Fund Group

A Fund Group is a self‐balancing set of accounts in which cash and other financial resources (assets), all related liabilities and residual equities, or fund balances, and changes therein, are recorded and segregated to carry on specific activities or attain certain objectives in accordance with special regulations, restrictions or limitations.

A fund group is designated by a 5‐digit numeric code. Below are examples of Fund chartfields, and you can click the button below for a complete list. 

Education and General - 10xxx

Assets, liabilities, fund balances, revenues, and expenditures supporting the resident instruction program of University.

10000	State Appropriations
10500	Tuition
10600	Other General
10800	GRU/UGA Medical Partnership

 

Other Organized Activities - 11xxx

Fund groups provided to record assets, liabilities, 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 should use the codes.

 

11300	UGA‐Agricultural Experiment Stations – State Appropriations
11310	UGA‐Cooperative Extension Service – State Appropriations
11320	UGA‐Forestry Cooperative Extension‐State Appropriations
11330	UGA – Marine Extension Service – State Appropriations
11335	UGA – Skidaway Institute – State Appropriations
11340	UGA – Marine Institute – State Appropriations
11360	UGA – Vet Med Ag Research – State Appropriations
11370	UGA – Vet Med Teaching Hospital – State Appropriations
11380	UGA – Vet Med Experiment Station – State Appropriations
11390	UGA – Athens/Tifton Vet Labs – State Appropriations
11600	UGA – Agricultural Experiment Stations – Other General
11610	UGA – Coop Extension Services – Other General
11620	UGA – Forestry Research – Other General
11625	UGA ‐ Forestry Coop Extension – Other General
11630	UGA – Marine Extension Service – Other General
11640	UGA ‐ Marine Institute – Other General

 

Auxiliary Funds - 12xxx

Fund groups provided to record assets, liabilities, revenues, expenditures, and fund balances of the various business operations conducted on campus that provide services to students, faculty, and staff. Revenue is directly related to costs, but not necessarily equal per business 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.

 

12210	Auxiliary Housing
12220	Auxiliary Food Services
12230	Auxiliary Stores and Shops
12240	Auxiliary Health Services
12250	Auxiliary Parking
12260	Auxiliary Transportation
12270	Auxiliary Other Organizations
12280	Auxiliary Athletics

 

Student Activities – 13000

A fund group provided to record assets, liabilities, revenues, expenditures, and balances of the student activities program.

Departmental Sales and Services – 14xxx

The Departmental Sales and Service (DSS) fund group are those activities that provide a service to other UGA units and/or external clients where a fee is charged for those services.

Departmental sales accounts are considered institutional (state) funds and should only cover costs for providing the sale or service. Revenue from external, non‐exempt clients will be assessed Georgia sales and use tax.

Revenues and expenditures in this fund group, which include Continuing Education, have the following characteristics:

• Activity should generally be self‐supporting.

 

• Activity should not normally use State appropriated

• Revenue and associated expenses for each DSS activity should be readily identifiable; g., by class code, department, 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.

 

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 501, section 704.0226 and section 704.016.

 

Tuitions collected for regular instructional programs, which are subject to approval by the Board of Regents, and state general fund appropriations shall not be included in Fund Group 14000.

The tuition categories are defined in sections 704.011 through 704.015 of the Board of Regents Policy manual.

 

14000	Continuing Education
14100	Departmental Sales and Services
14310	UGA ‐ Cooperative Extension Service – DSS
14320	UGA ‐ Forestry Research‐DSS
14325	UGA ‐ Forestry Cooperative Extension – DSS
14330	UGA ‐ Marine Extension Service – DSS
14335	UGA ‐ Skidaway Institute – DSS
14340	UGA – Marine Institute – DSS
14370	UGA – Vet Med Teaching Hospital ‐ DSS
14390	UGA – Athens/Tifton Vet Labs – DSS

 

Indirect Cost Recovery‐15xxx

A fund group for indirect cost recoveries from sponsored programs to units to cover some of the indirect costs incurred by the department.

