Fund Code Guidelines - University of Floridahr.ufl.edu/gbas/COM0915.pdf · Fund Code Guidelines Table ... –State of Florida ... These budget allocations tend to be made in lump-sum

Fund Code Guidelines Table of Contents

Fund Accounting

State Appropriations Funds

Sponsored Project Funds

211 & 212 Funds

Component Unit Funds

Auxiliary Funds

Other Sources of Funds

Fund Accounting

• UF uses “Fund Accounting”

• Fund Accounting provides the understanding that our money comes from different sources and allows us to track the flow of the money separately

Fund Accounting

• Separating transactions by fund allows for accountability to government, donor agencies, and other stakeholders

• Type of fund used may determine spending controls and other rules associated with tracking and reporting

Conceptually …

Moneys come to UF from a variety of sources

Fund Code

These moneys are “deposited” into funds (identified by

different Fund Codes) depending on the source and how the

funds can be used

Fund Code

Fund Code

Fund Code

Fund Code

So, What’s the Color of Money?

• Let’s begin by looking at four of UF’s funding sources: – State of Florida—Yellow

– Sponsored Projects—Purple

– Component Units—Green

– Auxiliaries—Blue

FL

CU

SP

AUX

Funding Sources at UF FL

Funding Sources at UF

UF gets moneys from …

State of Florida Legislature

This funding comes from the state’s General

Revenue fund. Student tuition (and some

collected student fees) while collected locally is

governed by regulations associated with this

funding source. Lottery funds are also

incorporated into UF’s allocation from the state

(Educational Enhancement Trust Fund)

FL

State Appropriation

• State of Florida State Appropriation

Fund Code 101

Fund Code 102

Fund Code 103

UF Provost Office working with VPs, UF Deans, etc., decide how much of this “bucket” can be used by your department

Broad Principles

• State Appropriation funds can be spent in a wide range of ways—salaries, office supplies, travel, etc.—so long as the funds are being spent for relevant operating expenses

• For further information: http://www.myfloridacfo.com/aadir/reference_guide/Reference_Guide_For_State_Expenditures.pdf

FL

State Appropriation funds

• Alcoholic beverages

• Portable heaters

• Fans

• Refrigerators

• Stoves/microwaves

• Coffee pots and supplies

• Picture frames

• Wall hangings

• Various decorations

• First class travel

• Food items (except for recruitment)

• Gifts

• Political contributions

• The following are examples of items that are not normally allowed to be purchased or paid for with State Appropriations:

FL


Funding

source

UF lingo Designated

Fund Code

ChartField

State of

Florida

Legislature

State

Appropriations

E&G—Education

and General

General

Revenue

State Funds

Fund Code

101—E&G Gen

Rev, Main

Campus

Fund Code

102—E&G Gen

Rev, HSC

Fund Code

103—E&G Gen

Rev, IFAS

If you work on main campus, you will spend from Fund Code 101

FL


Funding

source

UF lingo Designated

Fund Code

ChartField

State of

Florida

Legislature

State

Appropriations

E&G—Education

and General

General

Revenue

State Funds

Fund Code

101—E&G Gen

Rev, Main

Campus

Fund Code

102—E&G Gen

Rev, HSC

Fund Code

103—E&G Gen

Rev, IFAS

If you work at the HSC, it’s possible you will spend from Fund Codes 101 and 102. If you’re at the Vet School, you also might spend from Fund Code 103

FL


Funding

source

UF lingo Designated

Fund Code

ChartField

State of

Florida

Legislature

State

Appropriations

E&G—Education

and General

General

Revenue

State Funds

Fund Code

101—E&G Gen

Rev, Main

Campus

Fund Code

102—E&G Gen

Rev, HSC

Fund Code

103—E&G Gen

Rev, IFAS

If you work in IFAS, you might spend from Fund Codes 101 and 103

FL


Funding

source

UF lingo Designated

Fund Code

ChartField

Student

tuition

State

Appropriations

E&G—Education

and General

General

Revenue

State Funds

As an FYI:

