2.2 Fund Group
(Last Modified on October 20, 2016)
The Fund Group numbering structure is standard, and must be used by all USG institutions. If large research institutions need additional fund groups to accomplish internal reporting, approval must be obtained from the Vice Chancellor for Fiscal Affairs at the University System Office (USO) for use of non-standard fund groups. These non-standard fund groups must be mapped into and reported consistent with the standard fund groups for financial reporting purposes.
2.2.1 Current Funds
(Last Modified on April 6, 2021)
10xxx EDUCATION and GENERAL
An accounting entity in which revenues, expenditures, and balances of funds earmarked for current operations to support the educational and general program of the college or university are recorded. Note: Restricted revenues and expenditures are to be recorded in Fund Group 20000, separately identified and matched in amount with restricted revenues.
| Code | Description |
|---|---|
| 10000 | State Appropriations This accounting entity only should be used for state appropriated revenue and expenses. |
| 10500 | Tuition This accounting entity should be used only for tuition. |
| 10510 | E-Core Tuition (UWG Only) This accounting entity should be used by UWG only for E-Core Tuition. |
| 10520 | USG Goes Global (UWG Only) This accounting entity is used by UWG for fiscal management of USG Goes Global. |
| 10600 | Other General This accounting entity should be used for any student fees not specifically reported in another fund. |
| 10800 | Augusta University/UGA Medical Partnership |
11xxx OTHER ORGANIZED ACTIVITIES
A series of accounting entities provided to record revenues, expenditures, and fund balances of specific programs unique to the State of Georgia. Only those units responsible for the operation of the activities included in this group shall make use of these codes.
| Code | Institution/Agency |
|---|---|
| 11015 | Enterprise Innovation Institution – State Appropriations (GT) |
| 11021 | Georgia Tech Research Institute - State Appropriations (GT) |
| 11300 | Agricultural Experiment Stations – State Appropriations (UGA) |
| 11310 | Coop Extension Service – State Appropriations (UGA) |
| 11320 | Forestry Research – State Appropriations (UGA) |
| 11325 | Forestry Coop Extension – State Appropriations (UGA) |
| 11330 | Marine Extension Service – State Appropriations (UGA) |
| 11335 | Skidaway Institute – State Appropriations (UGA) |
| 11340 | Marine Institute – State Appropriations (UGA) |
| 11360 | Vet Med Ag Research – State Appropriations (UGA) |
| 11370 | Vet Med Teaching Hospital – State Appropriations (UGA) |
| 11380 | Vet Med Experiment Station – State Appropriations (UGA) |
| 11390 | Athens/Tifton Vet Labs – State Appropriations (UGA) |
| 11500 | Agricultural Experiment Station – Federal Appropriations (UGA) |
| 11510 | Coop Extension Service – Federal Appropriations (UGA) |
| 11600 | Agricultural Experiment Station – Other General (UGA) |
| 11610 | Coop Extension Services – Other General (UGA) |
| 11615 | Enterprise Innovation Institute – Other General (GT) |
| 11620 | Forestry Research – Other General (UGA) |
| 11621 | GTRI – Other General (GT) |
| 11625 | Forestry Coop Extension – Other General (UGA) |
| 11630 | Marine Extension Service – Other General (R1 Only) |
| 11631 | Coop Extension Service – Other General (R1 Only) |
| 11632 | Forestry Research – Other General (R1 Only) |
| 11633 | Marine Extension Service – Other General (R1 Only) |
| 11634 | Marine Institute – Other General (R1 Only) |
| 11635 | Skidaway – Other General (R1 Only) |
| 11640 | Marine Institute – Other General (R1 Only) |
| 11641 | GTRI - Other General (R1 Only) |
| 11650 | Georgia Archives - Other General (USO Only) Effective July 1, 2019 |
| 11700 | Ga Cyber Innovation & Training - (R1 Only) |
| 11710 | Medical College of Georgia - Hospitals and Clinics (AU Only) |
| 11810 | Skidaway Institute - State Appropriation (USO Only) |
| 11920 | University System Office – State Appropriations (USO Only) |
| 11921 | University System Office - State Appropriations Delivery (USO Only) |
| 11922 | University System Office - Health Reporting (USO Only) |
| 11923 | University System Office – Dental Reporting (USO Only) |
| 11930 | Public Libraries - State Appropriation (USO Only) |
| 11940 | State Medical Education Board - State Appropriation (USO Only) |
| 11950 | Georgia Archives State (USO Only) Effective July 1, 2019 |
12000 AUXILIARY ENTERPRISES FUNDS
An accounting entity in which are recorded revenues, expenditures, and balances of the various business operations conducted on a campus that have as their expressed purpose the provision of services to students, faculty, and staff. Revenue is directly related to costs, but not necessarily equal per operating unit. However, revenues must be sufficient to cover costs on an overall basis, including funding the reserve for depreciation. This accounting entity is a Business Enterprise Activity that must be self-supporting in overall operations. The depreciation policy in this fund group must result in funds becoming available for property replacement.
