32xxxx: Gifts, Grants and Contract Payments

Search G/L Accts:

I. GENERAL

All gifts, grants, and contract payments received by Duke University or its affiliated support corporations should be recorded using a G/L account in this series.  "Gifts" can include currency, marketable securities, real or personal properties, trusts, pooled income funds, gift annuities, and insurance policies & bequests.

Gifts may be unrestricted or restricted, expendable or non-expendable, depending on the terms specified by the donor making the contribution. Grants and contracts are expendable and restricted for the support of specific programs or projects. Because the University is required to use the funds according to the terms of the donors and granting or contracting organizations, extreme care should be taken in selecting the appropriate fund and G/L account.

Departments do not have to select the G/L account when depositing gifts, grants and contract payments. For guidelines on Deposits to the University refer to GAP 200.026, Deposits to the University.

Only Alumni & Development Records (ADR) and the Bursar’s Office (Bur) will have the ability to directly post entries to gift and non-governmental grant general ledger account codes.

II. DEFINITIONS OF TERMS

The intended meaning of certain terms within this procedure is defined below:

Gift: An unconditional contribution received by the University for either unrestricted or restricted use in the operation of the University, and for which the University has made no commitment of resources or services, other than possible agreement to the designation of the use of the gift by the donor. The contribution is a nonreciprocal transfer; therefore the University has no obligation to report results to the donor, or to provide them with a financial accounting of the usage.
Grant: Refers to revenues received by the University for the support of University programs and projects.  Grants normally fall into two categories.
Non-specific grants: Those received by the University in support of specific programs or projects, but which did not result from a specific grant proposal. No specific resources or services are committed, and no accounting for the use of the funds is required.
Specific grants: Those received by the University resulting from approved grant proposals for specific programs and projects. The University commits resources or services as a condition of the grant; the grantor may require an accounting of the use of funds and reporting of results.
Clinical Trial:

An organized medical study of a new or existing drug, medical device or biological treatment on human subjects, for the purpose of identifying the potential beneficial effect on treating human illness and/or determining safety and efficacy.  In order for a grant or contract to be considered a Clinical Trial, the following aspects must all be true:

  1. Testing a device, drug or biological compound on human subjects.
  2. Has a protocol reviewed and approved by the Institutional Review Board (IRB).
  3. Focuses on clinical pharmacological, pharmacokinetic and/or other pharmacodynamic effects and/or seeks to identify the agent's safety and efficacy.
Contract: An agreement between the University and another entity to provide an economic benefit for compensation paid.  The agreement is binding and creates a quid pro quo relationship between the University and the entity.

Expendable:

Refers to gifts, grants and contracts, which are given to the University to be spent.

Non-Expendable:

Refers to gifts or bequests, which are given to the University to establish or increase endowment funds. These gifts can not be spent. Only the income earned on the gift can be spent.

Unrestricted:

Refers to gifts or bequests to the University where the donors have not specified how the gift or bequest is to be used.

Restricted:

Refers to gifts or bequests to the University where the donors have specified that the gift is to be used to support specific programs or projects.

Only Alumni & Development Records (ADR) and the Bursar’s Office (Bur) will have the ability to directly post entries to gift and non-governmental grant general ledger account codes.

III. G/L ACCOUNT DEFINITIONS

A. The Duke Endowment

Represents unrestricted and restricted gifts and grants received from The Duke Endowment.

321200 Duke Endowment: Expendable Gifts (Valid For: ADR, BUR)
321300 Duke Endowment: Nonexpendable Gifts (Valid For: ADR, BUR)

B. Ecclesiastical

Represents unrestricted or restricted gifts received from churches and religious groups. 

322200 Churches: Expendable Gifts (Valid For: ADR, BUR)
322300 Churches: Nonexpendable Gifts (Valid For: ADR, BUR)
322600 Religious Groups: Expendable Gifts (Valid For: ADR, BUR)

C. Foundations

Represents unrestricted or restricted gifts, grants and contracts received from foundations.

323200 Foundations: Expendable Gifts (Valid For: ADR, BUR)
323300 Foundations: Nonexpendable Gifts (Valid For: ADR, BUR)
323400 Foundations: Grants (Valid For: ADR, BUR)
323405 Nongovernmental Projects (Valid For: Sponsored Programs Only)
Used to record revenue from nongovernmental sponsored programs processed through the Accounts Receivable module in SAP.
323500 Foundations: Contract Payments (Valid For: DUHS, Univ)
323600 Foundations: Clinical Trials Grants (Valid For: Univ)
323900 Foundations: Parent / Sub Distribution (Valid For: ADR, Univ)

D. Government

These General Ledger accounts represent expendable grants and contracts received from federal, state, and other governmental agencies.

