General Accounting

The Office of Financial Services serves the VSU community by providing financial services to students, faculty and staff.  Our mission is to provide accurate and efficient accounting and related financial services to the University in compliance with all Federal/State laws and the University System of Georgia policies.

Chart of Accounts (Account Number Structure)

Setting up a new Account/Department/Project

The University can create its own Accounts, Departments or Projects within limits set by the University System of Georgia.  New accounts, departments or projects are set up after requests are received by the Office of Financial Services and it has been determined that one is necessary. Please refer to the Budget Services web pages for Procedures Governing the Creation and Maintenance of the University Departmental Budgets.

New Expense Accounts for Fiscal Year 2010 (July 1, 2009)

Cash and Deposit Procedures

Agency Funds

The Board of Regents Business Procedures Manual (BPM) defines an Agency Fund as a fund that is used to account for the resources held by an institution as custodian or fiscal agent for individual students, faculty, staff members, or other organizations.  Before an agency account is set up, the Director of Accounting must determine that the activity should be accounted for as an agency account and not through other funds.  Persons wanting an agency account must contact the Director of Accounting in the Office of Financial Services.

Joint Staffing (Dual Compensation between USG Institutions)

Joint staffing is the utilization of faculty/personnel by more than one USG institution.  If Valdosta State University wishes to hire an employee from another USG institution for a semester, a Dual Compensation form must be completed in its entirety.  If the individual is a member of Faculty the form should be forwarded to the Division of Academic Affairs.  All others should be forwarded to the Director of Accounting in the Office of Financial Services. 

Conversely, if a VSU employee is hired out by another USG institution, a copy of the institutions Dual Comp form must be forwarded to the Director of Accounting so that the hiring institution can be billed upon completion of the employee’s services unless the employee was paid as a consultant.

Endowments

The Office of Financial Services accounts for several endowments, a list of which can be viewed on the Endowment Scholarship Request Form.  All others endowments are handled by the VSU Foundation.

Statements of spendable amounts for the upcoming fiscal year (Fall and Spring semesters) are mailed out in February to each department responsible for awarding/spending the funds.

Investments (Gifts and Donations)

The University can directly accept gifts and donations for amounts not exceeding $100,000.  The Board of Regents will accept on behalf of Valdosta State University any donations of $100,000 or more.

Here are some forms you might need:

If you have any questions please email Antolina Pilgrim at anedwards@valdosta.edu or Shana Yorkey at smyorkey@valdosta.edu or call us at (229) 333-5708.