| Code | Description |
|---|---|
| 12210 | Auxiliary Housing An accounting entity used for expenditures of funds for institution-owned housing. |
| 12220 | Auxiliary Food Services An accounting entity used for funds expended to provide food service to students, faculty, and staff. |
| 12230 | Auxiliary Stores and Shops An accounting entity used for funds expended to provide for the operation stores and shops such as bookstores, gift shops, uniform stores, etc. |
| 12240 | Auxiliary Health Services An accounting entity used for funds expended to provide for the operation of clinics and other health services. |
| 12250 | Auxiliary Parking/Transportation An accounting entity used for funds expended to provide for the operation campus parking or transportation systems. |
| 12260 | Auxiliary Transportation An accounting entity used for funds expended to provide for the operation of campus transportation. |
| 12270 | Auxiliary Other Organizations An accounting entity used for those funds expended that cannot be logically categorized in any other defined function. |
| 12280 | Athletics An accounting entity used for those funds expended to provide for the operation of an intercollegiate athletics program. |
13000 STUDENT ACTIVITIES FUNDS
Accounting entities in which the revenues, expenditures, and balances of student activity programs are recorded.
| Code | Description |
|---|---|
| 13000 | Student Activities Fund |
14000 DEPARTMENTAL SALES AND SERVICES REVENUES AND EXPENDITURES
Georgia Code 20-3-86 allows for Departmental Sales and Services (DSS) year-end fund balances to be exempt from state law concerning lapsable funds. DSS Revenues and Expenditures shall be contained in Fund Group 14000*.
* Note: Institutions not using the GeorgiaFIRST model of the PeopleSoft Financials software may use some other acceptable means that allows for reporting of net operating balances at year-end.
Departmental Sales and Services revenues and expenditures, which include Continuing Education, have the following characteristics:
- Activity should generally be self-supporting.
- Activity should not normally use State appropriated funds.
- Revenue and associated expenses for each DSS activity should be readily identifiable; e.g., by class code, department, project indicator, etc.
- At least 50% of the revenue source must be from external sources; e.g., student, faculty, staff, general public, grantors, other institutions/agencies, etc.
Note: Revenues classified as Quasi-Revenue are definitely not Departmental Sales and Services.
Institutions should use the appropriate class codes to distinguish DSS activities/programs. Classification codes are listed under Sections 2.4.2, Continuing Education and 2.4.3 ,Departmental Sales and Services. If there are multiple activities within a class code, such as print shop, post office, etc., each one should be distinguished by department or project indicator.
Continuing Education revenues for Fund Group 14000 shall include only those fees collected for the purpose of providing non-credit instructional courses and programs designed primarily to meet the educational needs of professional and non-traditional students, as defined in the Board of Regents Policy Manual Section 7.3, Tuition and Fees.
Tuition collected for regular instructional programs, which is subject to approval by the Board of Regents, and state general fund appropriations shall not be included in Fund Group 14000. The tuition categories are defined in Section 7.3.1,Tuition of the Board of Regents Policy Manual.
Each institution shall report year-end balances of available funds in Departmental Sales and Services annually within the budgetary compliance report. Additionally, each institution must analyze available funds in Departmental Sales and Service and develop a spending plan on how they will be used to meet institutional needs on an annual basis. This spending plan must be available upon request by the Vice Chancellor for Fiscal Affairs and Treasurer.
| Code | Description |
|---|---|
| 14000 | Department of Sales and Services-Continuing Education |
| 14100 | Department of Sales and Services-Other Effective July 1, 2019 |
| 14950 | Department of Sales and Services-Georgia Archives (USO Only) Effective July 1, 2019 |
15000 INDIRECT COST RECOVERY AND ADMINISTRATIVE COST ALLOWANCE REVENUES AND EXPENDITURES
Georgia Code 20-3-86 allows for indirect cost recovery year-end fund balances to be exempt from state law concerning lapsable funds. Indirect Cost Recovery Revenues and Expenditures shall be contained in Fund Group 15000*. Indirect Cost Recovery Revenues that are contained in Fund 10000 are subject to lapsing.
