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Business Procedures Manual

2.7 General Ledger Accounts - Balance Sheet Accounts

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

2.7.1 Asset Accounts (1)

Current Assets

11xxxx CASH, CASH EQUIVALENTS, & SHORT TERM INVESTMENTS

Code Description
111000 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 112000 for Petty Cash.
112000 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.
118100 Cash in Bank General Operations-Demand Deposits
Funds deposited in bank(s) for checking purposes.
118110 Cash in Bank-Money Market-Cash Equivalents
118115 Cash in Bank-Specialized Operations
Funds deposited in bank(s) for a specific purpose. (Example: AP)
118120 Cash in Bank-Bank Interest
118140 Cash in Bank-Demand Deposit
118180 Cash in Bank-Supplemental
Available for unique situations not identified in the other Cash in Bank accounts, but where separate accounting is required.
118191 Retiree Direct Debit Clearing
118197 Banner-Web Credit Card Clearing
Clearing Account for Banner Online Credit Card Transactions
118198 Banner-Web Check Clearing
Clearing Account for Banner Electronic Check Transactions
118199 Cash Clearing-Banner
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.
118500 Cash In Bank Payroll-Demand Deposits
Funds deposited in bank(s) for payroll operations.
118502 Cash in Bank-Direct Deposit
119100 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.
119101 Time Deposits-Institutional
119160 Cash in Bank-Time-Unrestricted
119180 Cash in Bank-Time-Money Market
119300 Cash In Local Government Investment Pool (LGIP) (Cash Equivalent)
Includes cash placed in the interest-bearing Local Government Investment Pool (State Investment Pool).
119305 Cash-LGIP-Unrestricted Pool
Endowment earnings from LGIP account
119310 Georgia Fund One-BB&T
119400 Contracted Investment Pool (Cash Equivalent)
Includes cash placed in the interest-bearing Contracted Investment Pool (BOR Short Term Fund).
119800 Short Term Investments (90 Days – 13 Months)
Includes cash invested for less than 13 months, including CDs.

