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

1. University of Texas at San Antonio Chart of AccountsFund Groups Presentation

2. 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 Number Account Structure

3. 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.

4. 14 – Fund Groups Education and General (E&G) Funds Purpose • These funds are used to support the University’s general educational operations. Functions and activities typically funded from E&G include faculty salaries, operating expenses of instructional departments, general administration, student services, campus security, operation and maintenance of E&G facilities, special items and research enhancement.

5. 14 – Fund Groups Education and General (E&G) Funds Source of Funds • General Revenue = State Appropriations • General Revenue-Dedicated = Statutory Tuition & Certain Lab Fees • Facilities & Administrative (F&A) prior to June 2007 = Indirect Cost Recovery from Sponsored Programs • Designated Funds = ~ $27M of the E&G budget is funded by a transfer in from designated tuition & other fee income; (this is why we are able to allow budget transfers between E&G & designated tuition funded accounts.)

6. 14 – Fund Groups Education and General (E&G) 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@utsa.edu.

7. 14 – Fund Groups Education and General (E&G) 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.

8. 18 - FundGroups 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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 (F&A) since June 2007 (Indirect Cost Recovery from Sponsored Programs)

14. 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 < $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.

15. 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.

16. 26 - Fund Groups Grants & Contracts Source of Funds • Federal, state, local and private grants, contracts, and agreements.

17. 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.

18. 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.

19. 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.

20. 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.

21. 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.

22. 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.

23. 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 < $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.

24. 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.

25. 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.

26. 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.

27. 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).

28. 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

29. 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.

30. 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.

31. 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.

32. 39 – Fund Groups Invested In Plant Source of Funds • These assets are purchased and expensed in other fund groups.

33. 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.

34. 41 - Fund Groups Agency Accounts Restrictions • None.

35. Questions?