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Business Procedures Manual

2.8 General Ledger Accounts - Revenue Accounts

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2.8.1 Operating Revenues (40xxxx – 47xxxx)

40xxxx STUDENT FEES

Code Description
4011xx Resident Tuition
Includes charges as approved by the Board of Regents that are assessed to all regularly enrolled students.
4013xx Fee Waivers - Resident Tuition
Includes the cost of fees waived for Resident Tuition. Fee Waivers functions as a contra-revenue account, with the normal fee amount being booked into Resident Tuition as a credit and the fee waiver amount booked into Fee Waivers as a debit.
4014xx Distance Learning Resident Tuition
Includes charges as approved by the Board of Regents that are assessed to all regularly enrolled students participating in Distance Learning classes.
4021xx Non-Resident Tuition
Includes amounts charged to non-resident students for instruction. All such tuition charges are to be approved by the Board of Regents.
4023xx Fee Waivers - Non-Resident Tuition
Includes the cost of fees waived for Non-Resident Tuition. This is a contra-revenue account.
4031xx Technology Fees
Includes fees charged to students to supported advanced technology programs at the institution.
4033xx Fee Waivers – Technology Fees
Includes the cost of fees waived for Technology Fees. This is a contra-revenue account.
4041xx Student Transportation Fees
Includes fees charged to students to support campus-based transportation systems.
4043xx Fee Waivers - Student Transportation Fees
Includes the cost of fees waived for Student Transportation Fees. This is a contra-revenue account.
4051xx Parking/Vehicle Registration
Includes fees charged to students for Parking Services and/or Vehicle Registration purpose.
4053xx Fee Waivers – Parking/Vehicle Registration
Includes the cost of fees waived for Parking/Vehicle Registration. This is a contra-revenue account.
4061xx Student Health Fees
Includes fees charged to students to support campus-based health services.
4063xx Fee Waivers – Student Health Fees
Includes the cost of fees waived for Student Health Fees. This is a contra-revenue account.
4071xx Student Athletic Fees
Includes the cost of fees charged to students to support athletic programs.
4073xx Fee Waivers – Student Athletic Fees
Includes the cost of fees waived for Student Athletic Fees. This is a contra-revenue account.
4074xx Other Student Athletic Fees
Includes all Student Athletic Fees not defined in the accounts above.
4081xx Student Activity Fees
Includes fees charged to students used to support the institution’s Student Activities programs.
4083xx Fee Waivers – Student Activity Fees
Includes the cost of fees waived for Student Activity Fees. This is a contra-revenue account.
4084xx Other Student Activity Fees
Includes all Student Activity Fees not defined in the accounts above.
4091xx Late Registration Fees
Fees charged to students for registration accomplished after the normal registration period has been closed.
4092xx Distance Education Fee
Fees charged to students participating in a Distance Education Program. These fees help offset the additional costs involved in providing Distance Education.
4093xx Application Fees
Fees charged to students at the time of application for acceptance into the institution. Although these fees produce revenue, one of their purposes is to ensure that the applicant is serious about attending the institution.
4094xx Applied Music Fees
Fees charged to students receiving individual music instruction.
4095xx Applied Instruction – Other
Fees charged to students receiving individual or special types of instruction. This includes lab fees.
4096xx Transcript Fee
A fee charged to students for providing copies of transcripts.
4097xx Student Returned Checks Fee
A fee charged to students who have sent checks to the institution that are returned unpaid from the bank.
409815 Institutional Fee
A mandatory student fee applicable to all institutions that was first mandated by the Board of Regents in FY2009 as a response to state budget cuts.
4099xx Student Fees – Other
Any other student fee not properly classified in a previous account.
409998 Allowance for Doubtful Revenue – Tuition and Fees
The funding source (contra-revenue) used to fund the reserve for uncollectible accounts associated with Tuition and Fees. See section 10.4.1 for further information.
409999 Scholarship Allowance
A contra account used to post a “scholarship allowance” amount that eliminates the double counting of certain revenues. Public institutions, after adoption of GASB Statements 34 and 35, should report tuition discounts and allowances and scholarships generally as reductions of tuition and fees revenues. See NACUBO Advisory Report 2000-5 and the BOR spreadsheet for “Sponsored and Unsponsored Scholarships” for calculation information.