12xxxx RECEIVABLES

Code Description
121000 Student Account Receivables (SAR)
Unpaid student fees, tuition, room and board charges, and other expenses on a deferred payment; i.e., vocational rehabilitation, etc.
121032 SAR-Department of Labor Vocational Rehabilitation
121035 SAR-Miscellaneous Pay/Miscellaneous Charges
121036 SAR-Joint Enrollment Deferred Tuition
121040 SAR-NRA Federal Withholding
121045 SAR-Reserved
Available for unique situations, not identified in other SAR accounts, where separate accounting is required.
121050 SAR-Returned Checks
121060 SAR-In State–Out of State-Tuition-Summer
121061 SAR-In State–Out of State Tuition-Fall
121062 SAR-In State-Out of State Tuition-Spring
121063 SAR-Orientation Fees
121064 SAR-Technology Fees
121065 SAR-Music Fees
121066 SAR-eTuition-Summer
121067 SAR-eTuition-Fall
121068 SAR-eTuition-Spring
121069 SAR-Institutional Fee
121070 SAR-Online IT Fee
121075 SAR-Bookstore
121080 SAR-Late Fee
121081 SAR-Field Internship Fee
121082 SAR-Housing-Summer
121083 SAR-Housing-Fall
121084 SAR-Housing Spring
121085 SAR-Activity Fee
121086 SAR-Transportation Fee
121087 SAR-Athletic Fee
121088 SAR-Sustainability Fee
121089 SAR-Health Fee
121090 SAR-Recreation & Wellness Fee
121099 SAR-Financial Aid
121100 SAR-Tuition
121110 SAR-Auxiliary
121130 SAR-Third Party
121140 SAR-Off Campus
121199 SAR-Reserve for Uncollectible
121200 SAR-Housing Application Fee
121210 SAR-Residence Halls
121300 SAR-Other
121999 Allowance for Doubtful Accounts – Student Accounts
Specifically identified Student Accounts Receivable likely to become uncollectible.
122000 Receivables – Student Notes
Unpaid student loans secured by promissory notes.
122005 Emergency Loans
122006 Alternative Payment Loans
122019 Notes Receivable-Foundation
122020 Funds Advanced to Students-Perkins
122021 Loan Principal Collected-Institution-Perkins
122022 Loan Principal Collected by Collection Agency-Perkins
122026 Loan Principal Cancelled After 7/92-High Risk Child 15%
122027 Loan Principal Cancelled After 7/92-High Risk Child 20%
122028 Loan Principal Cancelled After 7/92-High Risk Child 30%
122029 Loan Principal Cancelled After 7/92-Shortage Area 15%
122030 Loan Principal Cancelled After 7/92-Shortage Area 20%
122031 Loan Principal Cancelled After 7/92-Shortage Area 30%
122034 Loan Principal Cancelled After 7/92-Law Enforcement 15%
122035 Loan Principal Cancelled After 7/92-Law Enforcement 20%
122036 Loan Principal Cancelled After 7/92-Law Enforcement 30%
122037 Loan Principal Cancelled Prior to 7/72-Teach 10%
122038 Loan Principal Cancelled Prior to 7/72-Teach 15%
122039 Loan Principal Cancelled Prior to 7/72-Military 12.5%
122040 Loan Principal Cancelled After 7/72-Teach 15%
122041 Loan Principal Cancelled After 7/72-Teach 20%
122042 Loan Principal Cancelled After 7/72-Teach 30%
122043 Loan Principal Cancelled After 7/72-Child/Family/Early Intervention Service
122044 Loan Principal Cancelled-Death-Perkins
122045 Loan Principal Cancelled-Disability-Perkins
122046 Loan Principal Cancelled-Bankruptcy-Perkins
122047 Loan Principal Adjustments-Other-Perkins
122048 Loan Principal Cancelled After 7/72-Nurse/Med Tech 15%
122049 Loan Principal Cancelled After 7/72-Nurse/Med Tech 20%
122050 Loan Assigned to US Government-Perkins
122051 Loan Principal Cancelled After 7/72-Nurse/Med Tech 30%
122052 Loan Principal Cancelled After 7/72-Military
122053 Loan Principal Cancelled-Fire Fighters 15%
122054 Loan Principal Cancelled After 7/72-Fire Fighters 20%
122055 Loan Principal Cancelled-Fire Fighters 30%
122056 Loan Principal Cancelled-Staff State License-Pre K15%
122057 Loan Principal Cancelled-VA Disability
122060 Funds Advanced to Students-Nursing
122061 Principal Collected by Institution-Perkins
122062 DO NOT USE-Principal Cancelled-Teaching-NDSL Def 10%
122063 DO NOT USE-Principal Cancelled-Teaching-NDSL Def 15%
122064 DO NOT USE-Principal Cancelled-Military-NDSL D 12.5%
122065 DO NOT USE-Principal Cancelled-Teaching-NDSL Dir 15%
122066 DO NOT USE-Principal Cancelled-Teaching-NDSL Dir 20%
122067 DO NOT USE-Principal Cancelled-Teaching-NDSL Dir 30%
122068 DO NOT USE-Principal Cancelled-Military-NDSL Dir 12.5%
122069 Principal Cancelled-Death-NDSL
122070 Principal Cancelled-Bankruptcy-NDSL
122071 Principal Cancelled-Disability-NDSL
122072 Principal Cancelled-Small Balance Write Off
122073 Loan Assigned to US Government-NDSL
122074 Principal Cancelled-Law Enforcement 15%
122075 Principal Cancelled-Law Enforcement 20%
122076 Principal Cancelled-Nursing/Medical 15%
122077 Principal Cancelled-Law Enforcement 30%
122078 Principal Cancelled-Nursing/Medical 20%
122079 Principal Cancelled-Nursing/Medical 30%
122080 Accounts Receivable Loan 3rd Party Process
122081 Perkins Advances Transferred from NDSL
122101 Funds Advanced to Students-Perkins
122102 Loan Principal Cancelled-Perkins
122103 Loan Principal Collected-Perkins
122104 Ref Principal Assigned to US Government-Perkins
122105 Deferred Principal Assigned to US Government-Perkins
122106 Perkins Principal Cancelled Prior to 7/72-Teach 15%
122107 Perkins Principal Cancelled Prior to 7/72-Military 12.5%
122108 Perkins Principal Cancelled Prior to 7/72-Teach 10%
122109 Perkins Principal Cancelled Prior After 7/72-Teach 15%
122110 Perkins Principal Cancelled Prior After 7/72-Teach 20%
122111 Perkins Principal Cancelled Prior After 7/72-Teach 30%
122112 Perkins Principal Cancelled Prior After 7/72-Military 12.5%
122113 Perkins Principal Cancelled-Death
122114 Perkins Principal Cancelled -Disability
122115 Perkins Principal Cancelled-Bankruptcy
122116 Loan Principal Adjustment-Other-Perkins
122117 Perkins Principal Cancelled-Law Enforcement 15%
122118 Perkins Principal Cancelled-Volunteer Service
122119 Perkins Principal Cancelled-Child/Family/Early Intervention Service
122120 Perkins Principal Cancelled-Nurse/Med Technician
122121 Perkins Principal Cancelled-Purchased Institution
122130 Funds Advanced to Students-Nursing-Perkins
122131 Principal Collected-Nursing-Perkins
122132 Principal Uncollected-Nursing-Bankruptcy
122133 Principal Cancelled-Hp Prac-Nursing-Shortage
122134 Principal Cancelled-Hp Prac Rur Shtg-Nursing
122135 Principal Cancelled-Nursing-Employment 10%
122136 Principal Cancelled-Nursing-Employment 15%
122137 Principal Cancelled-Nursing-Employment 20%
122138 Principal Cancelled-Nursing-Death/Disability
122139 Principal Cancelled-Nursing-Purchased Institution
122140 Income Contingent Loans – Interest Capitalization
122141 Income Contingent Loans – Advances Transferred to NDSL
122142 Income Contingent Loans – Principal Collected Transferred to NDSL
122150 General Student Loans-Notes Receivable
122999 Allowance for Doubtful Accounts – Student Notes
Specifically identified Student Notes Receivable likely to become uncollectible.
123000 Receivables – General Appropriation Allotments
State appropriations due at the close of a reporting period.
123100 Receivables – General Appropriation Allotments
123101 Rec-General State Appropriations-Special Funding Initiative
123102 Rec-General State Appropriations-Lottery
123103 Rec-General State Appropriations-MRRF
123999 Allowance for Doubtful Accounts – Appropriations
Specifically identified Appropriations Receivable likely to become uncollectible.
124000 Receivables – Federal Funds
Amounts due from federal agencies for earned portions of approved grants, contracts, or programs.
124999 Allowance for Doubtful Accounts – Grants and Contracts Federal
Specifically identified Federal Funds Receivable likely to become uncollectible.
125000 Due From Other State Agencies
Receivables due from other state agencies.
125002 AR-State Grants
125004 AR-Joint Staffed
125006 AR-Due from Regents Office
125007 AR-Due from Institutions (USO Only)
Used to record accounts receivables from the institutions associated with the P3 Auxiliary Project.
125008 AR-Due from USO
Used to record refunds due to institutions associated with P3 Auxiliary Collection Services – Primarily Title IV Funding Adjustments
125010 AR-DOAS Insurance
125020 AR-MRR (Bond Funds)
Used to record MRR funds received via Bond Funds.
125100 AR-Other St Agency
125181 AR-Georgia On My Line
125600 Due from GFSIC
Receivables due from GFSIC.
125999 Allowance for Doubtful Accounts – Grants and Contracts, State and Other
Specifically identified State Funds Receivable likely to become uncollectible.
126000 Due From Other Funds (Detail)
Amounts of funds loaned temporarily to other fund groups; for example, general funds loaned to Plant Funds group.
126050 Due from Unexpended Plant
126700 Due From Other USG Institutions
To record payables due from other institutions for collaborative ventures (Examples include GOML, eCORE, WebMBA, and eMajor.) Note: See account 218700 for the Due To Other USG Institutions
126800 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.
126900 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.
126960 Due From USO-Capital Liability Reserve Fund
126970 Due from Institutions – Capital Liability Reserve Fund
Used to record cash draws from the capital reserve fund and may only be used in situations approved by the USO Office of Fiscal Affairs.
127000 Receivables – Other
Any other receivable not properly classified in the codes listed above.
127100 Receivables-Other
Any other receivable not properly classified in the codes listed above.
127101 AR-Other
127102 AR-Credit Memos-Bookstore
127104 AR-Custodial
127105 AR-Cafeteria
127107 AR-Banner Bookstore
127130 AR-Faculty
127135 AR-Employees
127199 Allowance for Doubtful Accounts – Receivables Other
Specifically identified Receivables – Other likely to become uncollectible.
127200 Receivables – Local Funds
127299 Allowance for Doubtful Accounts – Local Funds
Specifically identified Receivables – Local likely to become uncollectible.
127300 Receivables – Private Funds
127310 AR – Endowment Funds
127350 AR – Foundation
127375 AR – Tennis & Recreation Fields
127399 Allowance for Doubtful Accounts – Private Funds
Specifically identified Receivables – Private likely to become uncollectible.
128000 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.
128004 AR Clearing – Third Party
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*
129000 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.
129051 AR-Bookstore Returned Checks-Non Students
Used to record amount due for Bookstore Returned Checks from non-students.
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).
129110 AR-NSF Checks
129120 AR-NSF Web Checks
129210 ADP AR-Retiree
129211 AR-Retirement Benefits
129220 ADP AR-Leave/Disability
129230 ADP AR-COBRA
129240 AR-Tax Sheltered Annuity
129250 AR-Continuing Education
129800 AR – Other
Used to record other amounts due the institution.
129999 Allowance for Doubtful Accounts – Subsidiary Ledger
An estimated value of the Receivables in Subsidiary Ledger likely to become uncollectible.