* Note: Institutions not using the GeorgiaFIRST model of the PeopleSoft Financials software may use some other acceptable means that allows for reporting of net operating balances at year-end. All reporting, including submission of data to the USO Financial Information System, from these systems must contain appropriate fund group identification.
Revenues for Fund Group 15000 may include:
Reimbursements to institutions that represent a percentage of direct costs charged to federal, state and other grants and contracts for administrative expenses, including depreciation and use allowances, operations and maintenance, general administration, departmental administration, library and student services. These revenues must be reconcilable back to the original grant or contract*.
* Note: Institutions using the GeorgiaFIRST model of the PeopleSoft Financials software must include the project indicator in the transactions for revenues.
- Administrative cost allowance (ACA) that represents a fixed amount per financial aid recipient or a percentage of financial aid expenditures related to campus administered financial aid programs, such as Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, Federal Work-Study and Federal Perkins Loan programs. ACA funds only may be used to offset administrative costs of these programs.
All indirect cost recovery and ACA revenues and expenditures against those revenues should be recorded using this fund code so that institutions can carry forward funds. Each institution shall annually report year-end balances of available funds in indirect cost recovery within the budgetary compliance report. Additionally, each institution must analyze available funds in indirect cost recovery and develop a spending plan on how they will be used to meet institutional needs on an annual basis. This spending plan must be available upon request by the Vice Chancellor for Fiscal Affairs and Treasurer.
16000 TECHNOLOGY FEE REVENUES AND EXPENDITURES
Georgia Code 20-3-86 allows for Technology Fee year-end fund balances to be exempt from state law concerning lapsable funds. Technology Fee Revenues and Expenditures shall be contained in Fund Group 16000*.
* Note: Institutions not using the GeorgiaFIRST model of the PeopleSoft Financials software may use some other acceptable means that allows for reporting of net operating balances at year-end. All reporting, including submission of data to the USO Financial Information System, from these systems must contain appropriate fund group identification.
Revenues for Fund Group 16000 includes only those fees collected from the mandatory technology fee provided for under Section 7.3.2.1, Mandatory Student Fees of the Board of Regents Policy Manual.
All technology fee revenues and expenditures against those revenues must be recorded using this fund code so that the institutions can carry forward funds. Each institution shall annually report year-end balances of available funds in technology within the budgetary compliance report. Additionally, each institution must analyze available funds in technology and develop a spending plan on how they will be used to meet institutional needs on an annual basis in accordance with guidelines established for technology fees. This spending plan must be available upon request by the Vice Chancellor for Fiscal Affairs and Treasurer.
20000 RESTRICTED EDUCATIONAL and GENERAL
An accounting entity in which are recorded restricted revenues, expenditures, and balances of funds earmarked for current operations of the educational program of the Institution. Restricted expenditures are to be separately identified and matched in amount with restricted revenues.
21xxx RESTRICTED OTHER ORGANIZED ACTIVITIES
A series of accounting entities provided to record restricted revenues, expenditures, and fund balances of specific programs unique to the State of Georgia. Only those units responsible for the operation of the activities included in this group shall make use of these codes.
| Code | Institution/Agency/Program |
|---|---|
| 21015 | GT – Enterprise Innovation Institute – Restricted & Sponsored |
| 21021 | GT – GTRI Restricted and Sponsored |
| 21300 | UGA – Agricultural Experiment Stations |
| 21310 | UGA – Cooperative Extension Service |
| 21320 | UGA – Forestry Research |
| 21325 | UGA – Forestry Cooperative Extension |
| 21330 | UGA – Marine Extension Service |
| 21335 | UGA – Skidaway Institute |
| 21340 | UGA – Marine Institute |
| 21380 | UGA – Veterinary Medicine Experiment Station |
| 21390 | UGA – Athens/Tifton Veterinary Laboratories |
| 21810 | UGA – Skidaway Institute-Restricted |
| 21920 | USO – Restricted |
| 21921 | USO – State Appropriation Delivery-Restricted |
| 21922 | USO – Health Insurance Reporting-Restricted |
| 21930 | USO – Public Libraries-Restricted |
2.2.2 Public Trust Funds
(Last Modified on June 13, 2019)
30000 FEDERAL LOAN FUNDS
An accounting entity in which are recorded receipts, disbursements, and balances of funds that are to be loaned to students. This fund group houses funds that are predominately federally funded.
