6/20/11 06/30/11 07/12/11 07/18/11 07/25/11 07/26/11 08/22/11 09/21/11 12/12/11 7/2/12 5/2/13 Updated WED Overhead Indirect to remove course catalogs as an example because marketing costs are absorbed by the Marketing org code. Updated Marketing Communication Office to include WED marketing costs. Updated Facilities Office to include furniture used in public/common areas such as hallways, lounges. Clarified Statewide Financial Aid to include operating monies from Central Office which includes discretionary monies such as non-employee fee remissions. Clarified Regional Financial Aid to include regional supplements to discretionary monies such as non-employee fee remissions. Facilities Security updated to include costs of employee and student IDs Marketing Communication updated to include Chamber of Commerce memberships Updated Facilities Custodial to include shredding services. Updated Administrative Services Office to include spousal and dependent fee remissions Updated Facilities Custodial to include trash/waste removal services, & recycling services. Added Student Life Budget Comm 70% and definition Added Student Life 30% and definition Updated Registrars Office to include purchases of Course Reservation forms and Change of Enrollment forms. Updated Facilities Office to include furniture purchased for general classrooms use that can t be attributed to a specific lab or program. Updated former WED org codes to reflect Corporate College name. Added One Stop Services and definition Added Campus Events and definition Page 1 of 9
Academic Advising Office Academic Skills Advancement Administrative Services Office Admissions Office Apprenticeship Contracts Apprenticeship Office Assessment Bookstore Operations Campus Events the Academic Advising office. Includes costs previously associated with Student Success Centers and Transfer Centers. Includes equipment, food and beverages, software, contracted services, travel, and professional development and training. Payroll costs and other costs incurred to provide remedial/non-college level course instruction and tutoring (excluding tutoring provided in disability support services). Bad debt write offs / employee, spousal and dependent fee remissions / copier leases may be expensed here upon payment of invoice; however, those costs then need to be allocated back via JV to the appropriate departments. Admissions. Includes consultant services, promotion (internal to the College and with external vendors), software contracts and services, equipment, publications, travel (instate and out-of-state), professional memberships, and registration expenses for fairs, outreach events. Contract expenditures for identified apprenticeship agreements. (Contracts will be unique to each region, so they are not all listed here) the Apprenticeship office. Costs relevant to supporting the apprentice programs. assessment and testing. Includes costs of testing materials except WED certifications and tests which are directly attributable to a scholastic program; i.e. Nursing tests. Normal range of expenses include testing materials (including Distance Ed proctoring), facility rentals, printing, and equipment. Bookstore commission from Follett Track revenue and expenses associated with campus events. Events may be college-hosted such as building dedications, ground breakings, etc. or they may be events sponsored by external organizations which rent Ivy Tech facilities for an event. Page 2 of 9
Career Services Office Carry Forward Budget Reserve CC Computers / Infor Tech Non Cr CC Computers / Inform Tech Cr CC Healthcare Cr CC Healthcare Non Cr CC Manuf / Industr Tech Cr CC Manuf / Industr Tech Non Cr CC Other Activity / Non Training CC Overhead Admin CC Overhead Indirect CC Quality Cr CC Quality Non Cr the Career Services office. Includes printing and educational supplies, software contracts and services, travel (instate and out-of-state), facility rentals, and general S&E. Used for budget reserve only, no revenue or expense transactions should be processed using this organization code. It is used to retain one-time budget monies each fiscal year. execution of Computers/Infor Tech Non Cr courses in Corporate College. execution of Computers/Infor Tech Cr courses in Corporate College. execution of Healthcare Cr courses in Corporate College. execution of Healthcare Non Cr courses in Corporate College. execution of Manuf/Industr Tech Cr courses in Corporate College. execution of Manuf/Industr Tech Non Cr courses in Corporate College. Revenue generated from contract billings to employers, payroll dollars and other costs incurred by staff in execution of non-training activities such as: bulk purchase of assessments for a company, job fairs, luncheons, consulting. (Corporate College) Includes all expenses for non-instructional Corporate College staff and office management expenses (salary, travel, equipment relevant to the Corporate College office) (not courses) Course/program expenses that cross multiple program areas in Corporate College. Special equipment utilized for multiple program areas would be an example. It is also an accepted practice to split this costs across program area accounts and never use this org. execution of Quality Cr courses in Corporate College. execution of Quality Non Cr courses in Corporate College. Page 3 of 9
