Standard Number 3.10.4: The institution exercises appropriate control over all its financial and physical resources.

Full C ompliance

As a member institution of the University System of Georgia, Georgia Southern is subject to all controls mandated by the State of Georgia, the University System of Georgia, as well as its own internal mechanisms which operate to exercise appropriate control over all financial and physical resources. All agencies of the State of Georgia are guided by the Accounting Procedures Manual for the State of Georgia, July 1, 1999 (Revised July 1, 2003), as revised. In addition, the University System of Georgia and its member institutions are audited annually by the Georgia Department of Audit and Accounts to confirm compliance with the Accounting Procedures Manual for the State of Georgia, as well as with other applicable state and federal laws and regulations (see Audited statements for 1998-2002). Furthermore, Georgia Southern University is governed by the policies and procedures established by the Board of Regents of the University System of Georgia (see Board of Regents Policy Manual, § 700 et.seq., and § 900 et. seq.). Finally, the internal audit function at the University is conducted by Office of Audit and Advisory Services (see 1999-2003 Final Reports).

In addition, the University is structurally organized to assert control over its financial and physical resources. Budget guidance flows down the hierarchy, budget input flows up in response to that guidance, and the final budget flows back down the hierarchy. Institutional accountability for financial and physical resources largely rests with the Division of the Vice President for Business and Finance. Within this Division, the Controller’s office assumes chief responsibility for conducting the financial and business services of the University. These activities include financial accounting, revenue accounting, budgets, grants and contracts, payroll, purchasing, equipment inventory, equipment transport services, central stores and receiving, records management, telecommunications services, mail services, and tax management. Financial Accounting functions include accounting system and subsystem maintenance, financial reporting, accounts payable, payroll, and grants and contracts. Financial Accounting also handles the reporting functions providing comparable and reliable data on the fiscal affairs of the University following the guidelines established internally, system-wide, as well as other state and federal requirements.

Likewise, Revenue Accounting oversees the operations of the Cashier’s Office and the Office of Student Fees. These offices provide financial services to students, faculty, and staff. Operations are guided by two major criteria: customer service and requirements for completing financial transactions within the guidelines mandated by federal and state regulations, as well as by the GASB (Governmental Accounting Standards Board).

The University’s physical resources are controlled in part through Materials Management which oversees the purchasing functions, including bid opportunities, bid terms and conditions, central receiving, central stores, property control, items in surplus. Physical Plant also plays a vital role as this office holds responsibility for the development of the building programs for major renovation and new construction, the campus master plan, and general maintenance of campus grounds and facilities. Physical Plant maintains more than 3,200,000 square feet of space in about 150 campus facilities.

Furthermore, the University is required to report to the Board of Regents on its space utilization and has tasked the Office of Strategic Research and Analysis within the Division of Student Affairs and Enrollment Management with this responsibility. The Office of Strategic Research and Analysis maintains the Facilities Inventory System that is used to record information about the University’s buildings, the space within those buildings, and how that space is being used. The maintenance of this information is important to Georgia Southern and the University System of Georgia to ensure the effective management of all physical facilities. The Office of Strategic Research and Analysis submits a Facilities Inventory Report (FIR) and a Room Utilization Report (RUR) in the fall and spring of each year to the Board of Regents. These reports demonstrate how efficiently the University utilizes its facilities. The information submitted is also used as part of the budgeting process in determining future needs. Additional information can be found in the University System of Georgia’s 2002-2003 Information Digest (Chapter on Facilities).