New Fund Request System
Fund Attributes & Naming Conventions
The New Fund Request System allows departments to submit requests for new fund codes to be set up, reviewed
and approved in an online format. It allows departmental users to start a new fund request, review the status of a
new fund request, resume completion of a new fund request, and review the history of a request. Departmental
approval, functional review, and final approvals are managed through the Approval Tracking System (ATS). After
review and approval the New Fund Request System will update Banner with the new fund information and the
fund is ready for use. The New Fund Request System and the ATS can be accessed from the WebRaider portal,
F&A Work Tools tab, Finance Channel under Accounting Services.
To start a new fund request, the department must first select the proper chart, whether the fund is research
related, and the fund class. The major determining factor in the New Fund Request System, for the flow of form
completion and routing for approvals, is the selection of the proper fund class. The fund class identifies the
primary funding source of revenue and identifies if the funding is unrestricted or restricted. See Attachment A for
all fund class definitions. Based on the fund class selection, whether the fund is research related and a few
answers on the HSC Main Fund Form, the new fund request may be routed to additional forms to gather
information related to the following areas: Scholarships, Research, Foundation/Endowments, Grants, and Service
Departments. The information line at the top of the HSC Main Fund Form shows which forms will need to be
completed for that particular new fund request. When each form is completed and the “Next” button is clicked, if
there are any invalid responses or missing required information, the user will receive an error message in the
“Notification Center” at the top of the page. Also based on the fund class selection, whether the fund is research
related and a few answers on the HSC Main Fund Form, the new fund request may be routed to additional
functional administrative areas for review and approval including: Student Business Services (SBS), Financial Aid,
Office of Sponsored Programs (OSP), Institutional Advancement, Research, Accounting Services, and Finance
Systems Management (FSM). If a new fund request is submitted with an incorrect class, the request may be
rejected and the fund class can be corrected, which will correct the forms to be filled out and the routing. The new
fund request may be rejected to any level of approval, rather than only back to the original submitter.
HSC Main Fund Form
The HSC Main Fund Form will be completed for every new request. Questions on the HSC Main Fund Form that
are bolded are required and must be filled out. Below are the questions/information on the HSC Main Fund Form.
Organization: Provide which Organization (ORGN) should be used as the default ORGN. The ORGN code is the
budgetary or departmental unit and indicates who earns and spends the funds. New ORGN requests must be
submitted to the Budget Office and set up prior to submitting a New Fund Request, if needed.
Fund Name: Provide the name for the new fund. This is the name that will be populated for the grant name on
the FRAGRNT Main tab (only for MY funds), which has no character limit. This field is alpha-numeric and must not
contain any special characters except / and - . See Attachment D for fund numbering scheme and naming
conventions.
Fund Name, Abbreviated: The fund name has a 35 character limit; this allows the departmental user to choose
which 35 characters to include. The fund name should be descriptive of the anticipated activity of the fund or
name of the grant. This field is alpha-numeric and must not contain any special characters except / and - . The
fund name does not need to include the campus name (Lubbock) as there is a campus attribute that is added to
the fund. The third digit of the fund number also identifies the respective campus for each fund.
Updated February 17, 2015
Prior Year FOP: The prior year FOP should be provided if the new fund is for a new year of an ongoing grant. This
allows for tracking of multiple grant years for grant reporting.
Fund Objective/Purpose: Provide the objective or purpose for the fund, why is the new fund needed?
Use of Funds-Expenses Not Allowed: Provide the use of funds, are there any unallowed expenses?
Fund Manager TechID (R#): Provide the name of the person who will be financially responsible for the fund. See