41xxxx APPROPRIATIONS

Code Description
411xxx Federal Appropriations
4111xx Federal Appropriations
Includes federal funds awarded as general support to specific programs.
41119x Federal Appropriations – Non-Exchange
Includes federal funds awarded as general support to specific programs where the appropriation is a non-exchange transaction.
4131xx Other Appropriations
Includes funds awarded as general support to specific programs.
41319x Other Appropriations – Non-Exchange
Includes other funds awarded as general support to specific programs where the appropriation is a non-exchange transaction.
414998 Allowance for Doubtful Revenue – Appropriations
The funding source (contra-revenue) used to fund the reserve for uncollectible accounts associated with Appropriations. See section 10.4.1 for further information.

42xxxx GRANTS AND CONTRACTS

Code Description
421xxx Federal Grants and Contracts
Includes federal funds awarded as Grants and Contracts to the institution.
4211xx Federal Pell Grants
Includes federal funds awarded as Pell Grants to the institution.
4212xx Federal SEOG Grants
Includes federal funds awarded as SEOG Grants to the institution.
4213xx Federal College Work Study Program
Includes federal funds awarded for operation of the College Work Study Program.
4214xx Federal Direct Student Loans
Includes federal funds awarded for operation of the Direct Student Loan Program.
Note: Valid through FY 2005. Do not use in FY 2006 or subsequent fiscal years.
4215xx Federal Stimulus – Operating
Includes federal stimulus funds that are considered to be operating transactions.
4219xx Other Federal Grants & Contracts
Includes federal funds awarded to the institution for other Federal Grants and Contracts.
422xxx State Grants and Contracts
Includes state funds awarded as Grants and Contracts to the institution.
4221xx State Hope Scholarships
Includes state funds awarded for operation of the Hope Scholarship program.
Note: Valid through FY 2005. Do not use in FY 2006 or subsequent fiscal years.
4222xx Georgia Pre-Kindergarten
Includes state funds awarded for operation of the Pre-Kindergarten program.
4229xx Other State Grants & Contracts
Includes state funds awarded for Other State Grants and Contracts not specified elsewhere.
423xxx Local Grants and Contracts
Includes local governmental funds awarded as Grants and Contracts to the institution.
4231xx Local Grants & Contracts
Includes local governmental funds awarded as Grants and Contracts to the institution.
424xxx Private Grants and Contracts
Includes private non-governmental funds awarded as Grants and Contracts to the institution.
4241xx Private Grants & Contracts
Includes private non-governmental funds awarded as Grants and Contracts to the institution.
425998 Allowance for Doubtful Revenue – Grants and Contracts
The funding source (contra-revenue) used to fund the reserve for uncollectible accounts associated with Grants and Contracts. See Section 10.4.1 for further information.

43xxxx LOAN REVENUES

Code Description
4311xx Loan Interest Income
Interest earned by a Loan fund.
4312xx Loan Collections
Collections of Loan principles.
4313xx Loan Fees
Fees charged to students at time of loan origination.

44xxxx – 45xxxx SALES AND SERVICES

Code Description
441xxx Sales & Service Fees
Revenues from fees charged to students and the general public for sales and services by the institution.
4411xx Continuing Education Course Fees
Revenues from fees charged for attending Continuing Education courses.
4419xx Other Sales & Service Fees
Revenues from fees charged for other sales and services.
442xxx Fines
Receipts of income resulting from fines imposed for violations of the institution’s established regulations.
4421xx Library Fines
Receipts of income resulting from fines imposed for violations of the institution’s established regulations for library operations.
4429xx Other Fines
Receipts of income resulting from fines imposed for violations of the institution’s established regulations, not including library fines.
449xxx Other Educational Sales & Services
Revenues from educational sales and services not defined elsewhere.
4491xx Other Educational Sales & Services
Revenues from educational sales and services not defined elsewhere.
451xxx Rents
Revenue received for the rental of rooms, conference rooms, residence hall rooms, apartments, or rental of any other assets owned by the institution.
452xxx Sales
Revenue received from sales of all types, including advertising space in printed materials or electronic media, sales of tickets for admission to athletic or theatrical events, sales (other than room and board) of merchandise and concessions.
453xxx Athletic Revenue
Revenue received from fees charged for extracurricular activities and services not included in account “4071xx Student Athletic Fees.” An example of this type of revenue would be fees charged for Athletic Camps.
454xxx Health Service Revenue
Revenue received from fees charged for health service not included in account “4061xx Student Health Fees.” Other Health Service Revenues are from lab fees, fees for immunizations, and other fees for additional services.