13xxxx PREPAID ITEMS

Code Description
131000 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.
132100 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.
132101 Prepaid Payroll
132102 Prepaid Postage
132104 Prepaid Other Expense
132106 Prepaid Fuel Card Expenses
132115 Prepaid Studies Abroad
132120 Prepaid Continuing Education
132121 Prepaid Continuing Education Camps
132125 Prepaid Continuing Education School of Education
132126 Prepaid Continuing Education Summer Honors
132127 Prepaid Continuing Education School of Business
132128 Prepaid Continuing Education Rifle Corp
132130 Prepaid Maymester Payroll
132132 Prepaid Sales Tax
132133 Prepaid Estimated Sales Tax
132135 Prepaid Orientation
132137 Prepaid Soccer Camp
132138 Prepaid Soccer Camp-Male
132139 Prepaid Soccer Camp-Female
132140 Prepaid Athletics
132141 Prepaid Basketball Camp-Male
132142 Prepaid Basketball Camp-Female
132144 Prepaid Softball Camp
132146 Prepaid Baseball Camp
132148 Prepaid Kicking Camp
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.
132300 Travel Advance – Employees
Amounts advanced to employees to cover expenses on pre-approved authorizations to travel on institutional business.
132310 Travel Advance – Employee Clearing
132400 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.
132410 Travel Advance – Student Clearing
132900 Other Advances
Includes other advances not covered elsewhere.
132910 Other Advances – Clearing
133100 Cash Advance – Control
Includes pre-paid items related to cash advances.
139000 Other Prepaids (Specify)
Includes other prepaids not covered elsewhere.
139100 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
141000 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.
142000 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.
142001 Merchandise for Resale – Books
142002 Merchandise for Resale – New Textbooks
142003 Merchandise for Resale – Used Textbooks
142004 Merchandise for Resale – Trade Books
142005 Merchandise for Resale – Bookstore
142006 Merchandise for Resale – Bookstore Supplies
142007 Merchandise for Resale – Rental Books
142010 Merchandise for Resale – Cafeteria
142020 Merchandise for Resale – Other
142025 Merchandise for Resale – Cap/Gown/Diploma
142030 Merchandise for Resale - Special
142034 Merchandise for Resale – Apparel
142035 Merchandise for Resale – Contract US Post Office Location
142050 Merchandise for Resale – Computers and Accessories
142060 Merchandise for Resale – Vending
142070 Merchandise for Resale – Printing
142071 Merchandise for Resale - Drinks
142080 Merchandise for Resale – Athletics
142200 Merchandise for Resale – Food Services

