Policies & Procedures


 

Section: ACT
Part: APP
Statement No.: 1.1
Date: 07/01/08
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Revenue Object Code Description

 

0100 Tuition and Fees Revenues (Tuition and Fees Rev) This major source of revenue includes degree credit tuition charged to students enrolled in courses or academic programs during regular terms, summer sessions or through off-campus extension and fees charged to enrolled students as authorized, established, and/or set by the Board of Governors of The University of North Carolina. Also, it includes, in contra revenue accounts, waivers or remissions of tuition. Entries to 0100 accounts are measured by the accrual method, rather than the cash method, of accounting. The write-off of uncollectible amounts of tuition and fees should be charged to major object of expenditure 8700 Receivables Written-Off and not to this major source of revenue or any of its constituent accounts. The recovery of previously written-off amounts of tuition and fees should be credited to minor source of revenue 0710 Bad Receivables Collected and not to this account or any of its constituent accounts. For cash basis reporting, regular term degree credit tuition and tuition waivers are compatible only with activity 990 -Multi-activity-, summer term tuition and tuition waivers are compatible only with purpose 102 Summer Term Instruction and extension tuition is compatible only with purpose 103 Extension Instruction. (For accrual basis reporting, student waivers should be reflected in purpose 230 – Student Financial Aid. Faculty and staff waivers should be reflected in the functional area where the employees worked.) Other constituents of this account (i.e., objects 0130 through 0190) are compatible only with the activity or purpose which provides the service or performs the function related to the revenue.

 

0200       Governmental, Private, and Endowment Revenues (Gov, Pri & Endow Rev) This major source of revenue includes financial resources provided by branches, departments, agencies, offices, and other entities of state, federal, and local governments, from individuals and non-governmental organizations, and from endowment and similar funds.

 

0210       State Appropriations: This minor source of revenue includes financial resources provided through legislative actions of the North Carolina General Assembly. It excludes revenues provided by state government contracts and grants.

0220       State Contracts and Grants (State Contr & Grant): This minor source of revenue includes financial resources provided by departments, agencies, and other entities of state governments as direct and indirect costs of contracts and grants.

0221       State Contracts and Grants, Direct Costs, Restricted (Restr State C & G): This subsidiary source of revenue includes financial resources provided by departments, agencies, and other entities of state governments as direct costs incurred for contracts and grants. Institutional uses of resources are restricted by awarding entities to specific projects, programs, or services.

0222       State Contracts and Grants, Overhead Receipts, Unrestricted (Unrestr State OH Rec): This subsidiary source of revenue includes financial resources provided by departments, agencies, and other entities of state governments as reimbursements of institutional indirect costs allocated to contracts and grants. Institutional uses of resources are not restricted by awarding entities. These resources are usually identified as overhead receipts.

0230       Federal Appropriations (Fed Appropriation): This minor source of revenue includes financial resources provided directly and indirectly to the institution through legislative actions of the United States Congress. These resources may be received directly from a federal disbursing agency or indirectly through an intermediary agency. It includes monies provided to land-grant institutions for institutional programs. It excludes resources provided by federal government contracts and grants.

0240       Federal Contracts and Grants (Fed Contr & Grant): This minor source of revenue includes financial resources provided by departments, agencies, and other entities of the federal government as direct and indirect costs of contracts and grants.

0241       Federal Contracts and Grants, Direct Costs, Restricted (Restr Fed C & G): This subsidiary source of revenue includes financial resources provided by departments, agencies, and other entities of the federal government as direct costs incurred for contracts and grants. Institutional uses of resources are restricted by awarding entities to specific projects, programs, or services.

 

0242       Federal Contracts and Grants, Overhead Receipts, Unrestricted (Unrestr Fed OH Rec): This subsidiary source of revenue includes financial resources provided by departments, agencies and other entities of the federal government as reimbursements of institutional indirect costs allocated to contracts and grants. Institutional uses of resources are not restricted by awarding entities. These resources are usually identified as overhead receipts.