324000 Federal: Clinical Trials Grants (Valid For: Univ)
324100 Federal: Clinical Trials Contracts (Valid For: DUHS, Univ)
324200 Federal: Grants (Valid For: DUHS, Univ)
324201 Revenue from LOC Draws Fed Grants (Valid For: Sponsored Programs Only)
Revenue received from certain letter of credit draws.  Will be used to reconcile the federal cash transaction report.
324205 Federal Projects (Valid For: Sponsored Programs Only)
Used to record revenue from Federally funded sponsored programs processed through the Account Receivable module in SAP R/3.
324300 Federal: Contract Payments (Valid For: DUHS, Univ)
324301 Revenue from LOC Draws Fed Grants (Valid For: Sponsored Programs Only)
Revenue received from letter of credit draws. Will be used to reconcile the federal cash transaction report.
324400 State: Grants (Valid For: DUHS, Univ)
324405 State & Other Govt Projects (Valid For: Sponsored Programs Only)
Used to record revenue from state and other government sponsored programs processed through the Accounts Receivable module in SAP.
324500 State: Contract Payments (Valid For: DUHS, Univ)
324600 Other Governmental: Grants (Valid For: DUHS, Univ)
324605 Other Governmental Projects (Valid For: Sponsored Programs Only)
Used to record revenue from municipal and other governmental (non-federal or non-state) sponsored programs processed through the Accounts Receivable module in SAP.
324700 Other Governmental: Contract Payments (Valid For: DUHS, Univ)
324800 State: Clinical Trials Grants (Valid For: Univ)
324900 State: Clinical Trials Contracts (Valid For: DUHS, Univ)

E. Individuals

Represents unrestricted or restricted gifts received from alumni and other individuals.

325200 Alumni: Expendable Gifts (Valid For: ADR, BUR)
325300 Alumni: Nonexpendable Gifts (Valid For: ADR, BUR)
325600 Non-Alumni: Expendable Gifts (Valid For: ADR, BUR)
325700 Non-Alumni: Nonexpendable Gifts (Valid For: ADR, BUR)

F. Industry

Represents unrestricted or restricted gifts, grants and contracts received from industry.

326200 Industry: Expendable Gifts (Valid For: ADR, BUR)
326300 Industry: Nonexpendable Gifts (Valid For: ADR, BUR)
326400 Industry: Grants (Valid For: ADR, BUR)
326500 Industry: Contract Payments (Valid For: ADR, BUR)
326600 Industry: Clinical Trials Grants (Valid For: DUHS, Univ)
326650 Industry - Clinical Trials - Receivable (Valid For: Univ)
326700 Industry: Clinical Trials Contracts (Valid For: Univ)
326900 Private Sponsored Program Receivable (Valid For: Sponsored Programs Only)
To systematically accrue private source receivables to various project codes.

G. Testamentary Trusts

Represents unrestricted or restricted bequests to create a Trust by alumni and other individuals.

327200 Testamentary Trust Alumni: Expendable Gifts (Valid For: ADR, BUR)
327300 Testamentary Trust Alumni: Nonexpendable Gifts (Valid For: ADR, BUR)
327600 Testamentary Trust Non-Alumni: Expendable Gifts (Valid For: ADR, BUR)
327700 Testamentary Trust Non-Alumni: Nonexpendable Gifts (Valid For: ADR, BUR)

H. Other Voluntary Sources

Represents unrestricted or restricted gift, grants and contracts received from any group not covered in the above definitions.   

328100 Hospice Operating Gifts (Valid For: DUHS)
328200 Other Voluntary Sources: Expendable Gifts (Valid For: ADR, BUR)
328300 Other Voluntary Sources: Nonexpendable Gifts (Valid For: ADR, BUR)
328400 Other Voluntary Sources: Grants (Valid For: ADR, BUR)
328500 Other Voluntary Sources: Contracts (Valid For: DUHS, Univ)
328600 Other Voluntary Sources: Clinical Trials Grants (Valid For: Univ)
328700 Other Voluntary Sources: Clinical Trials Contracts (Valid For: Univ)

I. Other

320000 Contribution/Pledge Revenue (Valid For: Univ)
Represents contributions/pledges promised but not yet received.
320001 Contribution from DUHS (Valid For: Univ, DUHS)
This G/L account should be used to track DUHS community goods contributions.
320002 Contribution / Pledge Revenue - CRM (Valid For: All)
Represents contributions/pledges recorded through CRM postings.
320010 Contributions: Non-Operating (Valid For: Univ, DUHS)
To record expendable pledged revenue from foundation based on pledge documentation (prior to receiving cash payment)
320200 Gifts Awaiting Designation (Valid For: ADR)
This general ledger account is used to track gifts that have not yet been assigned a designated purpose by the donor. They will assigned an appropriate gift or grant general ledger account code when a determination is made.
329000 Unreported Gifts Clearing Account (Valid For: ADR, BUR)
This general ledger account represents a clearing account for the temporary placement of gifts prior to final gift G/L account assignment.
329200 Trust Suspense (Valid For: DUHS, Univ)
These General Ledger accounts represent clearing accounts for the temporary placement of Trust gifts prior to final gift G/L account assignment.
329400 Other Grants - Private Sources (Valid For: Univ)
Used to account for revenue on other grants from private sources.
329500 Hospice Operating Gifts: Expendable (Valid For: DUHS)
To transfer hospice funds from non-operating to operating income (to be rolled up in non-operating income)
329800 Federal/State Sponsored Program Receivable (Valid For: Sponsored Programs Only)
To systematically accrue federal and state receivables to various project codes.
329900 Grants/Contracts Dummy Revenue Code (Valid For: )