University of Texas at San Antonio Chart of Accounts Fund Groups Presentation

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University of Texas at San Antonio Chart of
AccountsFund Groups Presentation
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Account Number

• Account number
• The account number is a 10-digit number used for
  recording accounting transactions. The account
  number is broken down into three parts, fund
  group, budget group and budget category.

Account Structure
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Account Number

• Fund Group The first two digits of the account
  number specifies the source of funds.
• Budget Group The first 8 digits of an account
  number represent a Budget Group. Each department
  or academic entity may have several budget
  groups.
• Budget Category The last two digits of the
  account number specifies the purpose of funds. A
  Budget Group could have multiple categories.
• Unit Code The unit code determines the
  department, division or college an account
  belongs to. Typically the unit code is the same
  across fund groups. The unit code was once
  embedded in the 10-digit account number. This
  does not apply to the following fund groups, 26,
  32, 36 and 41.

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14 Fund Groups Education and General (EG)
Funds

• Purpose
• These funds are used to support the Universitys
  general educational operations. Functions and
  activities typically funded from EG include
  faculty salaries, operating expenses of
  instructional departments, general
  administration, student services, campus
  security, operation and maintenance of EG
  facilities, special items and research
  enhancement.

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14 Fund Groups Education and General (EG)
Funds

• Source of Funds
• General Revenue State Appropriations
• General Revenue-Dedicated Statutory Tuition
  Certain Lab Fees
• Facilities Administrative
• (FA) prior to June 2007 Indirect Cost
  Recovery from
• Sponsored Programs
• Designated Funds 27M of the EG
  budget is funded by a transfer in
  from designated tuition other fee income
  (this is why we are able to allow budget
  transfers between EG designated
  tuition funded accounts.)

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14 Fund Groups Education and General (EG)
Funds

• Restrictions
• UTSA and State of Texas purchasing procedures
  must be followed.
• No entertainment expenditures allowed.
• Prepayments or advanced payments are rare and
  generally not allowed. For exceptions such as
  rental lease payments, periodical subscriptions,
  if significant cost savings would result contact
  Gary Lott, Director Financial Services Bursar,
  gary.lott_at_utsa.edu.

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14 Fund Groups Education and General (EG)
Funds

• Restrictions
• 4. Institutional memberships require
  pre-approval of the Associate Vice President for
  Financial Affairs.
• 5. Travel subject to state rates. Visit the
  Disbursements and Travel Services website for
  more information.
• 6. Scholarships are not allowed except need
  based and certain THECB grants.

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18 - Fund Groups
Service Centers

• Purpose
• Service Centers are ongoing operations that sell
  products and provide specific technical or
  administrative services to the University
  community.
• Such operations are not profit (or loss) centers
  must charge rates based on cost analysis and
  break-even or operate within a /- 10 margin at
  year-end pursuant to campus policy.
• Examples are Facilities, Telephone Services,
  General Stores, Animal Care.

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18 - Fund Groups Service Centers

• Source of Funds
• Service centers receive income from sales and
  services charged to University departments. All
  rates charged must be cost justified and approved
  in advance by the University Controller.

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18 - Fund Groups Service Centers

• Restrictions
• All users or procurers of the goods and services
  must be charged. No exceptions. The federal
  government shall not be charged a higher rate.
• UTSA purchasing procedures must be followed.
• Gift income is not allowed.
• No entertainment expenditures are allowed.
• 5. No scholarship expenditures are allowed.

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18 - Fund Groups Service Centers

• Restrictions
• 6. Rates must be based on historical costs or
  from a cost analysis of reasonable, projected
  costs per policy.
• 7. Income and expenses must be matched.
• 8. All Service Centers should be reviewed
  periodically to assure excess balances do not
  accumulate.
• 9. Must be in accordance with OMB Circular A-21.

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19 - Fund Groups Designated Funds

• Purpose
• These funds are used to support miscellaneous
  activities of the university or special purposes
  for which the fee revenue has been authorized.