0243       Federal Contracts and Grants, Administrative Cost Allowances, Unrestricted (Unrestr Fed ACA): This subsidiary source of revenue includes financial resources provided by federal government contracts and grants and identified as allowances, repayments, or reimbursements of administrative costs associated with administering federal student financial aid programs, including programs identified with the Veterans Administration. Institutional uses of resources are not restricted by the awarding federal agency. This revenue is compatible only with activity 160 Student Services.

0250       Local Government Contracts and Grants (Local Govt Contr & G): This minor source of revenue includes financial resources provided by departments, agencies, and other entities of local governments as direct and indirect costs of contracts and grants.

0251       Local Government Contracts and Grants, Direct Costs, Restricted (Restr Local C & G): This subsidiary source of revenue includes financial resources provided by departments, agencies, and other entities of local governments as direct costs incurred for contracts and grants. Institutional uses of resources are restricted by awarding entities to specific projects, programs, or services.

0252       Local Government Contracts and Grants, Overhead Receipts, Unrestricted (Unrestr Local OH Rec): This subsidiary source of revenue includes financial resources provided by departments, agencies, and other entities of local governments as reimbursements of institutional indirect costs allocated to contracts and grants. Institutional uses of resources are not restricted by awarding entities. These resources are usually identified as overhead receipts.

0260       Private Gifts, Grants, and Contracts, Restricted (Restr Private Gift): This minor source of revenue includes financial resources provided by individuals, foundations, and other nongovernmental entities for restricted uses in specific projects, programs, or services indicated by awarding entities.

0270       Private Gifts, Grants, and Contracts, Unrestricted (Unrestr Private Gift): This minor source of revenue includes financial resources provided by individuals, foundations, and other nongovernmental entities for unspecified uses in primary and supportive activities of the institution.

0280       Private Gifts, Grants, and Contracts, Overhead Receipts, Unrestricted (Unrestr Priv OH Rec): This minor source of revenue includes financial resources provided by individuals, foundations, and other non-governmental entities as reimbursements of institutional indirect costs allocated to contracts and grants. Institutional uses of resources are not restricted by awarding entities. These resources are usually identified as overhead receipts.

0290       Endowment Income: This minor source of revenue includes financial resources provided for the institution’s current operations by endowment funds. The use of endowment funds must be in accordance with guidelines provided by the governing board of trustees of the endowment.

0291       Endowment Income, Restricted (Restr Endow Income): This subsidiary source of revenue includes financial resources provided for the institution’s current operations by endowment funds for specific uses indicated in endowment agreements as a precondition to acceptance of endowment corpus by the institution.

0292       Endowment Income, Unrestricted (Unrestr Endow Income): This subsidiary source of revenue includes financial resources provided for the institution’s current operations by endowment funds for unspecified uses in primary and supportive activities.

 

0300 Supporting Services Revenues (Support Service Rev) This major source of revenue includes financial resources generated by sales of merchandise and rendering of services not identified elsewhere. It is not associated with auxiliary enterprises, independent operations, and medical and veterinary services. (See major sources of revenue 0400 Sales and Services Revenues of Auxiliary Enterprises and Independent Operations and 0600 Medical and Veterinary Services Revenues.)

0310       Electronic Data Processing Service Revenues (EDP Service Revenues): This minor source of revenue includes financial resources received from users of electronic data processing services. Its use is compatible only with purpose 152 General Academic Support and activity 170 Institutional Support.

0320       Physical Plant Service Revenues (Physical Plant Rev): This minor source of revenue includes financial resources received from users of services provided by the physical plant division. Its use is compatible only with activity 180 Physical Plant Operations.

0330       Service and Repair Shop Revenues (Service Shop Rev): This minor source of revenue includes financial resources received from users of services provided by service and repair shops. Its use is compatible only with activity 180 Physical Plant Operations.

0340       Telephone Service Revenues (Telephone Serv Rev): This minor source of revenue includes financial resources received from users of central telephone services and the institutional telephone network/system. Its use is compatible only with activity 170 Institutional Support.

