FY2016 Changes in Institutional Accounts (IACT's)

July 2015

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What has changed?

IACT

Details of change

1

Separated undergraduate assistantship salaries & fringe costs for RA's versus TA's.

(Effective 7/1/14)

5047 - Undergrad Asstships RA

This IACT was previously used for both RA and TA undergraduate assistantships.  It is now to be used only for RA's (rank code FR18) . 

5147 - Frng Bfts Undergrad Asst RA

This IACT was previously used for both RA and TA fringe benefits.  It is now to be used only for fringe benefits associated with 5047 - Undergrad Asstships RA.

5037 - Undergrad Asstships TA

This is a new IACT to be used for only TA undergraduate assistantships.  It is to be used only for TA's (rank code FT18) . 

5137 - Frng Bfts Undergrad Asst TA

This is a new IACT to be used only for fringe benefits associated with 5037 - Undergrad Asstships TA.

2

Changed job codes which can be mapped to IACT 5055.

(Effective 7/1/15)

5055 - FellowAssoc

Only for use with job codes FF16 & FF20.

3

Removed IACT 5060.

(Effective 7/1/15)

5060 - Fellow Phys

No longer used.

4

Changed job codes which can be mapped to IACTs 5204 & 5304 & placed restrictions on charging to funds 500/510.

(Effective 7/1/15)

5204 - GME Res, Fellow Assoc&Phys Sal

Job codes PZ25, PZ26, PZ29, PZ31-32, PZ35, PZ41, PZ42, PZ51-58, and PZ81-88.  Also, this account is no longer allowed on funds 500/510.

5304 - Fringe Benefits GME Res, Fellow Assoc&Phys

All benefits associated with 5204 - GME Res, Fellow Assoc&Phys Sal.  Also, this account is no longer allowed on funds 500/510.

5

Added 2 new IACTs for Fellow Physicians salary & fringe

(Effective 7/1/15)

5205 - Fellow Physicians Salaries

This is a new IACT to be used with job codes PZ19, PZ61-PZ68, PZ71-PZ78, PZ91-PZ92.  Graduate Medical Education Fellow Physicians, Accredited & Non-accredited.

5305 - Fringe Benefits Fellow Physicians

This is a new IACT to be used only for fringe benefits associated with 5205 - Fellow Physicians Salaries.

6

Separated graduate RA/TA tution costs versus mandatory fees into two different IACT's.

(Effective 7/1/15)

6350 - Grad RA/TA Tuition Costs

Previously IACT 6350 included the cost of Grad RA/TA Tution and Fees.  The new definition requires that only the cost of Grad RA/TA tuition only be charged to this IACT:

"Cost of tuition for all graduate student RAs and TAs regardless of whether they are covered by the COGS agreement or not. Cost can be charged to any funding source that permits these costs. (Can be used with any Function except 80)"

6360 - Grad RA/TA Mandatory Fees Cost

This is a new IACT and requires that only the cost of Grad RA/TA mandatory fees only be charged to this IACT:

"Cost of mandatory fees for all graduate student RAs and TAs regardless of whether they are covered by the COGS agreement or not. Cost can be charged to any funding source that permits these costs. (Can be used with any Function except 80)"

7

Expanded the IACT descriptions

6125 - Food For Instruction and Rsrch

We've expanded the definition to be more descriptive of its intended usage:

Food items purchased for instructional use in educational programs or courses, or for research studies either involving research subjects/patients under the study or where specifically approved as part of the project activity.  For meals and refreshments provided to university employees or external participants see 6135 or 6137. 
 
Food items purchased to be used in laboratories as a “supply” should use institutional account 6115.  Allowed on sponsored projects (funds 500/510).

6135 - Foodstuffs Not For Resale

We've expanded the definition to be more descriptive of its intended usage:

Food, beverages, and if applicable preparation and stores overhead costs associated with meals prepared for consumption at University sponsored activities or events, either on or off campus.  For food purchased for resale inventory use institutional accounts 6600 or 6605.  Some examples of sponsored activities or events include (but are not limited to):

     • Residence Services
     • Athletic Training Table
     • Campus Cafeterias
     • University Hospitals and Clinics
    • IMU Food Services
     • University Center for Conferences
     • Summer Camps and Clinic

Not allowed on sponsored projects (funds 500/510).

6137 - Food and Beverages

We've expanded the definition to be more descriptive of its intended usage:

Meals and refreshments provided during formal business meetings and other campus wide events that have a direct business purpose.  These could include (but are not limited to):
a. Recruitment
b. Meetings or events that must occur during a recognized meal time
c. Employee or student appreciation events

Rarely allowed on federal sponsored projects (fund 510).

8

Clarified criteria for distinguishing taxable, nontaxable, and interdepartmental sales.

Emphasized sales to Agency Funds (950-989) are not interdepartmental.

All IACT's within the range of 4200-4999


Sales and services may be taxable, nontaxable, and inter-departmental. Taxable sales are activities for which an admission fee is charged, including athletic events, theater, concerts, student organization activities, and others. The University also collects sales tax on sales of goods, food, and services which are available to the general public. (Operations Manual Part V., Chapter 10) Nontaxable sales are from goods and services rendered in fulfilling the University's purpose as an educational institution. Interdepartmental sales are sales between University of Iowa departments. For accounting and financial reporting purposes, Agency organizations using Agency Funds (e.g., 950, 980) are not included as a University of Iowa department, therefore, goods and services rendered to Agency organizations should not be recorded as inter-departmental sales. Sales to Agency organizations must be recorded using the taxable or nontaxable revenue institutional accounts.