HSC OP 50.03 for fund manager responsibilities. To search for an R #, click on the “Search” button, enter the
persons last name, and “Select”.
Source of Funds: Select whether the source of funds is revenue coming in or a transfer from an existing fund. If
revenue is selected, provide the primary account type and secondary account type (if needed). If transfer is
selected, provide the FOP(s) that will provide the transfer in of funding.
Further Explanation: Provide any further explanation needed about the new fund being requested.
Campus: Select the appropriate campus. Use drop down boxes to select from a list of allowable values. The
options are Lubbock, Amarillo, El Paso, Odessa, Dallas or Abilene. The campus selected must match the campus
associated with the selected ORGN.
Alternate FOP for Overages: Provide the FOP that should be used in the event the fund balance goes negative and
the deficit isn’t taken care of. This is ideally an income plan fund (13, 15, 16 or 17), but can be a general
designated fund (18). If the new fund being requested is a research fund (program code 20) the backup FOP
should also be a research fund so that all research expenditures are captured for institutional research reporting.
If the department doesn’t have a research fund to use for backup, understand that one may have to be created if
the backup FOP ever has to be utilized.
School/Division: Select the school or division the fund management will fall under. This is based off the orgn
hierarchy. See Attachment B for the orgn structure.
Department: Select the department the fund management will fall under.
Program: Select the program code, which is the NACUBO function classification of expenditures. If the fund is
marked as research related when the new fund request is started, program code 20 will be the only choice. Please
see Attachment C for program code definitions. If the new fund request was submitted as a research program, but
needs to be corrected, the new fund request may be rejected and the program corrected, which will correct the
forms to be filled out and the routing.
Will there be any sale of goods or services to people outside of TTU/HSC? If this question is answered “Yes”, a
fund attribute (HTAXUBIT) will be created so that TTU’s Financial Services and Tax (FST) office can track for
unrelated business income tax.
Is this fund being created due to the establishment of a new student/course fee? If this question is answered
“Yes”, the New Fund Request will be routed through SBS for review and approval.
Is this a cost share fund? If this question is answered “Yes”, the New Fund Request will be routed through the
Office of Sponsored Programs for review and approval. Cost share are funds that are provided by the institution to
help support a grant or project funded by an outside sponsor. Cost share funds are generally set up in the General
Designated, E&G and Permanent Health fund areas.
Sponsored Project Type: A value should be selected if the fund is a sponsored project, clinical trial, or cost share
fund. A sponsored project is an externally funded activity in which a formal written agreement (ex. grant,
Updated February 17, 2015
contract, or cooperative agreement) is entered into by TTUHSC and the sponsor. A sponsored project may be
thought of as a transaction in which there is a specified statement of work, with a reciprocal transfer of funding.
The correct attribute selection is very important for research reporting. The type selected will create a fund
attribute (HSPONSOR) on FTMFATA so that reports can be run by Sponsored Project type, to provide information
on the type of cost share fund it is, and this attribute also assists in the approval routing for the online Budget
Revision System. Below are the value choices and when they should be selected:
CS – Mandatory/Voluntary Committed Cost Share
 This value should be chosen if the new fund is being set up to track either cost share
required by the sponsor (mandatory) or cost share that has been voluntarily committed by
the institution to support the grant (voluntary committed). Both must be set up in separate
cost share funds for ease of reporting to the sponsor. Currently TTUHSC sets up a new fund
for each year of a grant for ease of reporting, so a new cost share fund must also be set up
for each new year of the grant.
CT – Industry Sponsored Clinical Trial
 This value should be chosen if the new fund is being set up to account for a private industry
sponsored clinical trial that is administered through the Research Integrity Office (RIO).
SC – Salary Cap Cost Share