 

Revenues for Fund Group 15xxx may include:

1. Reimbursements to institutions that represent a percentage of direct costs charged to federal, state and other grants and contracts for administrative expenses, including depreciation, operations and maintenance, general administration, departmental administration, library, and student services. These revenues must be reconcilable back to the original grant or
2. Administrative cost allowance (ACA) that represents a fixed amount per financial aid recipient or a percentage of financial aid expenditures related to campus administered financial aid programs, such as Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, Federal Work‐Study and Federal Perkins Loan ACA funds only may be used to offset administrative costs of these programs.

 

 

15000	Indirect Cost Recoveries
15300	UGA – Agricultural Experiment Stations – IDCR
15310	UGA – Cooperative Extension Service – IDCR
15320	UGA – Forestry Research – IDCR
15325	UGA – Forestry Cooperative Extension – IDCR
15330	UGA – Marine Extension Service – IDCR
15335	UGA – Skidaway Institute – IDCR
15340	UGA – Marine Institute – IDCR
15390	UGA – Athens/Tifton Vet Labs – IDCR

 

Technology Fees – 16000

A fund group for the recording of assets, liabilities, fund balances, revenues, and expenditures associated with the mandatory student technology fee. These funds are used to fund new computer labs, replacement of machines in existing labs, technology‐based course development, student technical support and training, etc. These funds are distributed by the Office of the Vice President for Information Technology.

Restricted and Sponsored Programs – 20xxx

A fund group that is used to record restricted assets, liabilities, revenues, expenditures, and fund balances of funds earmarked for current operations of the educational program of the University. Restricted expenditures are to be separately identified and matched in amount with restricted revenues.

 

20000	Restricted – Sponsored Resident Instruction
20100	Student Financial Aid
20200	Restricted ‐ Foundation
20300	Restricted ‐ Research Organization
20400	Restricted ‐ Non‐Sponsored
20500	Restricted‐UGA Endowment Funds

 

Restricted and Sponsored Programs Other Organized Activities – 21xxx

A fund group provided to record restricted sponsored assets, liabilities, 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.

 

21300	UGA‐ Agricultural Experiment Stations ‐ Restricted
21310	UGA‐Coop Extension Service ‐ Restricted
21320	UGA‐Forestry Research ‐ Restricted
21325	UGA ‐ Forestry Coop Extension‐Restricted
21330	UGA‐Marine Extension Service ‐ Restricted
21335	UGA‐Skidaway Institute ‐ Restricted
21340	UGA‐Marine Institute‐Restricted
21390	UGA‐Athens/Tifton Vet Labs ‐ Restricted

 

Federal Loan Funds – 30000

A fund group provided to record receipts, disbursements, and balances of funds that are to be loaned to students. This fund group houses funds that are predominately federally funded.

Endowment Funds ‐ 40000

A fund group 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.

Term Endowment Funds ‐ 41000

A fund group 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.

Quasi Endowment Funds ‐ 42000

A fund group containing 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 the plan is 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 for long‐term investment. The income from these investments is for unrestricted purposes. The invested funds can, at any time, be approved for unrestricted use.

Restricted Quasi‐Endowment Funds are expendable Restricted Funds that have been designated for long‐term investment. The income from these investments is restricted to specific operating purposes which the donor has specified. The invested funds can, at any time, be approved in accordance with specific donor restrictions.

Unexpended Plant Funds – 50xxx

A fund group 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.

 

50000	Unexpended Plant – Lapsing
50100	Unexpended Plant – Non‐Lapsing
50200	Unexpended Plant – GSFIC Non‐MRR
50300	Unexpended Plant – MRR

 

Custodial – Funds on Deposit ‐ 60000

A fund group 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.

Custodial – Designated Scholarships ‐ 61000

A fund group 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.

Payroll Operations – 62000

A fund group that contains funds resulting from the accounting for payroll deductions and/or payroll matching funds.