Business Procedures Manual News & Announcements
New and Updated Sections Posted
A new Section 22.0 - Federal Stimulus Funds has been added, and the Introduction and Table of Contents has been revised to reflect this new section. The PDF files for these two sections have been posted. Please update your manual accordingly.
The following changes have been made:
Introduction and Table of Contents
Page xix: Section 22.0, Federal Stimulus Funds, has been added.
Posted: 09-17-2009
Updated Sections Posted
Sections 03.0 - Purchasing and Contracts, Section 04.0 - Travel, and 19.0 - Miscellaneous have been revised, and the Introduction and Table of Contents has also been revised to reflect these changes. The updated PDF files for all sections have been posted. Please update your manual accordingly.
The following changes have been made:
Introduction and Table of Contents
Page xvii: Section 19.5.3, Audit and Control, has been deleted.
Section 03.0 - Purchasing and Contracts
Page 3-4: The last bullet point in Item 5 at the top of the page has been revised to read: The institution has in reserve at all time the necessary cash funds to pay the full unamortized construction costs.
Section 04.0 - Travel
Page 4-2: A reference to Non-Employee Travel in Section 19.9 has been added.
Section 19.0 - Miscellaneous
Page 19-4: The Note in Item 2 of Section 19.1.4, Institutional Responsibilities, regarding directions in GeorgiaFIRST PeopleSoft Financials has been revised to reflect PeopleSoft Version 8.9.
Page 19-9: Section 19.5.3, Audit and Control, has been deleted.
Page 19-18: The reference to BOR Policy Manual 802.14 has been changed to 802.13.
Posted: 04-16-2009
Updated Sections Posted
Sections 09.0 - Banking and Investments and 15.0 - Auxiliary Enterprise Funds have been revised. The updated PDF files for both sections have been posted. Please update your manual accordingly.
Section 09.0 - Banking and Investments
Page 9-3: A new note has been added to Item 1 in Section 9.1.4, Recording of Interest Earned on Bank Accounts, regarding the Board of Regents Reduction Plan allowing institutions to use interest earned on Demand Deposits for operating purposes in FY09 and FY10 only.
Section 15.0 - Auxiliary Enterprise Funds
Page 15-1: New information from Section 702.2 of the BOR Policy Manual has been added to the Introduction, regarding exceptions to the requirement that institutions operate their auxiliary enterprises on a self-supporting basis.
Page 15-10: A new note has been added to Section 15.5, Auxiliary Enterprise Revenues and Net Assets, regarding the Board of Regents Reduction Plan allowing institutions to use reserves of auxiliary enterprises for general operating purposes in FY09 and FY10 only.
Posted: 03-09-2009
Updated Section Posted
Section 4.0, Travel, has been updated and the revised PDF file has been posted. Please update your manuals accordingly.
The following change has been made:
Page 4-18: In Section 4.5.3, Mileage Reimbursement Rates for Use of Personal Vehicles, the Tier 1 rates for automobiles, motorcycles, and aircraft have been revised per the latest SAO directive dated January 26, 2009. These rates are effective as of January 1, 2009.
Posted: 02-02-2009
Updated Section Posted
Section 8.0, Budget Process, has been updated and the revised PDF file has been posted. Please update your manuals accordingly.
The following change has been made:
Page 8-7: In Section 8.3.2, the Board Policy referenced in the first sentence of the paragraph at the top of the page has been corrected from 705.5 to 704.021.
Posted: 09-02-2008
Updated Section Posted
Section 4.0, Travel, has been updated and the revised PDF file has been posted. Please update your manuals accordingly.
The following changes has been made:
Page 4-18: In Section 4.5.3, Mileage Reimbursement Rates for Use of Personal Vehicles, the Tier 1 rate for automobiles has been changed from $0.505 to $0.585 per mile, the Tier 1 rate for motorcycles has been changed from $0.305 to $0.585 per mile, and the Tier 1 rate for aircraft has been changed from $1.070 to $1.260 per mile. A reference to the Enterprise Rent-a-Car contract has been added to the Tier 2 Rate information.
Posted: 08-01-2008
Updated Sections Posted
Sections 02.0 - Chart of Accounts and 04.0 - Travel have been revised, and the Introduction and Table of Contents has also been revised to reflect these changes. The updated PDF files for all sections have been posted. Please update your manual accordingly.
The changes to these sections follow.
Introduction and Table of Contents
Page vi: The page number for Section 2.9.2, Travel (6), has been updated.
Section 02.0 - Chart of Accounts
Page 2-62: A new account 5651xx, Relocation Assistance, has been added.
Section 04.0 - Travel
Page 4-28: The first line in Section 4.9.1, General Provisions, has been corrected from "OGCA 45-7-25 and 47-7-26" to "OCGA 45-7-25 and 45-7-26."