This value should be chosen if the new fund is being set up to account for a researcher’s
annual institutional salary that is above the NIH/HRSA or CPRIT salary caps. This is
considered voluntary cost share, but must be accounted for in a separate fund for ease of
effort reporting through the Effort Certification and Reporting Technology (ECrt) system.
One salary cost share fund can be used for the duration of the grant, a new one for each
year of the grant is not necessary.
SP – Sponsored Project
 This value should be chosen if the new fund being set up is to account for the actual
sponsored project/grant.
VC – Voluntary Uncommitted Cost Share
 This value should be chosen if the new fund is being set up to assist the department in
tracking voluntary uncommitted cost share. This is cost share that has not been committed
to the sponsor, but that the department decides to utilize to benefit the project/grant. It
does not have to be tracked in a separate fund or reported, however we do offer this option
if needed by the department.
Special Instructions: Provide any special instructions or additional information.
Attach forms: Attach any necessary forms, such as email correspondence, donor agreements, grant awards or
contracts to help justify the need for a new fund. Large attachments (over 4MB) may need to be split into multiple
documents for upload.
HSC Research Form
If the new fund is identified as being research related when the New Fund Request is initiated, the HSC Research
Form will be required to be completed and the only program code available for selection will be 20. Research is
systematic study directed toward fuller scientific knowledge or understanding of the subject studied.
Development is systematic use of knowledge or understanding gained from research, directed toward the
production of useful materials, devices, systems, or methods including design and development of prototypes and
processes. Research and Development (R&D) also includes activities involving the training of individuals in
research techniques where such activities utilize the same facilities as other research and development activities
and where such activities are not included in the instruction function. The HSC Research Form will route the New
Updated February 17, 2015
Fund Request through the Research Office for review and approval to ensure that the new fund is indeed research
related. All questions must be answered.
The first six questions are designed to help determine if the new fund is considered organized research for
purposes of the F&A Cost Study that helps determine TTUHSC’s indirect cost rate. Below are the questions, which
should be answered with a “Yes” or “No”:
Is research funding awarded to/received by TTUHSC based on a competitive award process?
Is research externally funded (i.e. funding received from a source outside of TTUHSC)?
Is there a budget that requires specific accounts for spending, for example payroll, supplies, etc?
Is there a specified period of time during which research/spending should occur (i.e. project period)?
Is there a specific commitment regarding deliverables and/or level of personnel effort required?
Is a report required at the end of the project that summarizes results and/or conclusions?
If three of these six questions are answered “Yes”, a fund attribute (HORGRSCH) will be created to assist in the F&A
Cost Study. These questions must be answered based on the type of research being done. If the new fund is being
set up as a cost share fund (all types except voluntary committed) and the associated grant has the HORGRSCH
attribute, the cost share fund should also have the HORGRSCH attribute.
Is this fund subject to Peer Review? Peer review is an assessment of scientific or technical merit of applications by
individuals with knowledge and expertise equivalent (peer) to that of the individuals whose applications for
support they are reviewing, that is, reviewers who are the professional equals of the PD/PI for the proposed
project and who often are engaged or were previously engaged in comparable activities. If the question is
answered with a “Yes”, a fund attribute (HRPEERRV) will be created.
Research Type: The National Science Foundation (NSF) research report requires TTUHSC to report research
numbers by a research type. Below are the types and definitions:



Applied – research is conducted to gain the knowledge or understanding to meet a specific,
recognized need.
Basic – research is undertaken primarily to acquire new knowledge without any particular
application or use in mind.
Development – is the systematic use of the knowledge or understanding gained from
research directed toward the production of useful materials, devices, systems, or methods,
including the design and development of prototypes and processes.
One of these options should be selected as it relates to the research that will be conducted on the new fund. A
fund attribute (HRSCHNSF) will be created to assist in the annual NSF Research Report. If the new fund is being set
up as a cost share fund related to a sponsored project, the research type should be the same as the sponsored
project fund.
R&D Field: The Texas Higher Education Coordinating Board (THECB) and NSF research reports require TTUHSC to
report research numbers by research field. Below are the fields currently used at TTUHSC and their definitions per
THECB and NSF:

Biological - life sciences (apart from medical sciences and agricultural sciences) that deal
with the origin, development, structure, function, and interaction of living things. Examples
of biological sciences are as follows: anatomy; animal sciences; bacteriology; biochemistry;
biogeography; biophysics; ecology; embryology; entomology; evolutionary biology; genetics;
immunology; microbiology; molecular biology; nutrition and metabolism; parasitology;
pathology; pharmacology; physical anthropology; physiology; plant sciences; radiobiology;
systematics.
Updated February 17, 2015



