Accounting At Indiana University Kathleen T. McNeely Associate Vice President Financial Management Services

Summary of Today’s Topics Fund Accounting –Definitions –Value Added –Allowable Activity by Fund Function Codes

What is Fund Accounting? Fund accounting is the procedure by which resources for various purposes are classified by accounting and reporting purposes in accordance with activities or objectives as specified by donors, in accordance with regulations, restrictions, or limitations imposed by sources outside the institution, or in accordance with directions issued by the governing board. AICPA Audits of Colleges and Universities Industry Audit Guide

Audit Guide Fund Groups Unrestricted Current Funds Restricted Current Funds Loan Funds Endowment and Similar Funds Plant Funds Other Funds

Indiana University Fund Groups

Unrestricted Current Funds

Include those economic resources of the institution which are expendable for any purpose in performing the primary objectives of the institution, i.e. instruction, research, and public service and which have been designated by the governing board for other purposes.

Unrestricted Current Funds General Fund Designated Funds Auxiliary Funds Service Funds

General and Designated General Funds are the primary unrestricted funds of the university. All are budgeted annually. Main sources of funds are student fees and state appropriations with matching expenditures. Designated Funds are institutional unrestricted funds that have been designated for a specific activity/project. Most are not budgeted and have a multi-year life.

What is an Auxiliary? An enterprise that furnishes goods or services to students, faculty, or staff and charged a fee directly related to, although not necessarily equal to, the cost of the goods or services. Basically, an entity managed as a self-supporting activity.

What is a Service Fund? An enterprise that furnishes goods or services to other internal university departments and charges a fee directly related to, and equal to, the cost of the goods or services. Basically, an entity managed as a self- supporting activity that is not allowed to make a profit.

Unrestricted Current Funds General Funds (03-19) Designated Funds –Continuing Education (20) –Public Service (21) –Internal Research (22) –Other - the Mighty Catch-all (23) –Unrestricted Scholarships (24) Auxiliary Enterprise Funds –Auxiliary (60) –Service ( )

Grid Work General Designated Auxiliary Enterprises

Unrestricted Current Funds – Additions State Appropriations Student Fees Sales and Services –Academic, Auxiliary & Service Recovery of Indirect Cost Interest (Gains are questionable ) Gifts Rent, Dividends & Royalties Endowment Income – if unrestricted Other Sources Transfers In

Unrestricted Current Funds – Deductions Matching Expenditures –Salaries, Wages & Benefits –Supplies & Expense –Travel –Capital Expenditures –Note Payments (lease purchases) –Interest Expense (lease purchases) –Transfers Out

Unrestricted Current Funds – Assets Cash Investments Accounts Receivable Inventories Prepaid Expenses Due from Other Funds Notes Receivable

Unrestricted Current Funds – Liabilities Accounts Payable Salaries Payable Accrued Vacation Liability Deferred Revenue Due to Other Funds Notes Payable

Restricted Current Funds

Those funds expendable for operating purposes but restricted by donors or other outside agencies as to the specific purpose for which they may be expended.

Restricted Current Funds Other Restricted –Fellowships (25) –Scholarships (26) –Special State Appropriations (27) –Matching Endowments (28) –Other Restricted (29) Contract and Grants (40-57) –By agency type, I.e. federal, state, foundations, etc. –Cost Share

Grid Work Contracts & Grants Other Restricted

Restricted Current Funds - Additions Sales & Services (Program Income) Interest & Gains Gifts Grants & Contracts Endowment Income Other Income (program income) Transfers In

Restricted Current Funds – Deductions Matching Expenditures –Salaries, Wages & Benefits –Supplies & Expense –Travel –Indirect Cost Recovery –Capital Expenditures –Note Payments (lease purchases) –Interest Expense (lease purchases) –Transfers Out

Restricted Current Funds – Assets Cash Investments Accounts Receivable Inventories Prepaid Expenses Due from Other Funds Notes Receivable

Restricted Current Funds – Liabilities Accounts Payable Salaries Payable Deferred Revenue Due to Other Funds Notes Payable

Loan Funds

The loan funds (70) group consists of loans to students, faculty, or staff, and of resources available for such purposes.

