

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 704.011 through 704.015 of the Board of Regents Policy manual.

Each institution shall report year-end balances of available funds in Departmental Sales and Services annually within the budgetary compliance report. Additionally, each institution must analyze available funds in Departmental Sales and Service and develop a spending plan on how they will be used to meet institutional needs on an annual basis. This spending plan must be available upon request by the Vice Chancellor for Fiscal Affairs and Treasurer.

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:

  1. 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.

    1. 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 only may 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 so that institutions can carry forward funds. Each institution shall annually report year-end balances of available funds in indirect cost recovery within the budgetary compliance report. Additionally, each institution must analyze available funds in indirect cost recovery and develop a spending plan on how they will be used to meet institutional needs on an annual basis. This spending plan must be available upon request 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 Board of Regents policy manual.

All technology fee revenues and expenditures against those revenues must be recorded using this fund code so that the institutions can carry forward funds. Each institution shall annually report year-end balances of available funds in technology within the budgetary compliance report. Additionally, each institution must analyze available funds in technology and develop a spending plan on how they will be used to meet institutional needs on an annual basis in accordance with guidelines established for technology fees. This spending plan must be available upon request 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 be 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
21300 UGA – Agricultural Experiment Stations
21310 UGA - Cooperative Extension Service
21320 UGA - Forestry Research
21325 UGA - Forestry Cooperative Extension
21330 UGA - Marine Extension Service
21340 UGA - Marine Institute
21390 UGA - Athens/Tifton Veterinary Laboratories
21335 UGA - Skidaway Institute
21920 University System Office
21930 Public Libraries

2.2.2 Public Trust Funds

(Last Modified on October 20, 2016)

30000 FEDERAL LOAN FUNDS

An accounting entity in which are recorded receipts, disbursements, and balances of funds that 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 that 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 that 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

(Last Modified on October 20, 2016)

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.


2.2.4 Agency Funds

(Last Modified on October 20, 2016)

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.

63000 AGENCY-PAYROLL OPERATIONS (One HCM)

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

(Last Modified on October 27, 2016)

80000 PENSION TRUST FUND (USO AND AU ONLY)

An accounting entity that contains funds maintained for Pension Trust Funds approved by the Board of Regents.

90000 FIDUCIARY FUNDS (USO ONLY)

An accounting entity that contains funds maintained by the USO for the Fiduciary Funds, as approved by the state Legislature.

90100 OPEB RETIREE HRA (USO ONLY)

An accounting entity that contains funds maintained by the USO for the Retiree Health Benefit Retiree HRA.


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