0350       Utility Service Revenues (Utility Serv Rev): This minor source of revenue includes financial resources received from users of the various non-telephone utility services. Its use is compatible only with activity 180 Physical Plant Operations.

0390       Other Supporting Services Revenues (Other Supporting Rev): This minor source of revenue includes financial resources received from sales of merchandise and rendering of services, excluding revenues identified by minor sources 0310 through 0350. It includes revenues from sales of departmental publications, interdepartmental sales, non-auxiliary motor pool fees, community services registration fees, copy machine fees, veterans’ reporting fees, installment payment fees, film and tape rental fees, and locker rental fees.

 

0400 Sales and Services Revenues of Auxiliary Enterprises and Independent Operations (Auxil & Ind Opt Rev) This major source of revenue includes financial resources from sales of merchandise and rendering of services by student auxiliaries (see activity 200 Student Auxiliaries and its constituent purposes), institutional auxiliaries (see activity 210 Institutional Auxiliaries and its constituent purposes), and independent operations (see activity 220 Independent Operations and its constituent purposes). Its use is compatible only with those operations. It excludes revenues which meet definitions of other revenue accounts and are indicated as compatible with auxiliary operations. Such revenue accounts include 0150 Athletic Fees, 0160 Health Service Fees, 0170 Activity Fees, 0180 Indebtedness Fees, 0710 Bad Receivables Collected, and 0720 Investment Income.

 

0500 through 0599 Non-uniform Usage This major source of revenue is reserved for use as authorized by The University of  North Carolina General administration and is not currently assigned a uniform title and definition in the Chart of Accounts. These accounts, including the minor and subsidiary sources, are available for non-uniform usage by individual institutions of The University. This major source of revenue and its account components should not appear on external financial reports and statements.

 

0600 Medical and Veterinary Services Revenues (Med & Vet Serv Rev) This major source of revenue includes financial resources received at East Carolina University and The University of North Carolina at Chapel Hill from medical services and at North Carolina State University at Raleigh from veterinary medicine services. This account, including coding 0601 through 0699, is not available for use at other institutions of The University.

 

0700 Other Revenues This major source of revenue includes financial resources received by the institution and not identified elsewhere in the Chart of Accounts.

0710       Bad Receivables Collected (Bad Rec Collected): This minor source of revenue includes financial resources received from the collection or recovery of accounts and notes receivable subsequent to write-off as uncollectible. It includes gross recoveries without any reduction for collection expenses; collection expenses are charged to 1990 Other Contracted Services. In an academic budget this minor source of revenue is compatible only with activity 170 Institutional Support. In auxiliaries and independent operations this account is compatible only with purposes associated with related write-offs.

0711       Recovery of Loans Defaulted by Borrowers

0712       Reimbursement to Department of Education

0713       Recovery of Loans Defaulted from Department of Education

0714       Recoveries from Borrowers from IRS

0716       Reimbursement to IRS

0717       Recoveries Borrower Refunds from IRS

0718       Rehab Consolidation Refunds

0720       Investment Income: This minor source of revenue includes earnings of interest, dividends, rents, royalties, and so forth, and the realization of capital gains and incurrence of capital losses on investments sold.

0721       Unrealized Gain on the Sale of Investments

                0729       Security Lending Income

0730       Rental and Lease Income (Rent & Lease Income): This minor source of revenue includes rental and lease income and excludes such earnings realized in major source 0400 Sales and Services Revenues of Auxiliary Enterprises and Independent Operations, in minor source 0390 Other Supporting Services Revenues, and in minor source 0720 Investment Income.

0740       Surplus Property Sales (Surplus Prop Sale): This minor source of revenue includes financial resources received from sales of disposed surplus properties.

0750       Forfeited Tuition Deposits (Forfeited Tui Dep): This minor source of revenue includes financial resources received from forfeitures of students’ tuition deposits. Its use is compatible only with activity 230 Student Financial Aid.