Loan Funds Gift Agreements specify revolving Many are temporary and require repayment of principal & interest Some specify forgiveness of repayment under certain conditions Specific restrictions can exist –Geographic –Financial status

Grid Work Loans

Loan Funds – Additions Interest Gifts Endowment Income Other Sources –Government advances Transfers In

Loan Funds – Deductions Student Loan Expenditures –Collection fees –Write-offs of loans –Administrative collection costs –Refunds to grantors Transfers Out

Loan Funds - Assets Cash Investments – temporary Due from other Funds Notes Receivable –Face value –Allowance for doubtful loans

Loan Funds - Liabilities Accounts Payable –amounts due collection agencies for fees –Refundable loan amounts Due to other Funds

Endowment and Similar Funds

Endowment Funds (80) Term Endowment Funds (82) Quasi-endowment Funds (81) Annuity and Life Income Funds (83-85)

Endowment Funds Endowment funds are funds with respect to which donors or other outside agencies have stipulated, as a condition of the gift instrument, that the principal is to be maintained inviolate and in perpetuity and invested for the purpose of producing present and future income which may either be expended or added to principal.

Term Endowment Funds Term endowment funds are similar to endowment funds except that, upon the passage of a stated prior of time or the happening of a particular event, all or a part of the principal may be expended.

Quasi-endowment Funds Sometimes called funds functioning as endowments, quasi-endowments are funds which the governing board of an institution, rather than a donor or other outside agency, has determined are to be retained and invested. Because they are internally designated, the governing board has the right to decide at any time to expend the principal.

Annuity and Life Income Funds Funds contributed to an institution subject to the requirement that the institution periodically pay the income earned on the assets to designated beneficiaries.

Grid Work Endowments and Similar Funds

Endowments and Similar Funds – Additions Interest & Gains –Losses Gifts Other Income –Income from Asset – Farm Activity, Rental, etc. Transfers In

Endowments and Similar Funds – Deductions Supplies & Expense –Payouts on life income funds Transfers Out

Endowments and Similar Funds – Assets Cash Investments

Endowments and Similar Funds - Liabilities NONE The mission of these funds is to make money, not spend it. Therefore, there tends to be no liabilities since there are no deductions.

Endowments and Similar Funds Institutional spending policy Endowment Income booked directly to operating account –This is IU specific Industry calls for –Prudence –Rational and systematic formula

Plant Funds

Construction (90) Retirement of Indebtedness (91) Renewal and Replacement (92) Investment in Plant (95)

Plant Fund Definitions Construction –Funds for acquisition of physical plant –Sometimes called Unexpended Plant Retirement of Indebtedness –Indebtedness incurred for plant expansion

Plant Fund Definitions - continued Renewal & Replacement –Funds set aside for replacement of renewable property Desktop computer replacement Investment in Plant –Location of all assets that have been capitalized and related to debt

Grid Work Construction Retirement of Indebtedness Renewal & Replacement Investment in Plant

Construction - Additions Additions –State Appropriations –Interest & Gains Losses –Gifts –Grants – federal and state –Bond Revenue –Transfers In

Construction - Deductions –Supplies & Expenditures Expendable equipment –Capital Expenditures Predominantly building capitalization –Transfers Out

Construction – Assets Cash Investments Accounts Receivable Prepaid Expense Due from other Funds

Construction – Liabilities Accounts Payable Due to other Funds Notes Payable Bonds Payable

Retirement of Indebtedness – Additions Interest and gains –Losses Gifts Grants Transfers In –Mandatory –Voluntary

Retirement of Indebtedness - Deductions Supplies & Expense –Trustee’s fees and expenses Note Payments Bond Payments Interest Payments

Retirement of Indebtedness - Assets –Cash –Investments –Funds on deposit –Accounts Receivable –Due from other funds –Notes receivable

Retirement of Indebtedness - Liabilities NONE Retirement of Indebtedness usually does not have any liabilities. Predominantly this is true because there are no operating expenditures involved in the fund group, nor any long term debt.