Fund Code

121—Student

Fees, Main

Campus

Fund Code

122—Student

Fees, HSC

These Fund Codes are used by the Provost Office throughout the year to make adjustments as tuition is collected in conjunction with Fund Codes 101-103

FL


Funding

source

UF lingo Designated

Fund Code

ChartField

Lottery funds

(Educational

Enhancement

Trust Fund)

State

Appropriations

E&G—Education

and General

General

Revenue

State Funds

As an FYI:

Fund Code

111—Ed

Enhancement,

Main Campus

Fund Code

112—Ed

Enhance, HSC

Fund Code

113—Ed

Enhance, IFAS

These Fund Codes are used by the Provost Office throughout the year to make adjustments as lottery funds are provided in conjunction with Fund Codes 101-103

FL

State Appropriation Definitions

Fund Accounting: Established accountability by placing each transaction on one of several funds

used at UF which is identified by a Fund Code.

ChartFields: Standardized numbers that make up the backbone of UF's accounting System. They

are used in all financial transactions at UF and must be used in proper combination for revenue and

expense transactions. the proper combinations are generally based on the Fund Code.

Fund Code: Is a 3-digit number (or ChartField), which we use in the myUFL system, that identifies

what type of moneys you are spending. This is how you determine what type of funding are you using

to cover expense - State, Sponsored Projects or Auxiliary, etc.

funds: The term generally used to denote moneys or available resources that are spent in support of

UF and its activities.

Sources of Funds: Is a 7-digit ChartField used in myUFL/PeopleSoft to track revenue and

expenditures from outside sources while providing accountability to donor agencies. It is a required

field for contracts and grants and from transfers from component units.

Budget-Based: State Appropriation and Sponsored Project funds are considered "Budget-based."

Budget-based is a budget allocation that is extended and guaranteed to a specific college,

department or unit. These budget allocations tend to be made in lump-sum amounts by the University

Budget Office as determined by the President. Once the budget allocations has been made, these funds can be spent.

State Appropriation Definitions

Cash-Based: Available resources are based on beginning cash balance + revenue - expenditures.

Some of cash-based funds include Auxiliaries, Component Units, Returned Overhead and Residuals.

these funds can be spent only when "cash" has been obtained.

Allowable Expenditure: Is an expense that has a clear business purpose and must be a relevant

and appropriate operating expense. The expense cannot be to satisfy personal preferences of

employees or personal convenience of employees that are not necessary for UF to carry out its

business.

Perquisite: goods or services that are required by the employer which may be given or provided at

reduced cost to employees based on position requirements. i.e. uniforms, special footwear, etc.

PACs: Political Action Committees.

Current (CRRNT): When spending State Appropriations moneys in the year in which it was

budgeted.

Carry Forward (CYFWD): Any unexpended State Appropriations balance at June 30th of each year

is carried forward and budgeted for the next fiscal year, same restrictions apply as CRRNT. It is not

used for recurring expenses.

Funding Sources at UF SP



Sponsored Projects

Federal and non-federal contracts and grants are

awarded to UF faculty (and others) typically in

support of research activities. In combination, we

refer to contracts and grants (as well as

―cooperative agreements‖) as ―Sponsored

Projects‖

SP

• Federal and non-federal funding agencies

• Sponsored Project funding

– Contracts, Grants, Coop Agreements

Sponsored Projects

Fund Code 201

Fund Code 209

SP

Broad Principles

• Funds from Sponsored Projects are typically more restrictive

– If the award is for x, you must use the funds for x

• There also are additional restrictions associated with “Direct” and “Indirect Costs”

• Cost Accounting Standards also apply

• Funds sometimes can be used to purchase items typically not allowed based on project guidelines

SP

Sponsored Project funds With Sponsored Projects, there are:

• Direct Costs – Which are specifically associated and identified with a

particular project, program, or activity as designated by the grant/ cooperative agreement/contract award

• Indirect Costs (overhead) – Which are Facilities and Administrative (F&A) costs

billed against Sponsored Projects periodically to recover the costs of managing UF and its research activities

SP

Direct/Indirect Costs

• In conjunction with the terms “Direct” or “Indirect Costs,” you may also hear:

• Cost Accounting Standards (CAS)

– Principles for determining costs applicable to grants, contracts, and other agreements with educational institutions as established by the federal government’s Office of Management and Budget (OMB) Circular A-21

SP

Cost Accounting Standards

• Essentially, CAS requires consistency in how costs associated with grants and contracts are estimated, accumulated, and reported – Provides guidance as to what is “allowable” vs.

