UH System Policies and Procedures
- Board of Regents Policies
- Executive Policies
- + 1. General Provisions
- + 2. Administration
- + 3. Organization
- + 4. Planning
- + 5. Academic Affairs
- + 6. Tuition, Financial Assistance, and Fees
- + 7. Student Affairs
8. Business and Finance
- 025. Fiscal Responsibilities within the University
- 026. Appointment of Fiscal Administrators and Assistant Fiscal Administrators
- 200. Overview
- 215. Definitions
- 220. General Principles
- 225. Limitations in Purchasing
- 230. Contracting for Services
- 235. Competitive Sealed Bidding
- 240. Competitive Sealed Proposals
- 245. Professional Services Procurement
- 246. Professional Services Procurement for Architects, Engineers, Land Surveyors, and Landscape Architects
- 250. Small Purchases
- 255. Sole Source Procurement
- 260. Emergency Procurement
- 265. Specialized Purchasing
- 266. Purchasing Cards
- 270. Types of Contracts
- 275. Contract Formation and Administration
- 281. Construction and Professional Services in Support of Construction
- 285. Cost or Price Reasonableness
- 290. Requirements of Federally Funded Purchases
- 295. Small Business and Small Disadvantaged Business Programs
- 300. Interests in Real Property
- 305. Use of Non-University Space and Facilities
- 350. Concessions
- 375. Fund Raising by a Recognized University Affiliated Volunteer Group or Non-Profit Organization
- 400. Risk Management Guidelines and Procedures
- 450. Records Management Guidelines and Procedures
- 509. Property and Equipment Overview
- 510. Loaned Property, Personally Owned Property, and Collections
- 512. Identification of Property
- 516. Property and Equipment Valuation (formerly Valuation of University Equipment)
- 521. Property and Equipment Acquisition
- 523. Receiving Property and Equipment
- 524. Property and Equipment Maintenance
- 530. Property and Equipment Storage and Movement
- 536. Subcontract Control of Government Property
- 539. Property and Equipment Record Maintenance
- 540. Physical Inventory
- 541. Property and Equipment Management Reports
- 542. Property and Equipment Utilization
- 543. Property and Equipment Transfer and Retirement
- 550. Capitalization
- 555. Impairment of Capital Assets and Retirement of Real Property
- 560. Post-Issuance Tax Compliance Procedures for Tax-Exempt and Build America Bonds
- 561. Tax Treatment of Non-Service Financial Assistance for Individuals
- 571. Administrative Procedure AP 8.571, University of Hawai‘i at Mānoa Athletics Ticket Sales for Events that are not University of Hawai‘i Athletic Competitions and that Involve Payments to Non- University of Hawai‘i Entities
- 602. General Ledger
- 611. Account Code
- 612. Establishment and Maintenance of Account Codes
- 615. Object Codes
- 617. Revenue and Higher Education Function Codes
- 619. Fund Groups
- 620. Gifts
- 621. Delinquent Financial Obligation Tax Setoff Hearings
- 622. University Endowments
- 635. Accounting For Leases
- 636. Supply Inventory
- 641. Journal Entries
- 650. Continuation Accounts
- 651. Non-Student Accounts Receivable and Delinquent Financial Obligations
- 671. Year-End Accounting Data
- 685. Cancellation or Replacement of University of Hawaii General Account Checks
- 686. Terminal Vacation Payout
- 701. Receipting and Depositing of Funds Received by the University
- 702. Administrative Procedure AP 8.702, Establishment of Electronic Funds Transfer and Receipt of Funds
- 710. Administrative Procedure AP 8.710, Credit Card Program
- 711. Administrative Procedure AP 8.711, Electronic Payments via University Websites
- 731. Student Accounts Receivable and Delinquent Financial Obligations
- 740. Dishonored Checks
- 750. Establishment and Maintenance of Change Funds
- 760. IRS Compliance for Reporting Cash Payments Over $10,000
- 770. Student Refunds
- 806. Roles and Responsibilities for Payment Transaction Processing
- 808. Bank Wire Transfer
- 851. Employee Out-of-State and Intra-State Travel
- 852. Personal Automobile Mileage Voucher
- 863. Relocation Allowances
- 867. Information Reporting on 1099-MISC and Backup Withholding on Payments
- 868. Reporting and Withholding on Payments to Nonresident Aliens and Foreign Corporations
- 870. Pay Types and Pay Days
- 871. Distribution and Security of Paychecks
- 872. Emergency (Priority) Payroll
- 873. Payroll Processing Cycle Deadlines
- 876. Overtime Authorization and Compensation
- 877. Salary and Wage Overpayment Recovery
- 879. Post Death Payments
- 926. Administrative Procedure, AP 8.926 Administrative and Financial Management Requirements for Extramurally Financed Research and Training Programs/Activities of the University of Hawai`i (UH
- 927. Administrative Procedure, AP 8.927 Facilities & Administrative Cost Charges in Contracts and Grants
- 951. Accounting for Federally Matching Equipment Grants
- 956. Financial Conflicts of Interest (FCOI) for Public Health Services (PHS) Grants, Cooperative Agreements and Contract
- + 9. Personnel
- + 10. Land and Physical Facilities
- + 11. Miscellaneous
- + 12. Research
- Abolished Procedures (Post Oct. 2014)
- Archived AP
UH‐Related Laws and Rules
- Hawaiʻi Revised Statutes (HRS) 304A
- Hawaiʻi Administrative Rules (HAR) Title 20
Administrative Procedure 8.619 Administrative Procedure 8.619
Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.619, Fund Groups
Effective Date: May 2016
Prior Dates Amended: July 1982, August 2001
Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus
Review Date: August 2018
To provide an understanding of the funds and fund groups used in the University financial system.