46xxxx SALES & SERVICES OF HOSPITALS

Revenue received from fees charged for services and from sales of institution owned hospitals.

Other Miscellaneous Revenues

Code Description
470xxx Other Miscellaneous Revenues
Revenue received from miscellaneous or extraordinary sources for which a specific revenue account code has not been provided elsewhere.
471xxx Quasi-Revenue from Distribution of Costs
Revenues resulting from charging operating departments for the value of services (such as printing) provided by one department where revenue is booked for the department providing the service and expense is booked for the department receiving the goods. Quasi revenue is eliminated by journal entry and does not show on the year-end financial statements.
472xxx Indirect Cost Recoveries
Revenue received as a result of indirect cost recovery from sponsors for the various types of sponsored programs.
4721xx Indirect Cost Recovery – Federal
Includes those amounts collected as overhead allowance on federal grants and/or contracts.
4722xx Indirect Cost Recovery – State
Includes those amounts collected as overhead allowance on state grants and/or contracts.
4723xx Indirect Cost Recovery – Local
Includes those amounts collected as overhead allowance on local grants and/or contracts.
4724xx Indirect Cost Recovery – Private
Includes those amounts collected as overhead allowance on private grants and/or contracts.
473xxx Administrative Cost Allowance
Revenue representing a fixed amount per financial aid recipient or a percentage of financial aid expenditures related to campus administered financial aid programs.

2.8.2 Non-Operating Revenues (48xxxx – 49xxxx)

State Appropriations

Code Description
4801xx State Appropriations
Includes amounts received from Regents allocation for general operations.

Endowment Income

Code Description
4811xx Endowment Income – Interest
Includes those funds that are received as interest from Endowment Fund Earnings and carry no specific designation.
4812xx Endowment Income – Dividends
Includes those funds that are received as dividends from Endowment Fund Earnings and carry no specific designation.
4813xx Endowment Income – Realized Gain/Losses
This account should be used for reporting the gain or loss on the sale of investments in term endowments.
4821xx Endowment Income – Restricted
Includes those funds that are received as income from Endowment Fund Earnings and carry specific designations as to use.
4831xx Endowment Income – Funds Held in Trust
Includes funds received in instances where the institution is a beneficiary of a Trust Fund held by others.
4841xx Endowment Income – Other
Includes endowment income not described elsewhere.

Gifts

Code Description
485xxx Gifts
Contributions received by the institution for unrestricted use in daily operations, for which the institution has made no commitment of resources or services.
4851xx Federal Gifts
Gifts from federal sources.
48519x Federal Gifts – Non Exchange
Gifts from federal sources that are non-exchange transactions.
4852xx Federal Gifts – Capitalized
Gifts from federal sources that meet the criteria for capitalization.
48529x Federal Gifts – Capitalized – Non Exchange
Gifts from federal sources that meet the criteria for capitalization and that are non-exchange transactions.
4853xx State Gifts
Gifts from state sources. Includes MRR Non-Capitalizable Projects.
48539x State Gifts – Non Exchange
Gifts from state sources that are non-exchange transactions.
4854xx State Gifts – Capitalized
Gifts from state sources that meet or exceed the capitalization limit. Includes GSFIC completed projects and MRR Capitalizable Projects.
48549x State Gifts – Capitalized – Non Exchange
Gifts from state sources that meet or exceed the capitalization limit and that are non-exchange transactions.
4855xx Local Gifts
Gifts from local sources.
48559x Local Gifts – Non Exchange
Gifts from local sources that are non-exchange transactions.
4856xx Local Gifts – Capitalized
Gifts from local sources that meet or exceed the capitalization limit.
48569x Local Gifts – Capitalized – Non Exchange
Gifts from local sources that meet or exceed the capitalization limit and that are non-exchange transactions.
4857xx Private Gifts
Gifts from private sources.
48579x Private Gifts - Non Exchange
Gifts from private sources that meet or exceed the capitalization limit.
4858xx Private Gifts – Capitalized
Gifts from private sources that meet or exceed the capitalization limit.
48589x Private Gifts – Capitalized - Non Exchange
Gifts from private sources that meet or exceed the capitalization limit and that are non-exchange transactions.