“unallowable” costs

– And how both should be treated

• CAS also establishes consistency in the accounting periods used for cost accounting

• UF’s related practices must comply with CAS

SP

Cost Accounting Standards

• Exceptions to the University's CAS policy may be requested by submitting a request to the Division of Sponsored Research

• Visit the following web site for more details about CAS as well as allowable charges: www.fa.ufl.edu/uco/handbook/handbook.asp? doc=1.4.5.6

SP

Sponsored Project funds • The following are generally considered “Direct”

charges for a federally funded project (Fund Code 201) as long as they are relevant for the project: – Salaries for research-related jobs/positions

– Lab supplies

– Travel

– Technical and scientific equipment

– Animal care and other cost center services

– Technical software/Repair and maintenance charges for equipment purchased

– Long distance calls related to the project

SP

Sponsored Project funds

• With few exceptions, the following items cannot be charged directly to a federally funded project (Fund Code 201): – Clerical, secretarial and administrative

salaries

– Data processing/computer supplies

– Postage and basic telephone charges

– Office supplies

– General software

– Subscriptions

– Institutional and individual memberships

Indirect Costs

SP

Sponsored Project funds

• Indirect Costs (IDC) of Sponsored Projects

– These funds are collected from Sponsored Projects to be used to operate and support UF’s sponsored research program

• Indirect Costs are also referred to as Facilities and Administrative (F&A) costs

• Facilities and Administrative costs are billed against Sponsored Projects periodically to recover the costs of managing UF and its research activities

SP


Funding

source

UF lingo

Sponsored

Projects

Federal and

non-federal

contracts and

grants are

awarded to

UF faculty

who are

known as

principal

investigators

Principal

investigators

(PIs) are the

designated

personnel

(typically faculty)

who secured the

funding and who

will be

responsible for

the funded

research activity

SP


Funding

source

UF lingo

Sponsored

Projects

Federal and

non-federal

contracts and

grants are

awarded to

UF faculty

who are

known as

principal

investigators

―Project‖ is the

ChartField used

in myUFL or

PeopleSoft to

identify activity

associated with

Sponsored

Projects

Sponsored

Projects or

Programs

SP


Funding

source

UF lingo Designated

Fund Code

ChartField

Sponsored

Projects

Federal and

non-federal

contracts and

grants are

awarded to

UF faculty

who are

known as

principal

investigators

Sponsored

Projects

Projects

C&G—or

Contracts and

Grants

Fund Code

201—C&G

Federal

Restricted

Fund Code

209—C&G

Other Restricted

(Non-Federal)

SP

Funding Sources at UF SP

Funding

source

UF lingo Designated

Fund Code

ChartField

Sponsored

Projects

Federal and

non-federal

contracts and

grants are

awarded to

UF faculty

who are

known as

principal

investigators

Sponsored

Projects

Projects

C&G—or

Contracts and

Grants

Other

associated Fund

Codes include:

Fund Code

211—Returned

Overhead

Fund Code

212—Residual

Funds

Fund Code

213—UFRF

Allocations

Sponsored Projects Definitions

PI: Principal Investigators of a Sponsored Project

Sponsored Project: A contractual agreement with PIs that have been approved and funded by

external funding agencies. Term used to de note a grant, contract or cooperative agreement funding.

Direct Costs: Are specifically associated and identified with a particular project, program, or activity

as designated by the grant/cooperative agreement/contract award.

Indirect Cost (overhead): Facilities and Administrative (F&A) costs billed against Sponsored

Projects periodically to recover the costs of managing UF and its research activities.

