Fund codes group transactions by similar types of activities (e.g., Education funds, Auxiliary funds, Endowment Funds, Restricted/Sponsored funds, etc.
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.
Assets, liabilities, fund balances, revenues, and expenditures supporting the resident instruction program of University.
GRU/UGA Medical Partnership
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.
UGA‐Agricultural Experiment Stations – State Appropriations
UGA‐Cooperative Extension Service – State Appropriations
UGA‐Forestry Cooperative Extension‐State Appropriations
UGA – Marine Extension Service – State Appropriations
UGA – Skidaway Institute – State Appropriations
UGA – Marine Institute – State Appropriations
UGA – Vet Med Ag Research – State Appropriations
UGA – Vet Med Teaching Hospital – State Appropriations
UGA – Vet Med Experiment Station – State Appropriations
UGA – Athens/Tifton Vet Labs – State Appropriations
UGA – Agricultural Experiment Stations – Other General
UGA – Coop Extension Services – Other General
UGA – Forestry Research – Other General
UGA ‐ Forestry Coop Extension – Other General
UGA – Marine Extension Service – Other General
UGA ‐ Marine Institute – Other General
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.
Auxiliary Food Services
Auxiliary Stores and Shops
Auxiliary Health Services
Auxiliary Other Organizations
A fund group provided to record assets, liabilities, revenues, expenditures, and balances of the student activities program.
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.
Departmental Sales and Services
UGA ‐ Cooperative Extension Service – DSS
UGA ‐ Forestry Research‐DSS
UGA ‐ Forestry Cooperative Extension – DSS
UGA ‐ Marine Extension Service – DSS
UGA ‐ Skidaway Institute – DSS
UGA – Marine Institute – DSS
UGA – Vet Med Teaching Hospital ‐ DSS
UGA – Athens/Tifton Vet Labs – DSS
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:
- 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
- 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.
Indirect Cost Recoveries
UGA – Agricultural Experiment Stations – IDCR
UGA – Cooperative Extension Service – IDCR
UGA – Forestry Research – IDCR
UGA – Forestry Cooperative Extension – IDCR
UGA – Marine Extension Service – IDCR
UGA – Skidaway Institute – IDCR
UGA – Marine Institute – IDCR
UGA – Athens/Tifton Vet Labs – IDCR
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.
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.
Restricted – Sponsored Resident Instruction
Student Financial Aid
Restricted ‐ Foundation
Restricted ‐ Research Organization
Restricted ‐ Non‐Sponsored
Restricted‐UGA Endowment Funds
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.
UGA‐ Agricultural Experiment Stations ‐ Restricted
UGA‐Coop Extension Service ‐ Restricted
UGA‐Forestry Research ‐ Restricted
UGA ‐ Forestry Coop Extension‐Restricted
UGA‐Marine Extension Service ‐ Restricted
UGA‐Skidaway Institute ‐ Restricted
UGA‐Athens/Tifton Vet Labs ‐ Restricted
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.
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.
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.
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.
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.
Unexpended Plant – Lapsing
Unexpended Plant – Non‐Lapsing
Unexpended Plant – GSFIC Non‐MRR
Unexpended Plant – MRR
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.
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.
A fund group that contains funds resulting from the accounting for payroll deductions and/or payroll matching funds.