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Business Procedures Manual

2.2 Fund Group

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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:

  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.

  2. 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.


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