Office of Management and Budget (OMB): Assists in overseeing federal budget preparation and

supervises administration while helping with the development of government-wide policy to assure

that grants are managed properly and federal dollars are spent in accordance to applicable laws and

regulations.

Cost Accounting Standards (CAS): Principles for determining costs applicable to grants, contracts,

and other agreements with educational institutions as established by the federal government's Office

of Management and Budget Circular-21. CAS provides what is allowable and unallowable as well as

established consistency un the accounting periods used for cost accounting.

www.fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.5.6

Sponsored Projects Definitions

Returned Overhead: Fund 211. At the end of each year some of the Indirect Costs are returned to

the colleges, departments, and PIs. Use of Returned Overhead is restricted by state statute and may

be used only to support research, research-related activities, sponsored training programs, or

extension. This fund is a cash-based fund.

Residual Funds: Fund 212. Are unused funds that were not needed to fully execute the

requirements of the Sponsored Project. Some unused funds may need to be returned to the sponsor,

those that are not, are returned to the PI, his/her work unit or the appropriate vice-president. These

funds are also cash-based and are discretionary moneys restricted for purposes of supporting

research.

UFRF: University of Florida Research Foundation, a direct support organization that promotes,

encourages and provides assistance to the university’s research activities.

211 and 212 Fund Code R

Fund Code 211

• Returned Overhead

Your Unit’s Returned Overhead Fund (211)

Did you notice that the color changed from purple to pink? We’ll be using the color pink in this and other workshops to denote returned overhead and residual balances

R

Fund Code 211

• At the end of each year, some of the Indirect Costs are returned to the colleges, departments, and PIs

– When Indirect Costs are returned, they are associated with Fund Code 211 (Returned Overhead)

R

Fund Code 211

– Use of Returned Overhead is restricted by state statute and may be used only to support research, research-related activities, sponsored training programs, or extension

– Fund Code 211 is a cash-based fund

R

Residual Balances

• Residual Balances

Your Unit’s Residual Balance Fund (212)

Did you notice that the color changed from purple to pink?

R

Fund Code 212

• “Residual Funds,” on the other hand, are unused funds that were not needed to fully execute the requirements of the Sponsored Project

– Some unused funds may need to be returned to the sponsor

– Funds not returned to the sponsor are returned to the PI, his or her work unit, or the appropriate vice president

– This fund can also include Miscellaneous Donor and program income funds

R

Fund Code 212

• “Residual Funds” are associated with Fund Code 212, which is a cash-based fund

• Residual Funds are discretionary moneys restricted for purposes of supporting research

R

211 and 212 Funds Definitions

Returned Overhead: Fund 211. At the end of each year some of the Indirect Costs are returned to

the colleges, departments, and PIs. Use of Returned Overhead is restricted by state statute and may

be used only to support research, research-related activities, sponsored training programs, or

extension. this fund is a cash-based fund.

Residual Funds: Fund 212. Are unused funds that were not needed to fully execute the

requirements of the Sponsored Project. Some unused funds may need to be returned to the sponsor.

Then funds that are not used are returned to the PI, his/her work unit or the appropriate vice-

president. Fund 212 can also include Miscellaneous Donor funds as well as program income funds.

These funds are also cash-based and are discretionary moneys restricted for purposes of supporting

research.

Funding Sources at UF CU



Component Units (CUs)

These are Direct Support Organizations (e.g., UF

Foundation) or other affiliates (e.g., Faculty

Practice Plans), which get their funds from a

variety of sources. CUs exist to benefit UF but,

are separate not-for-profit corporations

CU

• Donations, revenue from licensing, clinic fees

• Component Units (CUs) For example:

– UFF—UF Foundation

– UFRF—UF Research Foundation

– Faculty Practice Plans

For example Fund Code 171

Component Units

Broad Principles

• In most cases, funds from Component Units have greater flexibility—for example:

– Alcohol can only be purchased from Component Unit funding sources

– Entertainment expenses, which must be reasonable, also are generally allowed only from Component Unit funding sources