CC Safety Cr CC Safety Non Cr CC Sales / Business / Hosp Cr CC Sales / Business / Hosp Non Cr CC Superv / Leadership Cr CC Superv / Leadership Non Cr CC Transp / Dist / Logistic Cr CC Transp / Dist / Logistics Non Cr CC Wkplace Fundamentals Cr CC Wkplace Fundamentals Non Cr CC Workforce Certification Chancellor College Development Office College Hosted Events College Initiative Orgs execution of Safety Cr courses in Corporate College. execution of Safety Non Cr courses in Corporate College. execution of Sales/Business/Hosp Cr courses in Corporate College. execution of Sales/Business/Hosp Non Cr courses in Corporate College. execution of Superv/Leadership Cr courses in Corporate College. execution of Superv/Leadership Non Cr courses in Corporate College. execution of Transp/Dist/Logistics Cr courses in Corporate College. execution of Transp/Dist/Logistics Non Cr courses in Corporate College. execution of Wkplace Fundamentals Cr courses in Corporate College. execution of Wkplace Fundamentals Non Cr courses in Corporate College. Workforce certification revenue generated, payroll dollars and other costs incurred by staff in execution of the functions of workforce certification in Corporate College the Chancellors office. the Development office and Alumni Affairs office. Costs relevant to donor relations. Used only with Agency funds. Dollars held by the college (i.e. registration fees) which will be remitted to an outside party for events hosted by/at the college. Used to track strategic plan initiatives. Payroll should be charged back to the employee s home department. S & E should be charged here. (Initiatives may be unique to each region, so they are not all listed here) Page 4 of 9
Commencement Copy Center Counseling Services Office Disability Support Services Office Distance Ed Support Exec Director of Admin Office Facilities Custodial Facilities Maintenance Facilities Office Facilities Security Expenses relevant to the annual graduation commencement. Includes but not limited to caps/gowns, facility rentals, food & beverage for receptions/dinners, tassels, diploma covers, artifacts to present speakers. the Copy Center. the Counseling Services Office. Includes software, and professional development--including professional memberships the Disability Support Services Office. Includes services for service providers (i.e. tutors, interpreters, etc.), facility rentals, professional development and on-going training for staff, food and beverages, equipment, software, and printing. Distance Ed support. Costs include Dist Ed advising, Dist Ed help desk, and Dist Ed strategic planning. the Exec Dir. of Admin office. Payroll costs for College employees who provide custodial services or costs paid to external vendors for custodial services or supplies. Includes shredding services, trash/waste removal services, & recycling services. Payroll costs for College employees who provide maintenance services of building or grounds or costs paid to external vendors for maintenance services or supplies for grounds or buildings Payroll costs and other costs incurred by staff of the Facilities office that do not fit into another Facilities org. Rental or lease of facilities. Purchase of and maintenance and repair to college vehicles used for administrative (i.e. travel to meetings) or facility purposes (i.e. cargo transport). Purchase of and maintenance and repair to shuttle buses or vans used to transport students or employees between sites. Utilities. Furniture used in public/common areas such as hallways, lounges. Furniture purchased for general classroom use that can t be attributed to a specific lab or program. Payroll costs for College employees who provide security services or costs paid to external vendors for security services. Costs of employee and student IDs. Page 5 of 9
Finance Office Financial Aid Office General Revenue Grants Administration Office Human Resources Office Information Technology Serv Off Institutional Effectiveness Office Institutional Research Office Instructional Technology Serv Off Judicial Affairs Office Payroll costs and other costs incurred by staff of the Bursars office, EDF, and Business office. Excludes payroll staff. Includes bank fees. Includes costs for secure transport of monies to the bank. Financial Aid administration. May be used with a Scholarship Fund to track scholarships provided by outside organizations (not college funded) Student tuition and fee revenue post-award Grant Administration. the Human Resources office. Excludes payroll staff. the Information Technology office. Costs related to desktop support for administrative areas, hardware support, telecommunications, ERP systems, Infrastructure, etc. Bulk purchases of computers for administrative use which aren t distributed upon receipt. Once distributed, the charges should be charged back to the department via JV. This office oversees the efforts of the region s grants office, intuitional research team, professional development efforts, and campus events (on or off campus). Costs associated with this Org include payroll costs, S&E, travel, and the events that are being coordinated. Professional development costs should be charged back to the attending/benefitting department. Institutional Research. the Instructional Technology office. Costs related to specifically to faculty, classroom, or lab technical support; technical training for faculty; Blackboard; distance ed technical costs, etc. Computers for multiple-purpose labs which can t be identified to a specific school or program. Bulk purchases of computers for instructional use which aren t distributed upon receipt. Once distributed, the charges should be charged back to the department via JV. the Judicial Affairs Office for students. Travel and S&E are the primary expenses. Page 6 of 9