0790       Miscellaneous Income: This minor source of revenue includes financial resources received from sources not identified elsewhere. It includes fines and penalties imposed by the institution (e.g., library fines, returned check fines, late payment fines, motor vehicle fines, parking fines, and breakage fines), merchants’ discounts on sales and use tax remittances, and proceeds from insurance settlements.

                0791       Service Income

                0792       Department of Education Collection Retainer

                0793       Interest Charged by Used

                0794       Rehabilitation Loan Return

                0795       Collection Fee Recovery

                0796       Legal Fee Recovery

                0797       Direct Loan Cost Recovery

                0798       Attorney Fee Recovery

 

0800 Transfers-In This major source of revenue includes transmissions-in of financial resources concurrently recognized as transmissions-out in major objects of expenditure 8100, 8200, and 8400. It includes both intra-institutional and inter-institutional transfers-in.

0810       Transfers of Overhead Receipts for General Institutional Support (Tfr OH Rec Gen Supt): This minor source of revenue is used only with transmissions-in of indirect cost reimbursements (overhead receipts) to an academic budget, purpose 180 Physical Plant Operations, from an overhead receipts budget for general institutional support. Normally the rate of transfer is legislatively prescribed, and applicable to gross overhead receipts earned from sources outside the institution on contracts and grants. This account is used only with intra-institutional transactions. Also, these transfers are identified concurrently as transfers-out in activity 990 Multi-activity and minor object of expenditure 8110 Overhead Transfers-General Institutional Support.

 

0820       Transfers of Overhead Receipts for Continuing Obligations (Tfr OH Rec Contg Obl): This minor source of revenue is used only with transmissions-in of indirect cost reimbursements (overhead receipts) to an academic budget from an overhead receipts budget for continuing obligations of the institution. This account is used only with intra-institutional transactions. Such transfers are identified concurrently as transfers-out in activity 990 Multi-activity and minor object of expenditure 8120 Overhead Transfers-Continuing Obligations.

0830       Transfers of Overhead Receipts for Nonrecurring Obligations (Tfr OH Rec Nonrec Ob): This minor source of revenue is used only with transmissions-in of indirect cost reimbursements (overhead receipts) to an institution’s budget from the same institution’s overhead receipts budget for nonrecurring obligations. This account is used only with Intra-institutional transactions. These transfers are identified concurrently as transfers-out in activity 990 Multi-activity and minor object of expenditure 8130 Overhead Transfers-Nonrecurring Obligations.

0840       Other Intra-transfers: This minor source of revenue is used with transmissions-in of financial resources for purposes not identified in minor sources of revenue 0810 through 0830. This minor source is not used with transfers of overhead receipts and includes only Intra-institutional transactions. These transfers are identified concurrently as transfers-out in minor objects of expenditure 8401 through 8499 or in minor object of expenditure 8150 Work-Study Transfers. Also, this account is used with  institutional receipts (excluding state appropriations) approved for carry-forward in operating budgets.

0850       Transfers of Overhead Receipts for General Administration (Tfr OH Rec Gen Admin): This minor source of revenue is used only with transmissions-in of indirect cost reimbursements (overhead receipts) to the overhead receipts budget, activity 990 Multi-activity, of The University of North Carolina General administration from other University of North Carolina institutions’ overhead receipts budgets. The current rate of this inter-institutional transfer is five percent of gross overhead receipts earned by transfer or institutions. These transfers are identified concurrently as transfers-out in the disbursing institution’s overhead receipts budget, activity 990 Multi-activity, minor object of expenditure 8210 Overhead Transfers to General Administration.  These transfers to UNC General Administration were eliminated effective 7/1/99.

0860       Nonrecurring Inter-institutional Transfers of Overhead Receipts (Tfr OH Nonrec Inter): This minor source of revenue is used only with transmissions-in of indirect cost reimbursements (overhead receipts) to a University institution’s budget for nonrecurring obligations from another University institution’s overhead receipts budget. It is used only with Inter-institutional transactions. These transfers are identified concurrently as transfers-out in the disbursing institution’s overhead receipts budget under activity 990 Multi-activity and minor object of expenditure 8220 Nonrecurring Inter-institutional Transfers.