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19 - Fund Groups Designated Funds

• Source of Funds
• Designated funds include the following revenue
• sources
• Designated Tuition
• Mandatory Fees (other than fees that are
  Auxiliary Enterprises)
• Incidental Fees (including college and course
  fees)
• Miscellaneous Other Income
• Facilities Administrative (FA) since June 2007
  (Indirect Cost Recovery from Sponsored Programs)

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19 - Fund Groups Designated Funds

• Restrictions
• UTSA purchasing procedures must be followed.
• Entertainment expenditures are only allowed from
  Official Occasions accounts or if the fee/revenue
  is specifically assessed to cover the cost of
  meals or other related expenses. Requires the
  approval of Dean/Vice President/Provost if
  100. Authority for approval of expenses lt 100
  may be delegated to Associate/Assistant Vice
  President/Dean.
• Gift income is not allowed. Exceptions need to be
  authorized by University Controller.
• Travel subject to maximum allowable rates. Visit
  the Disbursements and Travel Services website for
  more information.
• Individual memberships to professional
  organizations are allowed if a benefit to UTSA
  can be demonstrated.

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26 - Fund Groups Grants Contracts

• Purpose
• Funds maintained in Grants and Contracts fund
  groups have been provided by outside sponsors and
  agencies to provide support for specific research
  or educational programs. The majority of these
  restricted funds are federal dollars supporting
  either research or financial aid to students.

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26 - Fund Groups Grants Contracts

• Source of Funds
• Federal, state, local and private grants,
  contracts, and agreements.

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26 - Fund Groups Grants Contracts

• Restrictions
• All expenditures from federal awards must be in
  accordance with OMB Circular A-21 and
  requirements of the award. Contact the
  appropriate Grants and Contracts Financial
  Services or Office of Sponsored Program staff for
  additional information.
• 2. UTSA purchasing procedures must be followed.

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29 - Fund Groups Auxiliary Enterprise Funds

• Purpose
• Auxiliary Enterprises provide goods or services
  to students, faculty, or staff and charge fees
  directly related to, although not necessarily
  equal to, the cost of the goods or services.
• They are managed essentially as self-supporting
  activities outside of the basic instruction and
  research functions of the university. Examples
  are Student Housing, Food Services,
  Intercollegiate Athletics, Book Store, Parking,
  and the University Center.

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29 - Fund Groups Auxiliary Enterprise Funds

• Source of Funds
• Auxiliary Enterprises receive income from sales
  and services. Other mandatory and non-mandatory
  student fees which are directly related to
  auxiliary operations are additional sources of
  income.

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29 - Fund Groups Auxiliary Enterprise Funds

• Restrictions
• UTSA purchasing procedures must be followed.
• 2. Travel subject to maximum allowable rates.
  Visit the Disbursements and Travel Services
  website for more information.
• 3. Individual memberships to professional
  organizations are allowed if benefit to UTSA can
  be demonstrated.

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30 - Fund Groups Gift Funds

• Purpose
• Gift accounts are used to record receipts and
  expenditures related to funds received from a
  donor or external agency. Expenditures are
  generally restricted meaning the donor has
  stipulated specific instructions about how the
  money may be used.

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30 - Fund Groups Gift Funds

• Source of Funds
• Proceeds from gifts and endowment distributions
  for scholarships, salary supplements for endowed
  chairs, constitute the majority of funds expended
  from 30-accounts.

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30 - Fund Groups Gift Funds

• Restrictions
• UTSA purchasing procedures must be followed.
• Departments must insure that donor intent is
  followed.
• Travel subject to maximum allowable rates. Visit
  the Disbursements and Travel Services website for
  more information.
• Entertainment expenditures 100 require the
  approval of the Dean/Vice President/Provost.
  Authority for approval of expenses
• lt 100 may be delegated to Associate/Assistant
  Vice President/Dean. Departmental parties,
  picnics, and similar social events for employees
  require advance approval. (Official Occasions
  Policy pending approval).
• 5. Individual memberships to professional
  organizations are allowed if benefit to UTSA is
  shown.