31000 INSTITUTIONAL LOAN FUNDS
An accounting entity in which are recorded receipts, disbursements, and balances of funds that are to be loaned to students. This fund group houses funds that are predominately funded by the institution.
40000 ENDOWMENT FUNDS
An accounting entity containing funds that a donor or an outside agency has stipulated, as a condition of the gift, that the principal is to remain intact and only the income derived from investment of the funds may be expended.
41000 TERM ENDOWMENT FUNDS
An accounting entity containing funds that are recorded as temporarily restricted net assets because their expendability is restricted by donors for a period of time. During that time, the resources are temporarily restricted. At the time specified in the agreement, funds are released from the temporary restrictions, either for institutional purposes, which may be restricted or unrestricted, or to the donor or some beneficiary designated by the donor.
Note: Also refer to Section 19.2.1, Gift and Donation Reporting for more information.
42000 QUASI ENDOWMENT FUNDS
An accounting entry containing Board-designated funds that are treated like an endowment where only earnings are used. The principal is not permanently restricted as is the case with endowment funds, but it is the plan of the Board to use only the investment earnings from the fund for current programs. The intention is to provide a growing source of additional unrestricted income. This is consistent with many donors’ wishes to support programs for the long run. The principal is increased annually by the amount of bequest donations received over the budgeted amount.
Quasi Endowment funds may be either Unrestricted or Restricted. Unrestricted Quasi-endowment funds are unrestricted funds that have been designated by the Board for long-term investment. The income from these investments is for unrestricted purposes. The Board can, at any time, approve expenditures of these invested funds for unrestricted use.
Restricted Quasi-Endowment Funds are expendable Restricted Funds that have been designated by the Board for long-term investment. The income from these investments is restricted to specific operating purposes which the donor has specified. The Board can, at any time, approve expenditures of these invested funds in accordance with specific donor restrictions.
2.2.3 Plant Funds
(Last Modified on October 20, 2016)
50000 UNEXPENDED PLANT FUNDS
An accounting entity in which the funds derived from internal and external sources are to be used for construction, maintenance, and/or acquisition of Capital Assets. The intended use of fund 50000 is to allow construction funds to be set aside for future use. When assets are purchased, the money should be transferred to the appropriate fund (i.e. fund 10000 for Educational and General assets, 12000 for Auxiliary assets, etc.) and the assets should be purchased from that fund. An alternative is to transfer assets to the appropriate fund when placed in service.
2.2.4 Custodial Funds
(Last Modified on August 9, 2019)
60000 CUSTODIAL-FUNDS HELD FOR INDIVIDUALS, GROUPS AND ORGANIZATIONS
An accounting entity that contains funds received and administered for others. Disposition of these funds are in accord with designations and instructions of the entity for which the institution is serving as agent.
61000 CUSTODIAL-DESIGNATED SCHOLARSHIPS
An accounting entity that contains funds for designated scholarships. These funds are primarily provided by entities other than the institution, and the institution does not make the determination of who receives the scholarship.
2.2.5 Payroll
(Last Modified on May 5, 2020)
62000 PAYROLL OPERATIONS
An accounting entity that contains funds resulting from the accounting for payroll deductions and/or payroll matching funds.
63000 PAYROLL OPERATIONS (One HCM)
An accounting entity that contains funds resulting from the accounting for payroll deductions and/or payroll matching funds.
2.2.6 Retiree Health Benefit Fund
(Last Modified on May 5, 2020)
80000 PENSION TRUST FUND (USO AND AU ONLY)
An accounting entity that contains funds maintained for Pension Trust Funds approved by the Board of Regents.
90000 RETIREE HEALTH BENEFIT FUND (USO ONLY)
An accounting entity that contains funds maintained by the USO for the Retiree Health Benefits.
90100 OPEB RETIREE HRA ACTIVITY (USO ONLY)
An accounting entity that contains funds maintained by the USO for the Retiree Health Reimbursement Account.
↑ Top