Category 'Finance and Business'
Policy TitleBrief Policy Statement
Accounting Periods The accounting year in the University System of Georgia will be the period beginning with July 1st and ending with June 30th. Accounting records shall be closed at the end of every calendar month, no later than five (5) days after the end of the month. The closing of the account year shall be accomplished by the date established by the Vice Chancellor for Fiscal Affairs each year.
Acquiring Goods and Services Abroad In situations where payment for goods and services abroad must be rendered at the time they are acquired, institutions may utilize several methods to make payments while abroad, including the P-Card.
Agency Funds (22-00-18.1) Departments, organizational units, individuals, or groups may request the establishment of an Agency Fund account (money held by the University acting as custodian or fiscal agent).
Audits To comply with state and federal auditing procedures, an internal auditor is authorized to have full, free, and unrestricted access to all property, personnel, and records.
Capitalization of Project Expenditures (22-00-15.1) The University shall follow generally accepted accounting principles regarding capitalization of projects at the University. 
Conference Registration Fees (23-20-16.1) Registration fees for participation in workshops, seminars or conferences which an employee is authorized to attend may be paid for by the University.
Contract Authorization Except for the contracts which are reserved to the Board or Chancellor by Board of Regents policy manual, all contracts necessary for the daily operation of the institution and all contracts for goods and services not regulated by the Georgia Department of Administrative Services can be executed by the head of each institution or his or her designee. This limited delegation of contracting authority to the executive head of each institution (or his or her designee) is in addition to all other delegations contained in the Board of Regents policy manual.
Departmental Charge Card Purchases (22-00-17.1) Georgia State University allows the purchase of miscellaneous items such as paper, folders, binders, etc., from such organizations as the University bookstore through the use of a departmental charge card (Green Card). 
Departmental Deposits and Cash Receipting Duties of employees should be appropriately separated between the receiving of University receipts and the record keeping and preparation of deposits with the University Cashier. Any department or organization at Georgia State University receiving cash, checks, or certified funds is required to promptly deposit them with the University Cashier no later than 5 business days after receipt.
Disposal of University Equipment (3-00-12.1) The Georgia State University (GSU) Surplus Operations Section is responsible for the redistribution and disposition of university surplus property in accordance with laws and guidelines established by Georgia Department of Administrative Services, Surplus Property Section.
Electrical Equipment Purchase (1-00-20.22) The prior approval of Facilities must be obtained before the purchase of Electrical Equipment
Employee Authorization for Travel Each employee required to travel in the performance of official duties and entitled to reimbursement for expenses incurred shall have prior authorization from the department head or other designated official for the performance of travel.
Employee Group Meals Under certain infrequent circumstances, employees may be required to remain at the work site during mealtime. In such circumstances, the institution may purchase meals for the affected employees using state funds.
Encumbrances (23-20-13.1) Purchases made on Purchase Requests, State Purchase Orders, as well as other purchases, leases, and rentals of materials or supplies made on Field Purchase Orders will be encumbered against the accounts of the budgetary units requisitioning the materials, goods, or services.
Endowment Funds--Investment Management (21-00-10.3) The Endowment investments will be managed by the University.  The University may contract with investment managers to maximize earnings and to benefit from pooled investment opportunities.  Georgia State University may utilize the pooled investment funds, that may be contracted by the Board from time to time, available to institutions in the University System of Georgia for investment of endowment funds.
Endowment Funds--Investment Objectives 21-00-10.2) The goal of the endowment investment program is to provide a real total return from assets invested that will preserve the purchasing power of the endowment assets, while  generating an income stream to support the activities of the University
Endowment Funds--Investment Term (21-00-10.4) Endowment funds are a permanent investment and therefore can tolerate more volatile investments than operating funds.
Endowment Funds--Investment Type, Asset Allocation and Diversification (21-00-10.5) Endowment funds may be invested in cash and cash equivalents, U.S. Government and Agency securities, certificates of deposit, banker's acceptances, corporate bonds, commercial paper, common stocks, and pooled investment funds.
Endowment Funds--Spending (21-00-10.6) The Endowment investments will be managed by the University.  The University may contract with investment managers to maximize earnings and to benefit from pooled investment opportunities. 
Film/Video Rental (1-00-20.23) Film and Video Rental may be handled by the Department if $4,999.99 or less. If the rental involves the signature of a rental or lease agreement, Legal Affairs must review the agreement in advance.
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