Non-Current Assets

15xxxx INVESTMENTS

Code Description
151000 Government Securities
Cash invested in U.S. Treasury Bills would be classified here.
151100 US Treasury Investments
Cash invested in other U.S. Treasury investments would be classified here.
151200 US Agency Investments – Explicitly Guaranteed
Cash invested in explicitly-guaranteed U.S. Agency investments would be classified here.
151300 US Agency Investments – Implicitly Guaranteed
Cash invested in implicitly-guaranteed U.S. Agency investments would be classified here.
152000 Common & Preferred Stock
The value of common and preferred stock owned by the institution.
152020 Investments Stocks Unrestricted
152025 Investments Stocks Fair Market
152100 Common & Preferred Stock - Domestic
The value of domestic common and preferred stock owned by the institution.
152200 Common & Preferred Stock – International
The value of international common and preferred stock owned by the institution.
152300 Equity Mutual Fund – Domestic
The value of domestic equity mutual funds owned by the institution.
152400 Equity Mutual Fund – International
The value of international equity mutual funds owned by the institution.
153000 Bonds
The value of bonds owned by the institution.
153100 Bonds – Corporate
The value of bonds owned by the institution.
153200 Bonds – Municipal Obligation
The value of municipal obligation bonds owned by the institution.
153300 Bonds – General Obligation
The value of general obligation bonds owned by the institution.
153400 Bonds – Corporate Mortgage Backed
The value of corporate mortgage-backed bonds owned by the institution.
153500 Mutual Bond Fund
The value of mutual bond funds owned by the institution.
154000 Real Estate Mortgages
The value of real estate mortgages owned by the institution.
155000 Real Estate
The value of real estate owned by the institution.
156000 University System Buildings
The value of University System buildings owned by the institution.
157000 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 BOR Investment Pool – Legal Fund
The value of the institution’s share of the Legal Fund of the BOR Investment Pool.
157200 BOR Investment Pool – Balanced Fund
The value of the institution’s share of the Balanced Income Fund of the BOR Investment Pool.
157300 BOR Investment Pool – Total Return Fund
The value of the institution’s share of the Total Return Fund of the BOR Investment Pool.
157400 BOR Investment Pool – Diversified Fund
The value of the institution’s share of the Diversified Fund of the BOR Investment Pool.
157500 Georgia Extended Asset Pool
The value of the institution’s share of the Georgia Extended Asset Pool.
157900 Other Investment Pool
The value of the institution’s share of any other investment pool(s).
158000 Cash – Non-Current
Cash that is externally restricted and cannot be used to pay current liabilities.
158100 Cash – Non-Current
Cash that is externally restricted and cannot be used to pay current liabilities.
158200 Cash – Non-Current Short-Term Investments
Cash that is externally restricted and classified as a short-term investment.
159000 Other Investments
Includes the value of all other investments not recorded elsewhere.
159100 Other Investments – Bond Equity Mutual Fund
Includes the value of all bond, equity, and mutual fund investments not recorded elsewhere.
159200 Other Investments – Real Estate Investment Fund
Includes the value of all other real estate investments not recorded elsewhere.
159300 Other Investments - Cash Surrender Value
Includes the value of the cash surrender value of all other investments not recorded elsewhere.
159400 Other Investments – CDs - Negotiable
Includes the value of all negotiable Certificates of Deposit investments not recorded elsewhere.
159500 Other Investments – Repurchase Agreements
Includes the value of all repurchase agreements not recorded elsewhere.
159900 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
161000 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.
161100 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.
162000 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.
162900 Accumulated Depreciation - Buildings & Building Improvements
Includes the total amount of depreciation expense charged to Buildings & Building Improvements.
163000 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.
163900 Accumulated Depreciation - Facilities and Other Improvements
Includes the total amount of depreciation expense charged to Facilities and other Improvements.
164000 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.
164010 Library Collections – General Acquisitions
164020 Library Collections – Donated
164900 Accumulated Depreciation – Library Collections
Includes the total amount of depreciation expense charged to Library Collections.
165000 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.
165900 Accumulated Depreciation – Equipment
Includes the total amount of depreciation expense charged to Equipment.
166000 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.
166900 Accumulated Depreciation – Capital Leases
Includes the total amount of depreciation expense charged to Capital Leases.
167000 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.
167900 Accumulated Depreciation-Infrastructure
Includes the total amount of depreciation expense charged to Infrastructure.
168000 Capitalized Collections
Includes Works of Art, Historical Treasures, and Intangible Assets owned by the institution.
168100 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.
168200 Intangible Assets
Software or Intellectual Property assets that do not necessarily have a physical presence.
168210 Software
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
168900 Accumulated Depreciation - Capitalized Collections
Includes the total amount of depreciation expense charged to Capitalized Collections.
168910 Accumulated Depreciation-Software
Accumulated depreciation related to capitalized software.
168920 Accumulated Depreciation-Water, Timber & Mineral Rights and Easements
Accumulated depreciation related to capitalized water rights, timber rights, mineral rights and easements.
168930 Accumulated Depreciation-Patents, Trademarks and Copyrights
Accumulated depreciation related to capitalized patents, trademarks and copyrights.
169000 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.
169900 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.
170000 Deferred Outflows of Resources
Used to account for consumption of assets applicable to a future period. Examples would be Service Concession agreements and grants paid in advance of meeting grant time requirements, when all other eligibility requirements have been met.
170100 Deferred Outflows of Resources – Debt Refunding
This is associated with the implementation of GASB 65. In current refunding and advanced refundings that result in defeasance of debt, the difference between the reacquisition price and the net carrying amount of the old debt should be reported as deferred outflows of resources or inflow of resources and recognized as a component of interest expense over the life of the debt.
170200 Deferred Outflows of Resources – Defined Benefit Pension Plan
170900 Deferred Outflows of Resources – Other
This is associated with GASB 65 Implementation