0870       Continuing Inter-institutional Transfers of Overhead Receipts (Tfr OH Contg Inter): This minor source of revenue is used only with transmissions-in of indirect cost reimbursements (overhead receipts) to an academic budget of a University of North Carolina institution from the overhead receipts budget of another University of North Carolina institution for continuing obligations of the receiving institution. It is used only with Inter-institutional transactions. These transfers are identified as transfers-out in the disbursing institution’s overhead receipts budget under activity 990 Multi-activity and minor object of expenditure 8230 Continuing Inter-institutional Transfers.

0890       Other Inter-transfers: This minor source of revenue is used with transmissions-in of financial resources transferred to one institution from another institution for purposes not identified in minor sources of revenue 0850 through 0870. This minor source is not used with the transfers of overhead receipts and includes only Inter-institutional transactions. These transfers are identified concurrently as transfers-out in the disbursing institution’s minor object of expenditure 8290 Other Inter-transfers.

 

0900 Non-revenues This major source of revenue includes receipts of financial resources which technically are not revenues but require classification in order to ensure accountability of all assets and receipts.

0910       Salary Reimbursements (Salary Reimbursement): This minor source of revenue includes receipts of salary reimbursements from other state agencies for employees’ services rendered to other state agencies. It is used only with reimbursements subject to the State policy on dual employment, and represents a recovery of expenditures for salaries, wages, and staff benefits for employees and teachers on loan.

0920       Retained Appropriations (Retain Appropriation): This minor source of revenue accommodates the institution’s retention of unexpended prior year’s state appropriations. These carry-forwards are identified as expenditures

(expenditure object 8190) in the prior year. In addition, these transfers should be reclassified as Cash Carried Forward during the current year’s 13th month accrual cycle.

0921       Ret Approp-Budget Flexibility (Ret Appr-Bud Flex): This subsidiary object is used only with the carry-forward of prior year’s appropriations by institutions designated as Special Responsibility Constituent Institutions by the UNC Board of Governors. This transfer is authorized by the UNC Fiscal Accountability/Flexibility legislation (Chapter 689, House Bill 83 enacted by the 1991 General Assembly). This revenue object is compatible with Purpose 252 only. Refer to Chart of Accounts Memorandum #45 for additional information.

0922       Ret Approp-Defer Obligations (Ret Appr-Def Oblig): This subsidiary object is used only with the carry-forward of prior year’s appropriations for deferred obligations as authorized by the Office of State Budget and Management.

0930       Imprest Cash Redeposit (Imprest Cash Redep): This minor source of revenue includes deposits of imprest or petty cash at the end of a fiscal year to the credit of the Treasurer of the State of North Carolina. This redeposit is usually followed by a disbursement drawn on the cash account with the State Treasurer at the beginning of the subsequent fiscal year to reestablish the imprest or petty cash fund.

0940       Change in Receivables (Receivable Change): This minor source of revenue includes the amount of change in outstanding accounts receivable during the fiscal reporting period. This classification is used in financial reports when the institution converts the amount of revenues earned on the accrual basis of accounting to the amount of receipts on the cash basis.

0950       Change in Fund Balance (Fund Balance Change): This minor source of revenue includes the amount of change in fund balance during the fiscal reporting period. This classification is used in state budgets which report fund balances and changes therein.

0960       Nonexpendable Refunds (Nonexpendable Refund): This minor source of revenue includes refunds of expenditures which remain unbudgeted, unspent, and revert to the General Fund of the State of North Carolina at the end of the fiscal year.

0990       Other Non-revenues: This minor source of revenue includes non-revenue inflows of financial resources not identified by minor sources of revenue 0910 through 0960.

                0995       Beginning Fund Balance

                0996       Contra Beginning Fund Balance