Medical - science concerned with the causes, effects, prevention, or control of abnormal
conditions in man or his environment as they relate to health. Included are the clinical
medical sciences, which are concerned with the study of the origins, diagnosis, or treatment
of a particular disease in living human subjects under controlled conditions, and other
medical sciences. Examples of the medical sciences are as follows: internal medicine;
neurology; ophthalmology; preventive medicine and public health; psychiatry; radiology;
surgery; veterinary medicine; dentistry; physical medicine and rehabilitation; podiatry.
Education - includes research related to any aspect of education. This includes elementary,
secondary, and higher education; educational policy; education administration; etc.
Evaluation - Evaluation qualifies as research when it is part of a specific research
undertaking. Evaluation conducted separately from a research project is considered
research when it involves scientific method and hypothesis testing procedures with fairly
rigorous standards. Evaluation activities that do not involve systematic design and testing
should not be included.
One of these options should be selected as it relates to the research that will be conducted on the new fund. A
fund attribute (HRSCHTYP) will be created to assist in the annual Research tab of THECB Sources and Uses Report
and the NSF Research Report. If the new fund is being set up as a cost share fund related to a sponsored project,
the R&D field should be the same as the sponsored project fund.
Areas of Special Interest: The Research tab of the THECB Sources and Uses Report requires TTUHSC to report
research numbers by area of special interest. This section is intended to provide information on expenditures in
areas of special interest to the public. Departments should mark all that apply, but at least one must be chosen. A
fund attribute(s) will populate to to assist in the annual Research tab of THECB Sources and Uses Report. Below
are the areas of special interest and the corresponding fund attribute that will be populated if selected:
Aging – HRAGING
Cancer – HRCANCER
Child/Human Development – HRCHILD
Health Disparity – HRDISPAR
Obesity – HROBESE
Rural Health Disparity – HRRURAL
Human Stem Cells Adult – HRSCHADL
AIDS – HRAIDS
Cardiovascular – HRCARDIO
Diabetes – HRDIABET
Mental Health – HRMENTAL
Hispanic/Border Health – HRBORDER
Other – HROTHER
Human Stem Cells Embryonic - HRSCHEMB
If “Other” is selected, specify the special interest in the box provided.
In years past, the Cancer Prevention Research Institute of Texas (CPRIT) allowed TTUHSC to meet the annual cost
sharing requirement as an institution, so every new fund that was coded as Cancer research selected the CPRIT
cancer research category that the research related to. Below are the selections possible:
• Cancer Biology and Genetics (includes molecular characterization of tumors)
• Cancer Immunology (includes vaccines)
• Cancer Imaging and Diagnostics
• Cancer Epidemiology, Population Research, Behavioral Research and Outcomes
• Cancer Treatment (includes drug discovery and development and clinical trials)
This will create a fund attribute (HRCNCRCT) to assist in the annual match reporting done by OSP for CPRIT grants.
CPRIT has since changed its stance and cost share must be met at the grant level like every other grant. We must
continue to populate this attribute anyway, until such time as we decide to alter the New Fund Request System
and remove it. If the new fund is being set up as a cost share fund related to a sponsored project, the areas of
special interest/cancer research category should be the same as the sponsored project fund.
Updated February 17, 2015
HSC Grants Form
When a “Z” fund class (ex. 21Z) is selected upon new fund initiation, the completion of the HSC Grants Form will be
required and the New Fund Request will route through OSP for review and approval. The only exception to this
rule is for building projects (fund classes 11Z, 9EZ, 9FZ, 9GZ and 9HZ) which are managed by Physical Plant and
FP&C. The project # (instead of grant number) must be established with all necessary FRAGRNT information
(ORGN, Title, PI, start date) before the new fund is requested. This is done manually by Suzanne Dean or FSM. All
“Z” fund classes are considered multi-year, meaning they populate the grant ledger (inception to date) in Banner
and the projects have an end date.
Effort Reporting Required: This question relates to if a grant requires effort reporting. All federal grants and most
sponsored projects require anyone paid from the grant fund to certify that the percentage of their salary paid from
the fund equals the percentage of effort they spent on the project in that period. OSP or the department should
make this determination since they have first-hand knowledge of the grant agreement made. If “Yes” is selected, a
fund attribute (HRSPPROJ) will be created to assist in effort certification via the ECrt System.
ARRA: This relates to federal grants funded through the American Recovery and Restoration Act. There should be
no new ARRA grants. If “Yes” is selected, a fund attribute (HARRAGRT) will be created to assist in the monthly
ARRA reporting required until all ARRA grants have concluded.
Sponsoring Agency: The entity sponsoring the project (grantor/contractor) should be selected. If the appropriate
agency isn’t available, a new agency must be requested from Purchasing by the department. Once the new agency
is established it can be selected and the new fund request may proceed. For federal pass thru grants, this must be
the original federal agency (for ECrt purposes).
PI R Number: The Principal Investigator or Project Manager for the project should be selected. This is the person
responsible for conducting the research or project.
Project Start Date: Enter the date the project will start. This information is usually supplied on the award or
contract. This information will populate the Project Start Date on the FRAGRNT Main tab, as well as the Effective
Date on FTMFUND, the Effective Date and the Budget Period Start Date on FRMFUND. If the fund is not a multiyear grant (not a “Z” fund), the FTMFUND Effective Date is auto-populated to September 1st of the current fiscal
year. The effective date is important since no transactions may post to the new fund before the effective date.
Project End Date: Enter the end date for the project. This is the date when expenditures should no longer post to
the fund. This information is usually supplied on the award or contract. This information will populate the Project
End Date on the FRAGRNT Main tab and the Budget Period End Date on FRMFUND. Industry Sponsored Clinical
trials (managed by RIO) could go on for many years with no set end date, so we use an “open” end date of
8/31/2025.
Award Amount: The amount of the award or contract should be placed here. If the project is funded on a fee for
service, per patient or milestone basis, a 0 should be put here since the amount is undetermined, unless there is a
specific budget provided by the grantor.
CFDA#: This is the Catalog of Federal Domestic Assistance number for all federal awards. This number identifies
each award by federal agency and program. This number should be supplied on the award or contract.
Is cost sharing required by the sponsor? This question should be marked “Yes” if the grantor requires cost share or
TTUHSC has committed institutional funds for the project (Mandatory/Voluntary Committed). If this question is
marked “Yes” the department needs to ensure the commitment/requirement and funding source is clearly
communicated with the responsible accountant.
Updated February 17, 2015
Is there voluntary cost share? This question should be marked “Yes” if there will be salary cap cost share or the
institution will be funding voluntary uncommitted cost share related to the project. The department should
communicate this information with the responsible accountant.
Will there be any subcontracts executed? Accounting Services needs to be aware of any pending subcontracts on
federal, state or private grants, where TTUHSC is subcontracting out a portion of the grant to another entity to
perform. Every year TTUHSC must confirm federal and state pass thru’s with other State of Texas entities, so it is
helpful to be aware of these upon execution. If this is answered “Yes”, the department should forward related
details to the responsible accountant.
Other Forms
There are three other forms that are part of the New Fund Request System. None of the information on these
forms populates Banner, they are purely informational.