CU

Component Units

• There are four basic criteria which determine the legitimate use of CU funds: – The use must be reasonable and benefit UF

– If applicable, the use must fall within the donor's intent for the gift

– The use must not jeopardize the CU’s tax-exempt status

– The use must comply with all applicable statutes and regulations

CU

Component Units

• It is important to judge all expenditures in light of the CU's responsibility to the public and its donors

– All disbursements and expenditures must have written documentation suitable for auditing purposes

• These funds are not transferred to UF

CU

Component Units

• In accordance with IRS regulations, gifts to employees generally must have a value of $25 or less to avoid being taxable income

– Cash and gift certificates are always considered taxable income and therefore may not be given

– Gifts for significant occasions (e.g., retirement) may be eligible for exception to these regulations; please contact the CU’s Accounting Department

CU

Transfer from CUs—Fund Code 171

• Fund Code 171 is used for all transfers from CUs except when the circumstances require a different Fund Code

• “Source of Funds” is a required ChartField for transfers from CUs

– For example, F000223 would be the “Source of Funds” code to indicate funds were from the Patrons of the Libraries Fund

CU

Transfer from CUs—Fund Code 171

• Fund Code 171 is used by the UFF as well as others—for example:

– Citrus Research & Education Foundation

– Faculty Practice Plans

– UF Law Center Association

– University Athletic Assn (UAA)

CU

FPP Funds—Fund Code 171

• Expenditures may be made, subject to appropriate approval, for items such as: – Enrichment of a dept.’s academic activities

– Provision of appropriate salary and certain fringe benefits to designated faculty of the respective College

– Food and beverages for meeting, entertaining, or recruitment purposes if supported by a statement of business purpose and list of attendees

– Coffee and water services for departments

CU


• Items that should not be paid from FPP funds include personal or other expenses not having a direct business purpose associated with the mission of the College and University

– Including gift certificates or monetary gifts for any purpose or any amount

• Permitted gifts must be nonmonetary, infrequent, and have a value of $75 or less

– Employee length-of-service awards, such as retirement gifts, may have a value of up to $400, subject to IRS requirements

CU


Also, not allowed: • Costs of holiday, retirement, or miscellaneous

parties which are frequent, or for which the value of the benefits to participants is unreasonable, lavish, or extravagant

• Tobacco products • Parking decals for personal automobiles • Consultant fees to any state employee • Petty cash funds unless approved by UF’s

Controller with approved controls, guidelines

CU


Also, not allowed:

• First class or business class air travel; air flight insurance – Although business class will be approved when

travel exceeds 9 hours

• Contributions to political organizations

• Personal fines and penalties resulting from violation of the law or local government ordinances

CU


• Visit the following web site for more details:

• http://www.fa.ufl.edu/uco/handbook/ handbook.asp?doc=1.4.13.4

• Some colleges may have additional restrictions or guidelines governing how FPP funds may be used

CU


Funding

source

Component

Units (CUs)

A variety of

outside

sources fund

CUs, which

can be Direct

Support

Organizations

(DSOs) or

other

affiliates

CU


Funding

source

CU support

UF and exist

to benefit UF,

but are

separate not-

for-profit

corporations

CU


Funding

source

CU

employees

are not

always UF

employees

CU


Funding

source

UF lingo

Component

Units (CUs)

Example #1

UF Foundation,

or UFF—funding

comes from

fundraising,

donations, and

other

investments

CU


Funding

source

UF lingo Designated

Fund Code

ChartField

Component

Units (CUs)

Example #1

UF Foundation,

or UFF—Its

funding comes

from fundraising,

donations, and

other

investments

Fund Code

171—Transfer

from

Component

Units

CU


Funding

source

UF lingo Designated

Fund Code

ChartField

Component

Units (CUs)

Example #2

UF Research

Foundation

(UFRF)

UFRF is a DSO

that receives

royalty

allocations

derived from

licenses for UF

discoveries as a

result of UF’s

research efforts

Fund Code

213—UFRF

Allocations

CU


Funding

source

UF lingo Designated

Fund Code

ChartField

Component

Units (CUs)