2.7.2 Liability Accounts (2)

Current Liabilities

21xxxx LIABILITIES - GENERAL

Code Description
211000 Accounts Payable
Includes all unpaid obligations as evidenced by purchase orders, contracts, and confirmations for materials and services.
211400 Accounts Payable
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.
211600 Accounts Payable – P Card
211605 Accounts Payable – Automotive Resources International (ARI)
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.
212100 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.
212200 Accrued Expenses – Non Personal Services
Includes any amounts accrued as of the end of a fiscal period for non personal services.
212250 Accrued Expenses – Bookstore
Used at year end for the accrual of bookstore PO’s.
2131xx 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.
213114 Payroll Deduction – Dependent Spending Account CY 14
213214 Payroll Deduction – Medical Spending Account CY 14
214000 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.
214001 Deposits-Residence Halls
214002 Deposits-Residence Halls Clearing
214010 Deposits-Faculty Housing
214020 Deposits-Declining Balance
Deposits paid up front. The balance declines during the year as the deposits are used.
214040 Deposits-Gift Card-Bookstore
214075 Deposits-Student Cards
214076 Deposits-Campus Cards
Cards not categorized in account 214075. Perhaps staff or visitor cards.
214100 Deposits-Food Service Contract
214310 Deposits-Flight Account
214410 Deposits-Tuition
Confirmation deposits for admissions.
215000 Sales Tax Payable
Sales Tax collected and not yet forwarded to the State Department of Revenue.
215001 Sales Tax Collected 1%
215005 Sales Tax Collected 5%
215006 Sales Tax Collected 6%
216000 Advances – Tuition And Fees
Payments made to the institution in advance for tuition and fees of a subsequent period.Note: Use Account range 217XXX for advances related to residence halls, dining halls, continuing education, and other non-credited course related fees.
216010 Advances – In State Tuition
216013 Advances – In State Tuition-Waiver
216020 Advances – In State Undergraduate Tuition
216023 Advances – In State Undergraduate Tuition-Waiver
216030 Advances – In State Graduate Tuition
216033 Advances – In State Graduate Tuition-Waiver
216040 Advances – In State Tuition-Off Campus
216043 Advances – In State Tuition-Off Campus-Waiver
216050 Advances – Out of State Tuition
216053 Advances – Out of State Tuition-Waiver
216060 Advances – Out of State Undergraduate Tuition
216063 Advances – Out of State Undergraduate Tuition-Waiver
216070 Advances – Out of State Graduate Tuition
216073 Advances – Out of State Graduate Tuition-Waiver
216080 Advances – Out of State Tuition-Off Campus
216083 Advances – Out of State Tuition-Off Campus-Waiver
216085 Advances – Georgia on My Line Consortium
216110 Advances – eCore
216113 Advances – eCore-Waiver
216120 Advances – eTuition
216123 Advances – eTuition-Waiver
216130 Advances – Distance Learning
216150 Advances – MBA
216153 Advances – MBA-Waiver
216210 Advances – Athletic Fee
216213 Advances – Athletic Fee-Waiver
216220 Advances – Institution Fee
216223 Advances – Institution Fee-Waiver
216230 Advances – Parking Fee
216233 Advances – Parking Fee-Waiver
216240 Advances – Technology Fee
216243 Advances – Technology Fee-Waiver
216250 Advances – Technology Fee Off Campus
216253 Advances – Technology Fee Off Campus-Waiver
216260 Advances – Vehicle Registration Fee
216263 Advances – Vehicle Registration Fee-Waiver
216270 Advances – Application Fee
216280 Advances – Mandatory International Fee
(Only five institutions have this fee. See account 408505 for the list of institutions.)
216283 Advances – Mandatory International Fee-Waiver
(Only five institutions have this fee. See account 408505 for the list of institutions.)
216290 Advances – Health Fee
216293 Advances – Health Fee-Waiver
216300 Advances – Activity Fee
216303 Advances – Activity Fee-Waiver
216310 Advances – Recreation & Wellness
216313 Advances – Recreation & Wellness-Waiver
216320 Advances – Recreation Center
216323 Advances – Recreation Center-Waiver
216330 Advances – Lab Fee
216340 Advances – Science Lab Fee
216343 Advances – Science Lab Fee-Waiver
216350 Advances – Applied Music Fee
216353 Advances – Applied Music Fee-Waiver
216360 Advances – Art Fee
216363 Advances – Art Fee-Wavier
216370 Advances – Art Fee Tier Two
216380 Advances – Art Material
216390 Advances – Orientation-Credited Course Related
216400 Advances – Other Fee
216403 Advances – Other Fee-Waiver
216410 Advances – Aviation Lab
216415 Advances – Field Placement
216420 Advances – Field Placement Performing Arts
216425 Advances – Field Placement Visual Arts
216430 Advances – Foundations of Leaders
216435 Advances – Geology Fee
216440 Advances – Golf Fee
216445 Advances – Gross Anatomy
216450 Advances – History Course
216455 Advances – Modern Language
216460 Advances – Orientation-Credited Course Related
216465 Advances – Psychology Fee
216470 Advances – Freshman Tutorial Fee
216475 Advances – Library Access Fee
216480 Advances – Weekend Cohort Fee
217000 Advances – 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 residence halls, dining halls, continuing education and other non-credited course related fees. (Example: Nursing test fees.)Note: Use Account range 216XXX for advance payment of tuition and fees.
217010 Advances – Residence Halls
217013 Advances – Residence Halls-Waiver
217020 Advances – Residence Halls Cadet
217025 Advances – Rents Non-Students
217030 Advances – Cafeteria Meals
217033 Advances – Cafeteria Meals-Waiver
217035 Advances – Cafeteria Non-Student
217040 Moved to 216300 - Advances – Activity Fee
217043 Moved to 216303 - Advances – Activity Fee-Waiver
217050 Moved to 216350 - Advances – Applied Music Fee
217053 Moved to 216353 - Advances – Applied Music Fee-Waiver
217060 Moved to 216360 - Advances – Art Fee
217063 Moved to 216363 - Advances – Art Fee-Waiver
217070 Moved to 216290 - Advances – Health Fee
217073 Moved to 216293 - Advances – Health Fee-Waiver
217080 Advances – Orientation-Non Credit Course Related
217090 Moved to 216400 - Advances – Other Fees
217093 Moved to 216403 - Advances – Other Fees-Waiver
217100 Inactive 3/30/2015 - Advances – Late Fee
217103 Inactive 3/30/2015 - Advances – Late Fee-Waiver
217110 Moved to 216410 - Advances – Aviation Lab
217150 Advances – Continuing Education
217151 Inactive 3/30/2015 - Advances – Continuing Education-Facility
217152 Inactive 3/30/2015 - Advances – Continuing Education-School of Education
217153 Advances – Continuing Education-School of Business
217154 Inactive 3/30/2015 - Advances – Continuing Education-Summer Honors
217155 Inactive 3/30/2015 - Advances – Rifle Corps
217200 Inactive 3/30/2015 - Advances – PE Lab
217203 Inactive 3/30/2015 - Advances – PE Lab-Waiver
217210 Moved to 216310 - Advances – Recreation & Wellness
217213 Moved to 216313 - Advances – Recreation & Wellness-Waiver
217220 Moved to 216340 - Advances – Science Lab Fee
217223 Moved to 216343 - Advances – Science Lab Fee-Waiver
217230 Moved to 216330 - Advances – Lab Fees
217240 Moved to 216370 - Advances – Art Fee-Tier Two
217250 Moved to 216380 - Advances – Art Material
217260 Advances – Access Fee
217270 Advances – Record Fee
217273 Inactive 3/30/2015 - Advances – Record-Waiver
217280 Inactive 3/30/2015 - Advances – Student Card
217500 Advances – Basketball Camp-Males
217501 Advances – Basketball Camp-Females
217502 Advances – Baseball Camp
217503 Inactive 3/30/2015 - Advances - Bowling
217505 Inactive 3/30/2015 - Advances – CPR-First Aid
217506 Inactive 3/30/2015 - Advances – Canoeing-Kayaking
217508 Moved to 216415 - Advances – Field Placement