Posted: 07-17-2008
Updated Sections Posted
Sections 03.0 - Purchasing and Contracts, 14.0 - Agency Funds, and 19.0 - Miscellaneous have been revised, and the Introduction and Table of Contents has also been revised to reflect these changes. The updated PDF files for all sections have been posted. Please update your manual accordingly.
The changes to these sections are as follows.
Introduction and Table of Contents
Pages vi and vii: Section 3.0, Purchasing and Contracts, has been revised to reflect the updated section.
Page xv: Section 14.0, Agency Funds, has been revised to reflect the updated section.
Pages xviii and xviii: Section 19.0, Miscellaneous, have been revised to reflect the updated section.
Section 03.0 - Purchasing and Contracts
Page 3-1: A link to the Official Code of Georgia Annotated has been added. A reference to BOR Policy 707.01 has been added to the paragraph starting "These rules and regulations...."
Page 3-3: The last paragraph on the page regarding multi-year contracts has been revised.
Page 3-5: Item #3 has been revised.
Page 3-8: The first paragraph in Section 3.2, Vehicles, has been revised to include a reference to OPB Policy Memorandum #10. Section 3.2.1, Purchasing Vehicles, has been extensively revised.
Page 3-9: Section 3.2.4, Assigning Vehicles, has been extensively revised.
Page 3-11: The paragraph at the top of the page starting with "At the end of each calendar year..." is new. A new paragraph starting with "Only summary mileage and cost..." has been added to Section 3.2.6, Record Keeping Requirements - Assigned Vehicles.
Pages 3-12 through 20: Section 3.3, Purchasing Cards, has been completely revised, and 4 new sub-sections, 3.3.6 through 3.3.9, have been added.
Section 14.0 - Agency Funds
Page 14-1: The second paragraph of the Introduction has been revised. The list of topics has been updated to include 3 new topics.
Page 14-2: A new Section 14.1, Overview, has been added.
Pages 14-2 and 3: Section 14.2, Use of Agency Funds, has been extensively revised.
Page 14-5: A new Section 14.3, has been added.
Page 14-6: A new Section 14.4, Terms and Conditions of Agency Accounts, has been added.
Pages 14-7 and 8: Section 14.5, Agency Fund Groups, has been extensively revised.
Page 14-9: Section 14.6 has been renamed Accounting Principles for Agency Funds.
Secion 19.0 - Miscellaneous
Page 19-1: Two new topics have been added to the list of topics.
Page 14-2: In Section 19.1, Unclained Property, the link to the O.C.G.A. has been updated. In Section 19.1.1, Definition, the link to the Georgia Department of Revenue has been updated.
Page 19-7: In Section 19.3, Payment of Dues to a Chamber of Commerce, the first sentence has been revised.
Page 19-10: In Section 19.6, Sales Tax Collection, the link to the Department of Revenue web site has been updated.
Pages 19-11 through 13: Section 19.7, Employee Group Meals, has been extensively revised, with two new sub-sections 19.7.1 and 19.7.2 added.
Pages 19-14 through 18 : A new Section 19.8, Purchase of Food Using Institutional Funds, has been added.
Page 19-19: A new Section 19.9, Non-Employee Travel, has been added.
Posted: 06-20-2008
Updated Sections Posted
Sections 05.0 - Payroll and 20.0 - Required Reports have been revised, and the Introduction and Table of Contents has also been revised to reflect these changes. The updated PDF files for all sections have been posted. Please update your manual accordingly.
The changes are as follows:
Introduction and Table of Contents
Pages ix and x: A new Section 5.3.7, Relocation Expenses, was added. All page numbers following were revised to reflect this new section and revisions to Section 5.4.7, Department of Audits and Accounts - Continuous Audit/Payroll.
Section 5.0 - Payroll
Pages 5-29 and 30: A new Section 5.3.7, Relocation Expenses, was added.
Pages 5-32 through 5-34: Section 5.4.7, Department of Audits and Accounts - Continuous Audit/Payroll was revised to eliminate the detailed file requirements for the annual Continuous Audit reports. Reference was made instead to the DOAA letter and enclosure for these details, and to PSFIN Business Process GL42 for GeorgiaFIRST institutions.
Section 20.0 - Required Reports
Page 20-8: In Section 20.3.7, Submission of Annual Reporting to the Georgia State Department of Labor, the reference to Section 5.4.5 was corrected to Section 5.4.4. In Section 20.3.8, Submission of Annual Reporting to the Georgia Department of Audits and Accounts, the reference to Section 5.4.8 was corrected to Section 5.4.7.
Posted: 06-16-2008
Updated Sections Posted
Section 07.0 - Capitalization has been revised, and the Introduction and Table of Contents has also been revised to reflect these changes. The updated PDF files for all sections have been posted. Please update your manual accordingly.
The following changes have been made:
Introduction and Table of Contents
Page xi: A new Section 7.13, Capital Asset Impairment, has been added, and the Appendices section and subsections have been renumbered to Section 7.14 accordingly.