HSC Foundation Endowment Form – This form allows institutional advancement to provide
the endowment level (Chair, Professorship, Scholarship), the endowment type (Principal,
Term, Quasi), and the endowment owner (TTFI or TTUHSC). This form is required if the new
fund request is for an endowment fund class.
HSC Scholarship Form – This form allows the department or financial aid to provide
information such as the number of annual awards, amount of each award, award selection
criteria, award description, requirements, etc. This form is required if the new fund request
is for a scholarship fund class.
HSC Service Form – This form allows departments to give information related to the new
service department being requested such as the description of the goods or services to be
provided, source of revenue, contact information, billing frequency, billing rates, etc. This
form is required if the new fund request is for a service fund.
Updated February 17, 2015
Attachment A
Fund Class Definitions

10 – Educational and General
o State Appropriated Funds
 General revenue appropriations provided by the Legislature to support general
education operations
 Tuition

10Z – Coordinating Board
o Projects or grants as approved by The Texas Higher Education Coordinating Board, i.e.
Advanced Research Programs (ARPs), funded through appropriations in the state
Treasury.

11Z – HEAF
o Capital expenditures for land, construction, major repair and rehabilitation of buildings,
capital equipment, and library materials
o Appropriations provided by the legislature

12 – Permanent Health Funds
o Programs funded from Permanent Health Funds (Tobacco funds) that benefit medical
research, health education, or treatment programs

12Z – Permanent Health Funds Seed Grants
o Seed grants funded from Permanent Health Funds

13 – Medical Practice Income Plan – MPIP
o Revenue and expenditures related to patient care or other activities of the practice plan

14 – Self Insurance Administrative Funds
o Office of General Counsel administrative and general reserve funds

14Z – Self Insurance Legal/Liability Reserve
o Professional Liability Reserve Funds
 Legal reserve funds
 Liability reserve funds
15 – Nursing Income Plan – NIP
o Revenues and expenditures related to patient care or other activities of the practice
plan


16 – Allied Health Income Plan – AHIP
o Revenues and expenditures related to patient care or other activities of the practice
plan

17 – Pharmacy Income Plan – PIP
Updated February 17, 2015
o
Revenue and expenditures related to patient care or other activities of the practice plan

18 – General Designated
o Resources internally allocated by the governing board or management
 Student fee funds
 Facility and Administrative (Indirect Cost) recovery from sponsored program
funds.

18Z – General Designated Seed Grants
o Seed grants from unrestricted funds

19 – Service Departments
o Ongoing operations that sell products and provide specific services to other TTUHSC
departments
 Lab services

20 – Non-Federal Scholarships
o Scholarships funded from gifts from external sources (including endowment earnings)
o Use is restricted to scholarship expense

20Z – Federal Scholarships
o Pell
o SEOG

21Z – Federal Govt Grants/Contracts
o Includes direct program grants and Federal funds passed to TTUHSC from other agencies
o Use is restricted to conditions agreed upon in the grant/contract

22 – Texas Dept of Criminal Justice – TDCJ
o TDCJ Contracts

22Z – State Govt Grants/Contracts
o Grants or contracts from other State of Texas entities, including state funds passed to
TTUHSC from other agencies
o Use is restricted to conditions agreed upon in the grant/contract

23 – Local Govt Gifts/Earnings Funds
o Gifts or endowment earnings from local government agencies
o Use is restricted to conditions agreed upon in donor correspondence

23Z – Local Govt Grants/Contracts
o Grants or contracts with local government agencies
o Use is restricted to conditions agreed upon in the grant/contract

24 – Private Gifts/Earnings Funds
o Gifts from private agencies, foundations or individuals
 Non-scholarship earnings from endowments
Updated February 17, 2015

Use is restricted to conditions agreed upon in donor correspondence

24Z – Private Grants/Contracts
o Grants or contracts with private entities
o Use is restricted to conditions agreed upon in the grant/contract

30 – Auxiliary Enterprises
o Entity that exists predominantly to furnish goods and services to students, faculty or
staff outside the research and education functions
 Charges a fee directly related to the cost of goods and services
 Traffic and Parking
 Bookstore

40 – Federal Loans
o Federally Funded Loans
 Funds available for loans to students

41 – Institutional Loans
o Non-Federal Loans
 Funds available for loans to students
 Funding provided from internal sources or from private donations

50 – Funds Functioning as Endowments
o Internal resources that TTUHSC, rather than a donor, has determined are to be retained
and managed like an endowment and are approved by the Board of Regents
 Principal and income may be utilized at the discretion of TTUHSC
 Expenditures may be restricted or unrestricted

60 – Permanent Endowments
o External resources that a donor has determined are to be maintained in perpetuity
 Corpus must remain intact
 Earnings from endowment corpus can be expended or reinvested with the
original gift as stipulated by the donor

80 – Student and Other Agency Funds
o Resources held on behalf of external parties
 Used to report resources held by TTUHSC in a purely custodial capacity

85 – TTFI Endowments
o External resources gifted to TTFI that a donor has determined are to be maintained in
perpetuity
 Corpus must remain intact
 Earnings from endowment corpus can be expended or reinvested with the
original gift as stipulated by the donor