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32 - Fund Groups Loan Funds

• Purpose
• Loan funds are used to account for resources
  loaned to students. Some of the loans are
  short-term emergency loans for a limited amount
  and repayment time. Other loans are long-term
  loans that may have repayment periods of ten
  years or more (including possible deferments.)
• Most loan fund accounts are revolving loan funds.
  The principal as it is repaid with interest on
  the loan and any other charges, including late
  charges, will be returned to the individual loan
  account making the funds available for additional
  future loans.

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32 - Fund Groups Loan Funds

• Source of Funds
• Gifts, grants, Texas Public Education Grants
  (TPEG), contributions and institutional matching
  funds.
• Interest income on the principal loaned,
  investment income and other amounts charged to
  the borrower for late charges net of collection
  costs are also sources of funding.

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32 - Fund Groups Loan Funds

• Restrictions
• UTSA purchasing procedures must be followed.
• Only collection costs, including litigation
  expenses, write-offs and certain other
  expenditures are allowed.
• Perkins/NDSL Federal Student Loan funds are
  governed by specific Department of Education
  guidelines and Federal Regulations.

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36 - Fund Groups Unexpended Plant Funds

• Purpose
• These funds are for major capital improvement
  projects for new construction, remodeling and
  renovations to existing buildings and grounds.
• Major projects are primarily controlled by The
  Office of Facility Planning and Construction
  (OFPC) at UT System (36-9xxx-xx) and some are
  institutionally controlled (36-6xxx-xx and
  36-8xxx-xx).

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36 - Fund Groups Unexpended Plant Funds

• Source of Funds
• Funding for major projects come from
  distributions from bond proceeds authorized by
  The UT System Permanent University Fund (PUF- a
  public endowment that provides financial support
  to The University of Texas and Texas
• A M University Systems) and Revenue Financing
  System (RFS). PUF distributions include
  LERR-STARS.
• Funds may also come from designated, gift and
  auxiliary enterprises

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36 - Fund Groups Unexpended Plant Funds

• Restrictions
• UTSA purchasing procedures must be followed.
• Salaries cannot be directly charged to "36"
  accounts but may be transferred in as distributed
  wages.
• Travel is rarely used in connection with a
  project.
• No entertainment expenditures are allowed.

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36 - Fund Groups Unexpended Plant Funds

• 5. LERR (library, equipment, repair and
  rehabilitation) including Faculty STARS
• Capital equipment is generally regarded as non
  expendable, tangible personal property with
  useful life of more than 1 year.
• Faculty salaries cannot be paid.
• The purchase of bundled software included as part
  of the initial acquisition of computer hardware
  is capitalizable and therefore eligible for LERR
  program funds.
• Software maintenance costs are considered
  operating expenses and therefore are not eligible
  for LERR program funds unless the costs are part
  of the initial cost of the software.
• Costs for software licenses that will be
  permanently owned are eligible for LERR funds.
  Leased or licensed software that requires the
  payment of an annual fee and that will not be
  owned when the license expires is not eligible
  for LERR.

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39 Fund Groups Invested In Plant

• Purpose
• Fixed assets including land, buildings (new,
  under construction, and additions to existing, in
  progress), improvements other than buildings,
  equipment, library books, and art collections are
  carried in this fund group.

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39 Fund Groups Invested In Plant

• Source of Funds
• These assets are purchased and expensed in other
  fund groups.

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41 - Fund Groups Agency Accounts

• Purpose
• Agency funds are those held in custody for
  others. Funds from outside agencies or
  organizations are temporarily under UTSA control
  and are restricted for specific purposes.
  (Examples are student organizations and faculty
  accounts for external organizations).
• Residual funds should be returned to the sponsor
  once the purpose for the agency account is
  completed.

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41 - Fund Groups Agency Accounts

• Restrictions
• None.

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Questions?