217509 Moved to 216420 - Advances – Field Placement Performing Arts
217510 Moved to 216425 - Advances – Field Placement Visual Arts
217511 Moved to 216430 - Advances – Foundations of Leaders
217512 Moved to 216435 - Advances – Geology Fee
217513 Inactive 3/30/2015 - Advances – Geology Fee-Summer
217514 Moved to 216440 - Advances – Golf Fee
217515 Moved to 216445 - Advances – Gross Anatomy
217516 Moved to 216450 - Advances – History Course
217517 Inactive 3/30/2015 - Advances – Horseback Riding
217518 Inactive 3/30/2015 - Advances – Infirmary
217520 Inactive 3/30/2015 - Advances – Karate
217521 Inactive 3/30/2015 - Advances – Language Fee
217522 Inactive 3/30/2015 - Advances – Life Guard Training
217523 Moved to 216455 - Advances – Modern Language
217524 Inactive 3/30/2015 - Advances – Music Camp
217525 Moved to 216465 - Advances – Psychology Fee
217526 Moved to 216320 - Advances – Recreation Center
217528 Inactive 3/30/2015 - Advances – Rent
217529 Advances – Softball Camp
217530 Advances – Soccer Camp
217532 Advances – Gift Cards
217550 Inactive 3/30/2015 - Advances – Insurance Recoveries
217600 Advances – Auxiliary Vendors – Current
Used to track the current deferred portion of gifts from Auxiliary vendors (YE-32).
217900 Advances – Research
Includes payments made to the institution in advance for services to be rendered in a subsequent period for Research.
218000 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.
218100 Due To USO – Capital Liability Reserve Fund
Used to record cash draws from the capital liability reserve fund and may only be used in situations approved by the USO Office of Fiscal Affairs.
218200 Due to Institutions (USO ONLY) – Primarily Title IV Funding Adjustments
Used to record refunds due to the institutions associated with P3 Auxiliary Project Collection Services – Primarily Title IV Funding Adjustments.
218500 Due to Institutions (USO ONLY) – P3 Auxiliary Project
Used to record payments due to the institutions associated with the P3 Auxiliary Project
218700 Due to Other USG Institutions
To record payables due to other institutions for collaborative ventures (i.e. GOML, eCore, WebMBA, eMajor, etc.)Note: See account 126700 for Due From Other USG Institutions.
218800 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.
218900 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.
219000 Other Liabilities
219100 Other Liabilities (Detail)
Includes any items not recorded above.
219101 Campus Card
219102 Financial Aid Book Vouchers
Used to record financial aid issued to, and utilized by, students to purchase books.
219110 Eduserv Suspense
Perkins Loan Account related to the consolidation of Federal Student Loans
219400 Other Liabilities – Lease Purchase Obligations
Includes unpaid obligations on Lease Purchase contracts – Current Portion.
219500 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.
219800 Other Liabilities – Banner Clearing
Used for matching accounting transactions in the primary accounting system to transactions interfaced from the Banner Student Information System.
219801 Unapplied Cash
219802 Unapplied Financial Aid
219805 AR Clearing-Banner Webcheck
Clearing account for Banner webcheck payments
219820 AP Clearing-Banner
Clearing account for Banner refund check processes in PeopleSoft Accounts Payable
219840 Contract Clearing-Banner
Clearing account for Banner third party contract payments
219850 Student Financial Aid Payables
Refunds returned from the third party vendor that are due to the students.
219851 Student Refunds
Refunds are posted to this account when processed, then cleared once the money is disbursed.
219895 Unapplied Waivers
Clearing Account B used on all waiver detail codes in Banner. Undistributed exemptions.
219900 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
221100 Payroll Deduction – FICA
Deductions from Employees for FICA taxes.
221500 Payroll Deduction – FICA/Medicare
Deductions from employees for FICA/Medicare taxes.
222100 Payroll Deduction – Fed Income Taxes
Deductions from employees for federal income taxes.
222500 Payroll Deduction – Advanced Income Credit
Payments to employees via payroll for the Advanced Income Credit (a reverse deduction).
223001 Payroll Deduction – State Taxes
Deductions from employees for state income taxes.
223100 Payroll Deduction – Other City/Local Taxes
Deductions from employees for other city/local taxes.
224000 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.
225000 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) – PeachState Reserves
Deductions from employees for contributions to the Peach State 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 Employee Defined Compensation
Deductions from employees for contributions to the Georgia Employee Defined Compensation 403(b) plan.
225615 Payroll Deduction – 403(b) – Am Fund
Deductions from employees for contributions to the American Fund 403(b) plan.
225616 Payroll Deduction – 403(b) – Am 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 VanKampen 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 – American Century
Deductions from employees for contributions to the American Century 457 plan.
225705 Payroll Deduction – 457 – American 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 A 457 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 Employee Defined Compensation
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 VanKampen 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 Savings Plan
Deductions from employees for contributions to the Georgia Higher Education Savings Plan.
226000 Insurance Deductions
Deductions from employees for payments for insurance programs.
226070 Payroll Deduction – Accident Insurance – INA
226220 Payroll Deduction – AFLAC
226301 Payroll Deduction – Reliance AD Insurance
226901 Payroll Deduction – Blue Choice HMO
Deductions from employees for payments to the Blue Choice HMO program.
226903 Payroll Deduction – BCBS PPO
Deductions from employees for payments to the BCBS PPO program.
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.
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).
226940 Payroll Deduction – BCBS GRA Option
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 – Supplemental 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.
226962 Payroll Deduction – Dental – Institution
Deductions from employees for payments for institution specific dental insurance plans.
226965 Payroll Deduction – Cancer – Institution
Deductions from employees for payments for institution specific cancer insurance plans.
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.
226975 Payroll Deduction – CNA Long Term Care
Deductions from employees for payments to CNA for Long Term Care.
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.
227000 Garnishments
Deductions from Employees as mandated by federal or state authorities.
227100 Payroll Deduction – IRS Tax Levy
227501 Payroll Deduction – Garnishments
Deductions from employees for garnishment payments.
228000 Other Payroll Deductions
Deductions from Employees not specified above.
228050 Payroll Deduction – HSA-Other Banks
228104 Payroll Deduction – GA Higher Education Savings
228105 Payroll Deduction – HSA-BB&T
228107 Payroll Deduction – Leaf Campaign
228108 Payroll Deduction – Lifestyle Benefits Plan
228110 Payroll Deduction – Liberty Mutual
228201 Payroll Deduction – Other-Miscellaneous
228202 Payroll Deduction – Rent-Faculty Housing
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.
229900 ADP Clearing – Benefits
229910 Retirement Clearing – Benefits
229999 ADP Clearing Account – Liabilities
This is a clearing account for payroll liabilities.