Section 07.0 - Capitalization
Page 7-1: A new topic, Capital Asset Impairment, was added to the list of topics.
Page 7-4: In Section 7.1.5, Leased Land, Buildings, and/or Equipment, the first sentence was revised to read: Land, buildings, and/or equipment exceeding capitalization thresholds should be capitalized if....
Pages 7-12 and 13: Section 7.2, Account Number Reference for Capital Assets, was updated with changes in the Facilities and Other Improvements, Buildings and Building Improvements, Capital Leases - Buildings, Machinery and Equipment, and Computer Software Asset Category. A new Leased Land and Leased Land Improvements Asset Category was also included.
Pages 7-32 and 33: A new section 7-13, Capital Asset Impairment, was added.
Pages 7-34 through 43: The Appendices section and subsections were renumbered as 7.14, and all references to this section throughout were revised as needed.
Posted: 05-16-2008
Updated Section Posted
Section 4.0, Travel, has been updated and the revised PDF file has been posted. Please update your manuals accordingly.
The following change has been made:
Page 4-18: In Section 4.5.3, Mileage Reimbursement Rates for Use of Personal Vehicles, the Tier 1 rate for automobiles has been changed from $0.485 to $0.505 per mile.
Posted: 04-04-2008
Updated Sections Posted
Section 13.0 - Financial Management and Information Systems has been revised, and the Introduction and Table of Contents has also been revised to reflect these changes. The updated PDF files for all sections have been posted. Please update your manual accordingly.
The affected pages are:
Introduction and Table of Contents:
Page i: Paragraph 1 of the Forword has been revised to correct the current number of 4-year State Universities (from 4 to 7) and of 2-year State Colleges (from 12 to 9).
Section 13.0:
Page 13-1: Corrected the number of teaching institutions from 30 to 31 in Paragraph 4 of the Introduction.
Page 13-5: Updated Section 13.3 GeorgiaFIRST PeopleSoft Institutions to include revised institution names and a new institution.
Page 13-9: Updated Section 13.5 GeorgiaFIRST PeopleSoft HRMS to add the new Employee Self Service functionality.
Posted: 01-18-2008
Updated Section Posted
Section 4.0, Travel, has been updated and the revised PDF file has been posted. Please update your manuals accordingly.
The following change has been made:
Page 4-8: In Section 4.3.1, Per Diem Allowance for Meals Associated with Overnight Travel within Georgia (General Rules),under the Day of Return, Item #3, "If an employee returns from an overnight trip after 7:30 pm, the employee is eligible for per diem for lunch on the day of return." has been corrected to read: "If an employee returns from an overnight trip after 7:30 pm, the employee is eligible for per diem for dinner on the day of return."
Posted: 07-26-2007
Updated Sections Posted
Sections 07.0 - Capitalization and 18.0 - Major Repair and Rehabilitation Funds and GSFIC Projects Mangaged by Institutions have been revised, and the Introduction and Table of Contents has also been revised to reflect these changes. The updated PDF files for all sections have been posted. Please update your manual accordingly.
The changes to these sections follow.
Introduction and Table of Contents
Pages x and xi: The page numbers have been revised as needed. Section 7.1.5 has been renamed Leased Land, Buildings, and/or Equipment.
Page xv: Section 14.2.3 has been corrected to read: Fund 62000 - Payroll Operations from Fund 6200.
Page xvii: New Sections 18.3.1 State Appropriated MRR and 18.3.2 GSFIC-Funded MRR and Institution-Managed Projects have been added, and the page numbers have been revised as needed.
Section 07.0 - Capitalization
Page 7-4: Section 7.1.5 has been renamed Leased Land, Buildings, and/or Equipment. A new note has been added to Item #3 regarding leases with annually renewable lease terms.
Pages 7-4 through 7-9: Section 7.1.6, Calculation of Leased Asset and Liablility Amounts, has been extensively revised with three new examples of Capital Leases.
Page 7-17: The last two sentences in the Note for capitalizing a replacement for Constructed Buildings have been slightly revised with an example of capitalized versus a non-capitalized replacement.
Section 18.0 - Major Repair and Rehabilitation Funds and GSFIC Projects Mangaged by Institutions
Page 18-1: The first paragraph of the Introduction has been revised to include State Appropriations as a funding source. The second paragraph has been revised to clarify how certain other construction projects are funded and accounted for.
Pages 18-4 through 18-7: Section 18.3, Project Payment Process, has been extensively revised. Section 18.3.1, State Appropriated MRR, covers the guidelines for managing the accounting process for state-appropriated MRR expenditures. Section 18.3.2, GSFIC-Funded MRR and Institution-Managed Projects, covers the guidelines for managing the accounting process for GSFIC-funded MRR and institution-managed projects.
Page 18-8: The first item in section 18.4, Procedures for Year-End Encumbrances, has been revised to clarify that entries are listed in Item #1 are not required for MRR encumbrances that are funded by State appropriation.
Posted: 07-16-2007