Example #2

UF Research

Foundation

(UFRF)

Grants from

private industry

and funds from

private

foundations also

are channeled

through UFRF

Fund Code

209—C&G

Other Restricted

(Private Grants)

CU


Funding

source

UF lingo

Component

Units (CUs)

Example #3

The Faculty

Practice Plans—

also known as

the Clinical

Practice Plans—

are affiliates

CU CU


Funding

source

UF lingo

Component

Units (CUs)

Example #3

This revenue

comes primarily

from patient fees

for services

provided by UF’s

clinics

CU


Funding

source

UF lingo Designated

Fund Code

ChartField

Component

Units (CUs)

Example #3

Faculty Practice

Plans

Fund Code

171—Transfer

from

Component

Units

CU

DSOs

• UF Foundation

• UF Research Foundation

• UF Athletic Association

• Gator Boosters

• UF Law Center Association

• FL Foundation Seed Producers

• FL 4-H Club Foundation

• SW FL Research and Education Foundation

• Citrus Research and Education Foundation

• FL Leadership and Education Foundation

• Treasure Coast Agricultural Research Foundation

• UF Alumni Association

• UF Investment Corporation

CU

Affiliates • FL Clinical Practice

Association

• UF Jacksonville Physicians

• Faculty Associates

• FL Health Professions Association

• Nursing Faculty Practice Association

• Pharmacy Faculty Practice Association

• Veterinary Medicine Faculty Association

• UF Jacksonville Healthcare

• UF Faculty Clinic/Jacksonville

• Shands Teaching Hospital and Clinics

• University Village Apartments

CU

Component Unit Definitions

Component Units (CU): Direct Support Organizations (e.g., UF Foundation) or other affiliates (e.g., Faculty Practice Plans), which get their funds from a variety of sources. CUs exist to benefit UF but are separate not-for-profit corporations. DSOs: Direct Support Organizations who exist to benefit the university but are separate non-for-profit corporations. FFP: Faculty Practice Plans are also known as the Clinical Practice Plans which are affiliates of the University. UFRF: University of Florida Research Foundation, a direct support organization that promotes, encourages and provides assistance to the university’s research activities. UFF: University of Florida Foundation, the fundraising arm of the university with the purpose to serve the private giving needs of the university by raising and managing private gifts, and directing those finds and assets according to each donor’s intention.

Funding Sources at UF AUX



Sale of goods and services to customers—

employees, departments, students, members of

community—by our Auxiliary units (like the J.

Wayne Reitz Union or Transportation and

Parking)

AUX

• Customers

• Auxiliary Revenue funds

Fund Codes 14x, 15x, 16x

Auxiliaries

Broad Principles

• Auxiliary funds are generally governed by the same guidelines as funds from state appropriations—however, not always

• May be expended for any goods and services necessary to fulfill the mission and programmatic needs for the auxiliary

AUX

Auxiliary funds

• Auxiliary operations must operate similar to a private entity operating a business

– Have discretion over determining appropriate programmatic needs (although some limitations still exist)

– As with all funding sources, documentation to support expenditures is required for audit purposes

AUX

Auxiliary funds

• The following goods and/or services may not be purchased with Auxiliary moneys: – Alcohol

• Except at “Fee-Collected Events” such as an art exhibition where patrons have to pay to get in and alcohol is being offered

– Entertainment for visiting dignitaries

– First class travel

– Flowers

AUX


Funding

source

UF lingo

Sale of goods

and services

to customers:

employees,

departments,

students,

members of

community

Auxiliaries are

UF entities that

are generally self

supporting and

charge for their

services

AUX


Funding

source

UF lingo Designated

Fund Code

ChartField

Sale of goods

and services

to customers:

employees,

departments,

students,

members of

community

Examples

include the

Physical Plant

Division and

Tele-

communications

For example:

Fund Code

149—Aux-

Other Funds

Fund Code

159—Aux- RCM

Overhead

Fund Code

151—Aux-

Working Capital

(Physical Plant)