K-12 Initiatives Learning College Conference Library Mailroom Marketing Communication Office Multicultural Affairs New Student Orientation One Stop Services Payroll Office Perkins Maintenance Personal Enrichment Non Cr Recurring Budget Reserve Initiatives geared toward grades K to 12; for example dual credit, early college, etc. Includes payroll and other costs. Learning College Conference is a professional development activity. Reasonable charges may include, but not be limited to, stipends/honorariums for presenters, food and beverage, lodging, travel (instate) and for presenters, facility rental, advertising, S&E, and printing. the Library. Costs to acquire and maintain library materials. the Mailroom. Postage. the Marketing Communications office. Costs to promote and/or communicate information regarding the College and it s mission, including WED. Includes Chamber of Commerce memberships. the Multicultural Affairs Office. Includes consultant services, supplies, food and beverages for workshops, local travel, and professional memberships. student orientation. Major expenses incurred include professional development and training, travel, registrations, memberships, and equipment. Payroll dollars and other costs incurred to support the One Stop Services Center which provides tier 1 level (basic level) services of Admissions, Financial Aid, Prospecting, Orientation, Registration, & Veteran Affairs. Payroll costs should equal at least 50% of one full time employee (payroll tasks) to warrant use of the Org code. Otherwise, charged to home department (i.e. Finance, HR) Dollars matched by the College for the Perkins Funds. Revenue generated, payroll dollars, and other costs incurred by staff in execution of Personal Enrichment Non Cr courses. Used for budget reserve only, no revenue or expense transactions should be processed using this organization code. It is used to accumulate recurring budget monies each fiscal year. Page 7 of 9
Regional Financial Aid Regional Trustees Office Registrars Office Retention Office SEOG Match SIS Cash Clearing Statewide Financial Aid Student Clubs/Organizations Student Life 30% Financial Aid expenses which are covered by contributions from regional sources. An example is using bookstore commissions to fund scholarships and regional supplements to discretionary monies such as non-employee fee remissions. Costs incurred by Regional Board of Trustees the Registrars office. Includes S&E, professional memberships, travel (local and out-of-state), equipment, software contracts and services, & meal and beverage costs. Purchases of Course Reservation forms and Change of Enrollment forms. Retention. Includes professional development and training, travel, and software and equipment charges Should not be used at this time. Used on cash receipts JV to clear receipts from the cash clearing FOAP to the bank account.financial Aid expenses which are covered by operating monies from Central Office which includes discretionary monies such as non-employee fee remissions. Used only with Agency funds. Holds revenue and expenses for the identified student clubs which are administered by the students. Includes club advisor travel/conference fees related to the club. If necessary, monies may be transferred from the General fund to cover advisor expenses. (Student clubs will be unique to each region, so they are not all listed here) 30% of student life fees is distributed to this org. This org is managed by the Student Life Office and is used to support educational activities (20%) and recreation/wellness (10%) for students. Used only with an agency fund. Student Life Budget Comm 70% 70% of student life fees is distributed to this org. This org is managed by the Student Life budget Committee and is used to support Student Government, Campus Activity Board (CAB), and student organizations. Used only with an agency fund. Page 8 of 9
Student Life Office Student Recruitment Veteran Affairs Vice Chanc Academic Affairs Office Vice Chanc Student Affairs the Student Life Office. This office is the primary provider of co-curricular activities for students and the general community. Includes costs for Student Leadership Academy. Normal charges would include travel, staffing, rental of facilities and motor vehicles, contracted services for speakers, presenters, group entertainment, etc. the student recruitment. This pertains to a limited scope of activities/initiatives to attract, recruit, and enroll new students. Includes S&E, travel (instate and out-of-state), college and community fairs, high school visits, professional conferences, consultant services, equipment, and promotions. Veterans Affairs. the Vice Chancellor of Academic Affairs Office. of the Vice Chancellors for Student Affairs office. Includes S&E, travel (local and out-of-state), professional memberships, equipment, software, publications, and purchased/contracted services. This office is staffed by the regional chief student advocate who handles all conduct issues and serves as the liaison to the Follett Bookstore partnership. Page 9 of 9