23xxxx LIABILITIES – PAYROLL – EMPLOYER MATCHING

Code Description
231100 Employer Matching – FICA
Liability for employer matching for FICA taxes.
233500 Employer Matching – FICA/Medicare
Liability for employer matching for FICA/Medicare taxes.
234100 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).
234200 Retirement – Employees Retirement System
Liability for employer matching for Employees Retirement System (ERS).
234241 Employer Payroll Liability – Employee Retirement System
Liability for employer payroll matching for Employees Retirement System (ERS).
234300 Optional Retirement Plans
Liability for employer matching for Optional Retirement Plans (ORP).
234321 Employer PR Liability – Optional Retirement 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
234365 Employer Payroll Liability – ORP – VALIC
Liability for employer payroll matching for VALIC ORP
235100 Insurance Matching
Liability for employer matching for insurance programs.
235900 Employer Payroll Liability – Health and Insurance Plans
Liability for employer payroll matching for health and insurance programs.
235901 Employer PR Liability – Blue Choice HMO
Liability for employer payroll matching for the Blue Choice HMO program.
235903 Employer PR Liability – BCBS PPO
Liability for employer payroll matching for the BCBS PPO program.
235905 Employer PR Liability – Regents High Deductible
Liability for employer payroll matching for the Board of Regents High Deductible program.
235906 Employer PR Liability – Kaiser HMO
Liability for employer payroll matching for the Kaiser HMO program.
235908 Employer PR Liability – Regents High Deductible – Self - Funded
Liability for employer payroll matching for the Board of Regents Self-Funded High Deduction program.
235909 Employer PR Liability – Regents Indemnity
Liability for employer payroll matching for the Board of Regents Indemnity program.
235910 Employer PR Liability – Blue Cross HMO – Self-Funded
Liability for employer payroll matching for the Blue Cross Self-Funded HMO program.
235940 Employer PR Liability-BCBS GRA Option
235951 Employer PR 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
241000 Funds Held for Others
Liability for funds held for others; i.e., Agency funds.
241000 Funds Held for Others
Liability for funds held for others; i.e., Agency funds.
241100 Agency Funds – Funds Held for Others
241200 Funds Held for Others – P3 Project
Used to record the liability for collection service funds associated with the P3 Auxiliary Project.
241160 Funds Held for Others-Capital Liability Reserves-USO
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
251000 Designated Scholarships
Liability for funds held for designated scholarships.
251001 HOPE
251002 HOPE Prior Year
251003 HOPE Accel
251004 HOPE GED
251005 HOPE Grant
251006 HOPE Repayments
251020 HOPE Promise
251021 Promise II Scholarship Loan Program
251022 Promise Teacher Scholarship
251030 Zell Miller Scholarship
251031 Zell Miller Scholarship 2012
251032 Zell Miller Revenue 2012
251040 LEAP Scholarship Revenue
251041 LEAP Scholarship
251042 GSFC-Robert Byrd Scholarship
251045 COPE Loans
251050 Stafford Loan-Subsidized
251051 Stafford Loan-Unsubsidized
251052 Cancellable Loan-Subsidized
251053 Cancellable Loan-Unsubsidized
251054 GA Student Access Loan
251055 Direct Lending
251056 Direct Lending-2010
251057 Direct Lending-2011
251058 Direct Lending-2012
251100 Designated Scholarships/Miscellaneous Scholarships
251101 Alternative Loans
251102 Designated Scholarships-ZHROTC
251103 Designated Scholarships-ICAPP/State Loan
251104 Designated Scholarships-Regents Scholarships
251105 Designated Scholarships-College Opportunity Grants
251106 Designated Scholarships-State Student Incentive
251107 Designated Scholarships-Georgia Military School
251108 Designated Scholarships-Governor’s Scholarship
251109 Designated Scholarships-Parent Plus Loan
251110 Designated Scholarships-Graduate Plus Loan
251112 Designated Scholarships-VA Benefits
251113 Designated Scholarships-Army Nation ROTC
251115 Designated Scholarships-ROTC Grant
251116 Designated Scholarships-GA Public Safety Grant
251117 Designated Scholarships-GA LEPD Grant
Law Enforcement Personnel Dependents Grant.
251118 Designated Scholarships-Federal Graduate Plus Loan
251119 Designated Scholarships-State HERO Program
251200 Designated Scholarships-Private Scholarships

28xxxx LIABILITIES – COMPENSATED ABSENCES

Code Description
287100 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
291100 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.
291200 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.
291300 Advances – Other
Liability for the non-current portion of Advances – Other.
291400 Advances – Research, Non-Current
Liability for the non-current portion of Advances – Research.
291500 Net Pension Liability
Used to record the employer’s proportionate share of pension liability less the fiduciary net position of the pension plan for the Multiple Employer Plan (GASB 68)
297100 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.
298000 Deferred Inflows of Resources
Used to account for acquisition of resources that are applicable to a future period. Examples would be Service Concession agreements and grants received in advance of meeting grant time requirements, when all other eligibility requirements have been met.
298100 Deferred Inflows of Resources – Debt Refunding
This is associated with the Implementation of GASB 65 – In current refunding and advanced refundings that result in defeasance of debt, the difference between the reacquisition price and the net carrying amount of the old debt should be reported as deferred outflows of resources or inflow of resources and recognized as a component of interest expense over the life of the debt.
298200 Deferred Inflows of Resources – Defined Benefit Pension Plan
This is associated with the Pension Liability – GASB 68 Implementation – Examples include the following: (1) Contributions to the pension plan from the employer subsequent to the measurement date of the net pension liability and before the end of the reporting period; (2) Differences between expected and actual experience with regard to economic or demographic factors; and (3) Differences between projected and actual earning on pension plan investments different measuring periods.
298300 Deferred Inflows of Resources – Service Concession Arrangement
This is associated with Implementation of GASB 60 – To recognize the acquisitions of net asset over the life of the Service Concession Arrangement (SCA) – SCA arrangement whereby an Institution contracts with a private operator to develop (upgrade), operate and maintain the Institution’s capital asset.
298400 Deferred Inflows of Resources – Grants Received in Advance of Time Requirements
This is associated with the Implementation of GASB 65 – mandated non-exchange transactions and voluntary non-exchange transactions where resources are transferred before time requirements are met but after all eligibility requirements are met should be reported as a deferred inflow of resources by the recipient.
298900 Deferred Inflows of Resources – Other
This is associated with the implementation of GASB 65.

2.7.3 Net Assets and Reserves (3)

310000 NET ASSETS - INVESTMENT IN PLANT

Code Description
311100 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).