AUX


Fund 149

• Animal Care Services

• Center for the Performing Arts

• WRUF Radio

• Health Net

• University Press

• O’Connell Center

• Business Services

Fund 159

• RCM Overhead

AUX

Other Funding Sources at UF



Student Activity and Service fees (A&S fees),

which are collected by University Financial

Services as a component of tuition

–Administered by the Division of Student

Affairs, these fees are allocated by the Student

Senate to meet the needs of student groups

–Fund Code 191—Student Govt Funds



Various sources to provide financial aid to UF

students. With financial aid, UF acts as the

custodian for funds until the moneys are disbursed

to the students or credited toward the students’

debts

There are a range of Fund Codes used to support

financial aid-related efforts

Financial Aid

How does financial aid “work”?

• As a first step, students typically complete the Free Application for Federal Student Aid (FAFSA)

• UF’s Office of Student Financial Affairs then uses information from the FAFSA to determine what type and amount of aid (federal, state, or university) the student is eligible to receive

Financial Aid

• Fund Codes 131, 251, 901—Scholarship Funds:

• These Fund Codes receive funding from: – UF departments, state of Florida, and federal

agencies

– Other outside agencies

– Private donations

– UF Foundation

– Interest earned from investments

Financial Aid

• Fund Code 301—Federal Loan Fund (Perkins Loans)

– Revolving fund receives funding from federal government and UF matching

• Fund Code 331—Regular Loan Fund

– Revolving fund receives funding from private donations and UF Foundation



Commissions from vending contracts for

beverages, food, and games

–Known as the President’s ―concession funds,‖

these funds are used for discretionary

purchases that support business purposes that

are generally not made with state or grant

funds

–Fund Code 192—Concession Funds



State, private, and university sources to be used

for capital projects—new construction and major

renovations of buildings

Terms that you will hear include:

–State Approp—Non-operating

–Capital Improvement Trust Fund (CITF)

–PECO—Public Education Capital Outlay

–Fund Codes 5XX

Capital Projects

• Major capital projects are managed by UF’s Facilities and Planning Office

• Minor projects are managed by the Physical Plant Division and IFAS Facilities

• The Construction Accounting Department serves as the chief budgetary and fiscal office for all construction projects undertaken by UF

CP

Other Miscellaneous—Fund Code 179

• Fund Code 179—Other Miscellaneous

– This cash-based fund does not have a standard funding source

– It is primarily used for non-research miscellaneous revenues

– Typically, use of these moneys should follow the same guidelines as State Appropriations

– For donated money, any donor-specific restrictions if more restrictive would govern its use

IFAS Incidental Funds–181 and 182

• Used for revenues made from the sale of certain goods and services

• If the money is research-related, Fund Code 181 should be used; if it is extension-related, Fund Code 182 should be used – Dept. of Soil & Water Sciences, for ex., does soil

testing for the public and charges a small fee for this service

• IFAS only—although not all IFAS departments have these types of funds

• Cash-based

HSC Trust Funds–185 and 186

• Used for revenues made from the sale of certain goods and services

• Fund Code 185 is used by all six colleges in the HSC

• Fund Code 186 is for the Vet Med Teaching Hospital’s use

• HSC only

• Cash-based

• Auxiliary spending rules apply

IFAS Federal Funds

• In addition to State Appropriations and Sponsored Projects funds, IFAS also receives federal funds because we are a land-grant institution (research, extension)

• These moneys are allocated at the discretion of the appropriate IFAS dean, using these Fund Codes – Fund Code 221—IFAS Exp. Station

– Fund Code 222—IFAS Ext. Services

IFAS Federal Funds

• The use of these federal funds are determined by federal guidelines

• Please contact the office of the Dean for Research

– With questions regarding Fund Code 221

• And the office of the Dean for Extension

– With questions regarding Fund Code 222

Documents

Fund Code Guidelines - University of Floridahr.ufl.edu/gbas/COM0915.pdf · Fund Code Guidelines Table ... –State of Florida ... These budget allocations tend to be made in lump-sum