Other Income

Code Description
486xxx Interest Income
Includes any interest earned on short-term investments of cash.
487xxx Short Term Investments
Interest earned on short term investments.
488xxx Local Government Investment Pool
Interest earned on local government investment pools.
489xxx Long Term Investment Income
Interest earned on long term investment income.
490xxx Dividend Income
Includes any dividends earned on investments.
491xxx Other Grants & Contracts-Non Operating
Includes funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions.
491100 Other Federal Grants & Contracts-Non Operating
Includes Federal Funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions.
491101 Federal Pell Grants – Non-Operating
Includes Federal Funds awarded as Pell Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions.
491102 Federal SEOG Grants – Non-Operating
Includes Federal Funds awarded as SEOG Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions.
491103 Federal College Work Study – Non-Operating
Includes Federal Funds awarded as College Work Study funds to the institution that are not included in other account codes and that are considered to be non-operating transactions.
491104 Federal Academic Competitiveness Grants – Non-Operating
Includes Federal Funds awarded as Academic Competitiveness Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions.
491105 Federal LEAP Grants – Non-Operating
Includes Federal Funds awarded as LEAP Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions.
491106 Federal SMART Grants – Non-Operating
Includes Federal Funds awarded as SMART Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions.
491107 Federal TEACH Grants – Non-Operating
Includes Federal Funds awarded as TEACH Grants to the institution that are not included in other account codes and that are considered to be non-operating transactions.
4911xx Other Federal Grants & Contracts-Non Operating
Includes Other Federal Grants & Contracts that are considered to be non-operating transactions.
4912xx Other State Grants & Contracts – Non Operating
Includes State Funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions.
4913xx Other Local Grants & Contracts – Non Operating
Includes Local Funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions.
4914xx Other Private Grants & Contracts – Non Operating
Includes Private Funds awarded as Grants and Contracts to the institution that are not included in other account codes and that are considered to be non-operating transactions.
491900 Federal Stimulus – ARRA
Includes Federal Stimulus (ARRA) revenue that is considered to be non-operating in nature.
4921xx Other Miscellaneous Revenues – Non Operating
Includes Other Miscellaneous Revenues that are not included in other account codes and that are considered to be non-operating transactions.
4931xx Realized Gain-Loss on Sale or Trade of Capital Asset
Includes the gain or loss on the sale or trade of a capital asset. This value will be the difference between the original value of the asset reduced by accumulated depreciation compared to the value received in the sale or trade.
4932xx Realized Gains/Losses on Sale of Non Endowment Investments
Includes the gain or loss on the sale or trade of non endowment investments. See also account 4951xx Unrealized Gains/Losses on Investments.
4933xx Realized Gain/Loss – Retirement of Capital Assets
Includes the gain or loss on the retirement of a capital asset. This value will be the difference between the original value of the asset reduced by accumulated depreciation. This assumes that the value of the capital asset is zero at the time of retirement.
4934xx Realized Gains/Losses on Sale of Endowment Investments
Includes the gain or loss on the sale or trade of endowment investments. See also account 4951xx Unrealized Gains/Losses on Investments.
4941xx Indirect Cost Recoveries – Other Federal Grants & Contracts – Non Operating
Includes those amounts collected as overhead allowance on federal grants and/or contracts.
4942xx Indirect Cost Recoveries – Other State Grants & Contracts – Non Operating
Includes those amounts collected as overhead allowance on state grants and/or contracts.
4943xx Indirect Cost Recoveries – Other Local Grants & Contracts – Non Operating
Includes those amounts collected as overhead allowance on local grants and/or contracts.
4944xx Indirect Cost Recoveries – Other Private Grants & Contracts – Non Operating
Includes those amounts collected as overhead allowance on private grants and/or contracts.
4951xx Net Change in Fair Market Value of Investments
This account is used to post the change in fair market value of investments at year end in compliance with GASB Statement #31. See also account 4932xx Gains/Losses on Sale of Non Endowment Investments.
498998 Allowance for Doubtful Revenue – Sales/Service/Other
The funding source (contra-revenue) used to fund the reserve for uncollectible accounts associated with Sales/Service/Other. See section 10.4.1 for further information.
499xxx Funds from Prior Years
This account is used for budgeting net assets for expenditure in current year operations. It is a “budget use only” account.

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