320000 NET ASSETS - ALLOCATED RESERVES (UNRESTRICTED)

Code Description
321100 Net Assets-Allocated Reserves (Unrestricted)
Amounts reserved from another Net Asset account(s) that are allocated for specific purposes.
321110 Net Assets-Allocated Reserves Prior Year
Amounts reserved, from a prior year, from another Net Asset account(s) that are allocated for specific purposes.
322100 Inventory Reserves (Unrestricted)
This account is used to reserve funds committed to maintenance of inventories of Stores and Merchandise for Resale.
323100 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.
329100 Other Reserves (Unrestricted)
Includes any reserves not properly categorized in accounts 321xxx through 324xxx described above.
329600 Other Reserves (Unrestricted)-Capital Liability Reserve Fund
This Fund shall be funded by all USG institutions participating in the PPV program. The USG Chief Fiscal Officer shall determine from time to time the amount to be deposited by each participating institution into the Fund. The Fund shall serve as a pooled reserve controlled and administered by the Board of Regents. The Fund shall only be used to address significant shortfalls and only insofar as a requesting USG institution is unable to make the required PPV capital lease payment to the designated cooperative organization. The Fund will continue as long as the Board of Regents has rental obligations under the PPV program.

340000 NET ASSETS - UNALLOCATED SURPLUS (UNRESTRICTED)

Code Description
341100 Unallocated Net Asset - Prior Year (Unrestricted)
Funds recorded in this account represent excess of revenues over expenditures from prior fiscal years.
342100 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.

360000 NET ASSETS - PERMANENT ENDOWMENT (RESTRICTED - NON-EXPENDABLE)

Code Description
360100 Net Assets - Permanent Endowment (Restricted - Non-Expendable)
This is permanent Endowment Corpus.

370000 NET ASSETS - ALLOCATED OTHER (RESTRICTED - EXPENDABLE)

Code Description
371100 Net Assets - Allocated Other (Restricted - Expendable)
Used where Net assets are Restricted by externally imposed restrictions by creditors, grantors, contributors, laws, or regulations.
371120 thru 371313 Perkins Loans:
The following accounts, 371120 – 371313, are all related to Perkins Loans. There are three different sets of accounts for which to choose to post Perkins Loans or you may use any combination of the three.
Range 371120 – 371153 – Used by the University of North Georgia
Range 371154 – Added for Georgia College and State University
Range 371155 – 371160 – Added for Georgia Southwestern
Range 371201 – 371262 – Used by South Georgia State College
(371226 -371228 were added for Kennesaw State University)
Range 371264 – 371268 Added for Georgia Southern University
Range 371275 – 371313 – Used by Middle Georgia State College
Range 371400 – 371401 – Added for Columbus State University
If you have any questions about these accounts, please contact the appropriate institution.
371120 Federal Capital Contribution-Perkins
371121 Institution Capital Contribution-Perkins
371122 Repayments to US Government-Perkins
371123 Repayments to Institution-Perkins
371124 Interest Income-Perkins
371125 Other Income-Perkins
371126 Other Earnings-Late Charge-Loans After 7/1/87–Perkins
371127 Interest Cancellation-Perkins
371128 Cost of Cancelled-High Risk-Perkins
371131 Cost of Cancelled-Shortage Area-Perkins
371133 Reimburse Cost of Cancelled - Teach/Military/Int-After 7/72-Perkins
371134 Collection Agency Cost Assessed the Borrower-Perkins
371135 Administrative Expense Paid to Institution-Perkins
371136 Other Collection Expenses-Perkins
371137 Other Costs or Losses-Perkins
371138 Cost of Cancelled-Teach-Prior to 7/72-Perkins
371139 Cost of Cancelled-Military-Prior to 7/72-12.5%-Perkins
371140 Cost of Cancelled-Teach-After 7/72-Perkins
371141 Cost of Cancelled-Law Enforcement-Perkins
371143 Cost of Cancelled-High Risk-Children Services-Perkins
371144 Cost of Cancelled-Death-Perkins
371145 Cost of Cancelled-Disability-Perkins
371146 Cost of Cancelled-Bankruptcy-Perkins
371147 Litigation Expense-Perkins
371148 Late Charge Adjustment-Other-Perkins
371149 Cost of Cancelled-Nurse/Med Tech-Perkins
371150 Cost of Loans Assigned to the US Government
371151 Cost of Cancelled-Military After 7/72-Perkins
371152 Cost of Cancelled-Fire Fighters-15%-Perkins
371153 Cost of Cancelled-License Pre-K-Perkins
371154 Cost of Cancelled-Principal & Interest VA Disability
371155 Cost of Cancelled-Principal & Interest-Special Education 15% Perkins
371156 Cost of Cancelled-Principal & Interest-Special Education 20% Perkins
371157 Cost of Cancelled-Principal & Interest-Special Education 30% Perkins
371158 Cost of Cancelled-Principal & Interest-Math, Science, & Foreign Language 15% Perkins
371159 Cost of Cancelled-Principal & Interest-Math, Science, & Foreign Language 20% Perkins
371160 Cost of Cancelled-Principal & Interest-Math, Science, & Foreign Language 30% Perkins
371201 Perkins-Federal Capital Contribution
371202 Perkins-Institution Capital Contribution
371203 Perkins-Interest Income on Loans
371204 Perkins-Reimburse Cancelled Loans-After 6/72
371205 Perkins-Administrative Expense
371206 Perkins-Other Collection Costs
371207 Perkins-Cancel Cost-Principal & Interest-Teach-Prior to 7/72
371208 Perkins-Cancel Cost-Principal & Interest-Military-Prior to 7/72
371209 Perkins-Cancel Cost-Principal & Interest-Teach-After 6/72
371210 Perkins-Cancel Cost-Principal & Interest-Military-After 6/72
371211 Perkins-Cancel Cost-Principal & Interest-Death
371212 Perkins-Cancel Cost-Principal & Interest-Disability
371213 Perkins-Cancel Cost-Principal & Interest-Bankruptcy
371214 Perkins-Ref Principal Assigned to the Federal Government
371215 Perkins-Cost of Principal & Interest Assigned-Government
371216 Perkins-Other Costs or Losses
371217 Perkins-Interest N.O.W. Account
371218 Perkins-Penalty Charges

380000 RESERVES

Code Description
381100 Reserve for Encumbrances
This account represents the amount of a fund balance set apart to provide for unliquidated encumbrances.
382200 Reserve for Pre-Encumbrances
This account represents the amount of a fund balance set apart to provide for unliquidated pre-encumbrances.

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