9EZ – Unexpended Plant – Perm Hlth Funds
o Used to record expenditures for a project until completion
Updated February 17, 2015
o
Funded from Permanent Health Funds (Tobacco funds)

9FZ – Unexpended Plant - HEAF
o Used to record expenditures for a project until completion
o Funded from HEAF funds

9GZ – Unexpended Plant – Tuition Rev Bonds
o Used to record expenditures for a project until completion
o Funded from Tuition Revenue Bond proceeds

9HZ – Unexpended Plant – Local Funds
o Used to record expenditures for a project until completion
o Funded from internal local funds such as MPIP funds or restricted funds
Updated February 17, 2015
Attachment B
Orgn Structure
First two characters indicate division (except SOM - first character indicates division)
10
11
12
13
17
20
25
26
27
28
30
35
36
40
5
69
President
President (Intl and Multicultural Aff)
Chancellor
Rural and Comm Health
Information Technology
Finance and Admin
Academic Services
Grad School of Biomed Sciences
Research
Grad School of Biomed Sciences (Dept of Public Health)
School of Allied Health Sciences
School of Nursing
Gayle Greve Hunt School of Nursing
School of Pharmacy
School of Medicine
Correctional Managed Health Care
Third character indicates campus (except SOM - second character indicates campus and CMHC campus is not included in hierarchy)
1
2
3
4
5
6
7
Lubbock
Amarillo
El Paso
Odessa
Abilene
Dallas
Midland
Updated February 17, 2015
Attachment C
Program Codes
PROGRAM CODE
10
20
30
35
40
50
60
70
80
90
95
AX
SB
CL
DE
EN
AG
IP
LN
NG
OI
RI
SV
UP
PROGRAM CODE TITLE
Instruction
Research
Public Service
Patient Care
Academic Support
Student Services
Institutional Support
Operation and Maintenance of Plant
Scholarships and Fellowships
E/G Reported as Unexpended Plant
Res Reported as Unexpended Plant
Auxiliary Enterprise Funds
Staff Benefits
Compensable Leave
Depreciation
Endowment Funds
Agency Funds/Independent Operations
Investment in Plant
Loan Funds
Educational and General Income
Other Income
Retirement of Indebtedness
Service Department Funds
Unexpended Plant Funds
Program Code Definitions
Instruction – Includes expenditures for all activities that are part of an institution’s instruction program.
Expenditures for credit and noncredit courses; academic, vocational, and technical instruction; remedial
and tutorial instruction; and regular, special, and extension sessions should be included.
Research – Includes all expenditures for activities specifically organized to produce research, whether
commissioned by an agency external to the institution or separately budgeted by an organizational unit
within the institution. Subject to these conditions, the category includes expenditures for individual
and/or project research as well as that of institutes and research centers.
Public Service – Includes funds expended for activities established primarily to provide non-instructional
services beneficial to individuals and groups external to the institution. Included in this category are
Updated February 17, 2015
conferences, institutes, general advisory services, reference bureaus, radio and television, consulting,
and similar non-instructional services to particular sectors of the community.
Patient Care – Includes funds expended for activities for patient care but not related to instruction. It
includes clinic nurses and clinic support staff.
Academic Support – Includes funds expended to provide support services for the institution’s primary
missions: instruction, research, patient care and public service. It includes the retention, preservation,
and display of educational materials; the provision of services that directly assist the academic functions
of the institution; media such as audio-visual services and technology such as computing support;
academic administration (including academic deans but not department chairpersons) and personnel
development providing administration support and management direction to the three primary
missions; and separately budgeted support for course and curriculum development.
Student Services – Includes funds expended for offices of admissions and the registrar and activities
with the primary purpose of contributing to students’ emotional and physical well-being and
intellectual, cultural, and social development outside the context of the formal instruction program. It
includes expenditures for student activities, cultural events, student newspapers, intramural athletics,
student organizations, counseling and career guidance, student aid administration, and student health
service.
Institutional Support – Includes expenditures for central executive-level activities concerned with
management and long-range planning for the entire institution, such as the governing board, planning
