1. Program Code Update for FY2019

2. Agenda About Program Codes What are the key updates for FY2019
Use of Program Codes
Where to find more information

3. What is a Program Code
Program Codes are part of our PeopleSoft Financial System’s ChartField Combination (CFC)
CFC = Fund-Department-Program-Class-Project-Account
These codes drive several of our reports, both internally and externally, and are an indicator of how the university spends its funds by functional category, as defined by NACUBO.
National Science Foundation’s Higher Education Research and Development Survey (HERD) – excludes sponsored Public Service, Instruction, and Patient Care expenditures
State Statistics Annual Expenditure Report
Annual Financial Statements
Integrated Postsecondary Education Data System (IPEDS)

4. What are our Functional Categories
The first 2 digits of the Program Code indicate its functional category. There can be several subcategories as well:
Instruction (11xxx)
Research (12xxx)
Public Service (13xxx)
Academic Support (14xxx)
Student Services (15xxx)
Institutional Support (16xxx)
Plant Operations and Maintenance (17xxx)
Scholarships and Fellowships (18xxx)
Auxiliary Enterprise (2xxxx)
Patient Care (32xxx) – gets rolled into Public Service for certain reports

5. Key Changes for FY2019
Changes in Program Codes are driven by the State Board of Regents of the University System of Georgia:
Program Code “Department Research not Budgeted For” is being replaced with “Departmental Research”
Research Startup/Recruiting/Retention Packages will use Program Code 12212
Intramural Grants funded by AU, usually in fund 15000, will use Program Code 12115
Intramural Grants funded by AURI, fund is used, will use Program Code 12210
Research Core Labs will use Program Code 12500

6. Ex: How Changes Impact Reporting
Before Change: State AER Report on General Funds

7. Ex: How Changes Impact Reporting
After Change: State AER Report on General Funds

8. Per FY2017 Annual Financial Statements (All Expenditures and All Funds)

9. FY16 NSF HERD Survey Ranking (Based on R&D Expenditures)
Comparison of other major research universities in the State of Georgia
#25 GA Tech with $790,706,000 in R&D expenses
#35 Emory with $614,527,000 in R&D expenses
#54 UGA with $410,345,000 in R&D expenses
#123 GA State University with $161,314,000 in R&D expenses
#166 Augusta University with $71,338,000 in R&D expenses
FY17 total R&D (includes Departmental Research) is just over $99 million (approx. ranking of 150)

10. Key Notes on New and Existing Program Codes
Program Code “General Academic Instruction”
Sponsored projects that are instruction-related (non-research and non-public service) are included in this code.
Department Administrator’s/Business Manager’s salaries in academic departments (not Dean or Provost Office) use this code for general activity within the department.
Startup/recruiting/retention packages that are non-research related use this code.
Program Code “Academic Administration”
Used for Dean and Provost Office level administration
Program Code “Departmental Research”
Includes time spent on preparing research proposals for both faculty and administrators, and research grant coordinators or admins that manage research grants at the department-level

11. Key Notes on New and Existing Program Codes
Program Code “Teaching/Supervising in Clinic”
Instructional activity in a clinical setting, and patients or other parties are not billed at faculty practice plans. Examples include:
Dental medicine/hygiene student clinics
Supervision of pre-licensure nursing students in a clinical setting
Teaching in a clinical-simulation environment
Program Code “Teaching Concurrent with Patient Care”
Used for patient care activities for which a practice plan bills a patient or other party, and the faculty member is teaching students or residents.

12. Key Notes on New and Existing Program Codes
Program Code “Community Services”
General community services, excluding instructional activities.
Administrative work of faculty and other professionals for writing and preparing sponsored public service proposals are also included in this code.
Program Code “Fee for Service and Other Patient Care”
Used for contracts and other service agreements that are billed via fee for service, such as hourly fees for psychiatric services provided to other organizations.

13. Where Can I Find More Info?
Program Code listing has been updated and is on the Controller’s Office website at:
ler/financial-accounting/
Click on “Financial Accounting Documents” on the left side of the screen and select “Program Code Listing”

14. Questions?