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Departmental Sales and Services


    Policy Statement
    Pursuant to the policies of the University System of Georgia, The University of Georgia shall prepare an operating budget for educational and general activities and an operating budget for auxiliary enterprises for the institution for each fiscal year within the limit of funds allocated plus estimated internal income of the institution.
    Reason for policy
    The University of Georgia budget is designed as a comprehensive fiscal plan for implementing its mission as a land-grant and sea-grant University with statewide commitments and responsibilities, as the State's oldest, most comprehensive, and most diversified institution of higher education. Our motto, "to teach, to serve, and to inquire into the nature of things," reflects the University's integral and unique role in the conservation and enhancement of the State's and Nation's intellectual, cultural, and environmental heritage.  The implied values of the budget as a comprehensive fiscal plan for the institution include accountability, efficiency and efficacy.
    Procedures

    Department Sales and Service:  Some units within the University are authorized to provide services or products to customers.  These services or products are normally provided as an adjunct to instruction or research activities through auxiliary enterprises, sales and services of educational activities and service centers within departments.  Revenue resulting from department sales and services is budgeted using budget amendments.

    Carry Forward of Department Sales and Service:  To qualify for carry forward, a departmental sales account must earn at least 50% of its revenue from external sources (sources outside The University). The carry forward request pertains to only those actual excess revenues earned in the current fiscal year. Actual excess revenue is earned income actually realized less actual incurred expenses. Revenue is considered earned when the goods and/or services have been provided to the customer.  Policies and procedures for requesting carry forward of department sales and services is available through the Controller’s office. Carry forward requests must be received by the deadline published in the Controller’s year end letter. Subsequent budget amendments must be completed to facilitate carry forward transactions.

    Departmental Sales and Service Accounts Request to Defer Unearned Revenue:  At the end of the fiscal year, departmental sales and service (DSS) accounts which have unearned actual revenue from external sources (sources outside The University) can request to defer those revenues to the next fiscal year. The deferred request applies to actual revenue and not budgeted revenues or budget balances.  Unearned revenue exists when revenue has been collected in advance for a product or service but the product has not been delivered or the service has not been provided. For conference and workshop accounts, unearned revenue can exist when registration fees are collected in the current fiscal year but the conference/workshop is not being held until the next fiscal year. Or, registration fees have been collected but the conference/workshop is held so close to the end of the current fiscal year that not all invoices for conference expenses have been received by year end close out.  Policies and procedures for requesting deferment of unearned DSS revenue is available through the Controller’s office.

    Forms/Instructions
    There are no forms associated with this policy.
    Additional contacts

    Policy Contact:  Budget Office

    Phone Number: 706-542-2802

    Email:  budgets@uga.edu

    Policy definitions
    There are no definitions associated with this policy.
    Responsibilities

    Responsible University Senior Administrator:  Vice President for Finance & Administration

    Responsible University Administrator:  Associate Vice President for University Business and Accounting Services

    Policy Owner: Budget Division

    Policy Contact:  Budget Office

    Phone Number: 706-542-2802

    Email:  budgets@uga.edu

    Record Retention

    Description:  This series includes: operating budget expense by categories and functions report; estimated gifts, grants, contracts and clearing account summary report; student fee income and application of funds report; statewide public service source and application of funds; other reports specified by the Chancellor's Office; and institutional budget preparation instructions.

    Retention:  Annual operating budget: PERMANENT; All other records: 7 years.

    Policy Appendices
    There are no appendices associated with this policy.
    FAQs
    There are no FAQs associated with this policy.

    See the University System of Georgia Board of Regents Business Procedures Manual for Original Budget:

    http://www.usg.edu/business_procedures_manual/section8/manual/8.5_original_budget

    See the University System of Georgia Board of Regents Policy Manual for additional details about operating budget policies and budget amendment policies:

    BOR Policy Manual

    See the University System of Georgia Board of Regents Business Procedures Manual for additional details about operating budget processes and budget amendment processes:

    http://www.usg.edu/business_procedures_manual/

    See the University System of Georgia Board of Regents Records Management and Archives for additional details about records retention:

    http://www.usg.edu/records_management/