and programming, and legal services; fiscal operations, including the investment office; administrative
data processing; space management; employee personnel and records; logistical activities that provide
procurement, storerooms, safety, security, printing, and transportation services to the institution;
support services to faculty and staff that are not operated as auxiliary enterprises; and activities
concerned with community and alumni relation, including development and fund raising.
Operation and Maintenance of Plant – Includes all expenditures of current operating funds for the
operation and maintenance of the physical plant. It includes all expenditures for operations established
to provide services and maintenance related to grounds and facilities. Also included are utilities, fire
protection, property insurance, and similar items.
Scholarships and Fellowships – Includes expenditures for scholarships and fellowships from current
funds in the form of grants to student, resulting from selection by the institution or from an entitlement
program. The category also includes trainee stipends, prizes, and awards. Trainee stipends awarded to
individuals who are not enrolled in formal course work should be charged to instruction, research, or
public service.
Auxiliary Enterprises – An auxiliary enterprise exists to furnish goods or services to students, faculty, or
staff, and charges a fee directly related to, although not necessarily equal to, the cost of the goods or
services. The distinguishing characteristic of an auxiliary enterprise is that it is managed as an essentially
self-supporting activity. Examples are residence halls, food services, college stores, faculty clubs, faculty
and staff parking, and faculty housing.
Updated February 17, 2015
Attachment D
Fund Numbering and Naming Conventions
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The first digit of the fund number represents the fund category.
1Unrestricted
2Restricted
3Auxiliary
4Loan
5Quasi-Endowment
6Endowment
8Agency
9Unexpended Plant
The second digit of the fund number represents the fund class.
10 E&G
11 HEAF
12 Permanent Health
13 Mpip
14 Medical Practice Liability Plan Admin (Self-Insurance)
15 NIP
16 AHIP
17 PIP
18 General Designated
19 Service Dept
20 Scholarship
21 Federal Government
22 State Government
23 Local Government
24 Private Entity
30 Auxiliary
40 Federal Loan
41 Institutional Loan
50 Quasi-Endowment
60 Endowment
80 Student and Other Organizations
81 TTFI Earnings Funds
82 TTFI Scholarships
83 TTFI Restricted
84 TTFI Unrestricted
85 TTFI Endowment
88 TTPA
89 Funds Held in Trust
9E UNP Permanent Health Fund
9F UNP HEAF
Updated February 17, 2015
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9G UNP TRB
9H UNP Local Funds
The third digit of the fund number represents the campus.
1Lubbock
2Amarillo
3El Paso
4Odessa
5Abilene
6Dallas
The last three digits of the fund number are sequential numbers.
For permanent health funds, the 4th character ties to the bank code for each of the three
appropriations in USAS. The remaining two digits are sequential.
o 7 = Higher Ed Funding (UTIMCO)
o 4 = PHF El Paso
o 0 = PHF Not El Paso
The name given to a new fund should make is easy to understand and identify the purpose of the fund.
Grant fund names should be the title of the grant project. Below are common naming conventions used
for reporting and analyzing:
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CS – Should be placed at the beginning of any new cost share fund name, followed by the
sponsored project’s title so as to match the sponsored project fund’s name. (10, 12, 18)
SD – Should be placed at the beginning of any new internally funded seed grant fund name,
followed by the project’s title. (12Z, 18Z)
CP – Should be placed at the beginning of any new CPRIT grant fund name, followed by the
project’s title. (22Z)
EN – Should be placed at the beginning of any new endowment earnings fund name, followed
by the name of the endowment. (20, 23, 24)
IC – Should be placed at the beginning of any new IDC distribution fund name.
SF – Should be placed at the beginning of any new student fee fund name.
SB – Should be placed at the beginning of any new federal subcontract fund name, where
TTUHSC is subcontracting out a portion of the grant. It should be followed by an abbreviation of
the subcontract entities name, followed by the federal project’s title. (21Z)
CB – Should be placed at the beginning of any new THECB grant fund name, such as
ARP/ATP/FM, followed by the project’s title. (10Z)
GT – Should be placed at the beginning of any new Graduate Tuition fund names. (10Z)
Updated February 17, 2015