Renewal and Replacement Funds – Additions Interest and gains –Losses Gifts Grants Transfers In –Mandatory –Voluntary

Renewal and Replacement Funds - Deductions Supplies and Expense –Expendable Equipment –Maintenance of R&R Items Capital Expenditures Transfers Out – very seldom

Renewal and Replacement Funds - Assets Cash Investments Funds on Deposit Accounts Receivable Due from other Funds

Renewal and Replacement Funds – Liabilities Accounts Payable Due to other Funds

Investment in Plant – Additions NONE You will never see a revenue in Investment in Plant. There is never cash activity

Investment in Plant – Deductions NONE You will never see an expenditure in Investment in Plant.

Investment in Plant - Assets Capital Assets –Land –Buildings –Moveable Equipment –Cataloged Library Acquisitions –Improvements to Land Accumulated Depreciation

Investment in Plant – Liabilities Notes Payable Bonds Payable Only debt that matches the capital assets

Other Funds

Clearing External Agency Internal Agency

Clearing Accounts An Indiana University Concept Interim accounts that should close out to –0- at the end of each accounting period All activity is ok as long as it is closed out Used and abused

Agency Funds Funds held by an institution as custodian or fiscal agent for others such as student organizations, individual students, or faculty members.

Internal Agency Funds Temporary Holding Accounts Examples: –FICA –Federal Taxes –State Taxes Reported as Unrestricted at June 30

External Agency Funds Relationship with University mission RC agreement to sponsor Contract required –With employees –Without employees Reimbursement to university Never reported as university resources

Questions

Higher Education Function Codes

What are function codes needed for ? IPEDS Facilities and Administrative Rate Internal management of how dollars are spent Some states require reporting by function Institutions can report expenses in the operating statement by function instead of natural classification

Educational and General Function Codes Instruction Research Public Service Academic Support Student Services Institutional Support Operation and Maintenance of Plant Scholarships and Fellowships

EDUCATIONAL AND GENERAL INSTRUCTION General Academic Vocational/Technical Continuing Education Remedial

EDUCATIONAL AND GENERAL RESEARCH Individual Project Institutes and research centers NOT equivalent to sponsored research

EDUCATIONAL AND GENERAL PUBLIC SERVICES Community service Cooperative extension services Public broadcasting services –not primarily instructional

EDUCATIONAL AND GENERAL ACADEMIC SUPPORT Libraries Museums and galleries Educational media Academic computing

EDUCATIONAL AND GENERAL ACADEMIC SUPPORT Cont’d Ancillary support Academic administration Academic personnel development Course and curriculum development

EDUCATIONAL AND GENERAL STUDENT SERVICES Student services administration Financial aid administration Student records Admissions

EDUCATIONAL AND GENERAL STUDENT SERVICES, con’t Counseling and career guidance Social and cultural development Student health services

EDUCATIONAL AND GENERAL INSTITUTIONAL SUPPORT Executive management Fiscal and business operations General administration and logistical services Administrative computing Public relations/development

EDUCATIONAL AND GENERAL OPERATION AND MAINTENANCE OF PLANT Physical plant administration (and planning) Building maintenance Custodial services Utilities Cont’d

EDUCATIONAL AND GENERAL OPERATION AND MAINTENANCE OF PLANT Landscape and grounds maintenance Major repairs and renovations Note: Not an expenditure category for private, must allocate out to all other functions.

EDUCATIONAL AND GENERAL SCHOLARSHIPS AND FELLOWSHIPS Grants Trainee stipends Prizes and awards Tuition and fee waivers NO exchange of services, used as designated by donor

Questions on Function Codes?