A. Fund Accounting - An accounting system that emphasizes accountability and stewardship rather than profitability. It supports the classification of resources by purpose for accounting and reporting. Classifications may be in accordance with activities or objectives such as those specified by donors, with regulations or restrictions imposed by governmental legislation, or with directions issued by a governing board.
B. Funds - Groups of accounts with specified sources of capital and revenue.
C. Fund Group - A group of accounts with common operational characteristics.
III. Administrative Procedure
A. Sources of funds used by the University
As a component unit of the State of Hawai`i, the University has to be granted legal authority to receive funds for operational and non-operations activities.
1. General funds are received from the State in the form of legislative appropriations for University operations.
2. Federal funds are received for support of contracts and grants in support of research and training programs.
3. Special funds are funds that are dedicated or set aside by law for a specified object of purpose. Special funds are used to account for revenues earmarked for particular purposes and from which expenditures are made for those purposes. Examples of special funds include: Tuition and Fees, Information Technology Services, and Outreach College.
4. Revolving funds are generated by charges made for goods or services provided by a state agency. These funds are also used to pay for the cost of the goods or services rendered.
5. Trust funds are used to account for designated persons or classes of persons who have a vested beneficial interest or equitable ownership or which are created or established by a gift, grant, contribution, or bequest that limits the use of the funds to designated objectives or purposes.
Trust accounts are defined by the Department of Accounting and General Services as a separate holding or clearing account for state agencies. Trust accounts also serve as accounting devices to credit or charge agencies or projects for payroll or other costs.
6. Agency funds are used to account for monies held by a governmental unit in an agent capacity of individuals, private organizations and other governmental units or programs.
7. Bond funds account for the proceeds of general obligation bonds issued by the State and revenue bonds issued by the University that are designated for specific uses.
B. Funds groups used by the University
1. The Current funds group consists of General, Federal, Special, Trust and Agency funded accounts that are used for the general operations of the University.
a. The Current Unrestricted fund group (FG11) accounts principally focus on the instructional and general operations of the University.
b. The Current Restricted fund group (FG12) accounts principally focus on research or other extramural activities of the University.
2. The Loan fund group (FG20) is comprised of funds obtained by the University from Federal, State, and private sources. These funds are used for loans to students. Funds for short-term loans (repayable in one semester) are generally received from private organizations and individuals. Long-term loan funds are obtained from Federal and State sources.
3. The Endowment fund group (FG30) is made up of funds that were received from individuals and organizations. These funds are invested with resulting income being used as designated by the donors. Most endowment funds are used for student scholarships.
4. The Plant funds group consists of funds to be used for physical property and equipment related activities.
a. The Unexpended Plant fund group (FG51) principally holds funds appropriated by the State for the purpose of acquisition, construction, or improvement of physical properties to be used for institutional purposes.
b. The Renewal and Replacement plant fund group (FG52) principally holds funds for the renewal and replacement of existing plant fund assets.
c. The Retirement of Indebtedness fund group (FG53) is comprised of accounts where bond debt service transactions are recorded.
d. The Investment in Plant fund group (FG54) is comprised of the accounts where all the capital assets of the University as well as their related debt are recorded.
5. The Agency fund group (FG60) is comprised of funds held by the University in the capacity of custodian or fiscal agent for others.
IV. Delegation of Authority
There is no specific administrative delegation of authority.
V. Contact Information
General Accounting and Loan Collection, 956-8278, or email@example.com
A. Link to superseded Executive Policies in old format https://www.hawaii.edu/policy/archives/ep/
B. Link to Administrative Procedures in old format https://www.hawaii.edu/policy/archives/apm/sysap.php
VII. Exhibits and Appendices
Vice President for Budget and Finance/Chief Financial Officer
May 23, 2016
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