14xxxx: University Receivables | Accounting | Duke

I. GENERAL

All receivables of the University (excluding the Health System) from individuals and organizations should be recorded in this series of G/L accounts; however, these receivables should not include amounts due from other departments of the University. This series of G/L accounts also includes related reserve G/L accounts to reflect the net collectible valuation of the receivables.

Specific procedures should be established to provide adequate internal control and to insure that these accounts reflect the net realizable receivables. Refer to GAP 200.035, Accounts Receivable Control Procedures for more information.

II. G/L ACCOUNT DEFINITIONS

140300 DUML Professional Purchases - Valid for: Closed

Represents receivables due to the Duke University Marine Lab from visiting scientists. When scientists are working temporarily at the Marine Lab, expenses may be incurred which the scientist or their home university will later reimburse.

140400 Duke University Athletic Association - Valid for: Univ

Represents receivables due to the Duke University Athletic Association from the sale of athletic tickets, television rights, etc.

140500 Duke University Press: Books - Valid for: Univ

140556 Duke University Press: Books All - Valid for: Univ

140560 Duke University Press: Permissions - Valid for: Univ

140600 Duke University Press: Periodicals - Valid for: Closed

Represents receivables due to the Duke University Press resulting from sales of books and periodicals published under their direction. Closed May 2014

140662 Duke University Press: Journals All - Valid for: Closed

Closed May 2014

140664 Duke University Press: Journals Production - Valid for: Closed

Closed May 2014

140665 Duke University Press: Journals Marketing - Valid for: Closed

Closed May 2014.

140700 Duke Press: Reserve for Doubtful Accounts - Valid for: Univ

Represents a reserve estimate to offset G/L accounts 140500 and 140600 for the doubtful collection of Duke University Press receivables.

140756 Duke University Press: Books All - Valid for: Univ

140760 Duke University Press: Permissions - Valid for: Univ

140762 Duke University Press: Journals All - Valid for: Univ

140764 Duke University Press: Journals Production - Valid for: Univ

140765 Duke University Press: Journals Marketing - Valid for: Univ

140800 Letter of Credit Clearing Code - Valid for: Central Use Only

This G/L is to be used by OSP to record the Letter of Credit draws to the appropriate sponsors. Corporate Cash management will use the G/L account to record the incoming cash related to the Letter of Credit draws. (Opened May 2016)

141000 Accrued Income - Valid for: DUHS, Univ

Represents accrual of income receivable on investments and other sundry income at the end of the fiscal year.

141003 Accrued Income - Valid for: DUHS, Univ

141200 Cash Advances - Valid for: DUHS, Univ

Represents advances to employees on the faculty/staff payroll for travel, living and other expenses to be incurred on approved University related business. When the travel or other expense occurs, the advance will be reimbursed by the cost object charged with the expense.

141201 SAP: Travel Advances - Valid for: DUHS, Univ

141202 Travel Advances - Concur - Valid for: DUHS, Univ

141300 DU Marine Lab Travel Advances - Valid for: Univ

141400 Allowance for Doubtful - Valid for: Univ

This G/L is used to account for an allowance for doubtful accounts for accounts receivable.

141500 Fuqua Executive Education Receivables - Valid for: Univ

Represents receivables due for services rendered to outside sources by the Fuqua Executive Education Programs.

141600 Thomas Center Receivables - Valid for: Univ

Represents receivables due to Duke University resulting from services provided by the R. David Thomas Executive Education Center.

141700 Alumni & Development Records Holding Account For Credit Card Gifts Receivables - Valid for: Closed

Represents a clearing account for gifts made by credit cards. When funds are received from the credit card company they are recorded into this account.

141800 ADR Holding Account - Valid for: Univ

E-check Gifts receivable

141801 Alumni & Development Records E-Check account (CRM) - Valid for: Univ

141802 Paypal Gift Transactions - Valid for: Univ

142000 Outside Credit Card Processor Gift Deposits - Valid for: Univ

This G/L account should be used to reflect credit card receivable related to credit card deposits from outside processors for gifts.

142100 Contributions Receivable - Valid for: External Reporting Only

Represents pledges from donors to give cash or other financial assets to the university.

142103 Contributions Receivable - Valid for: External Reporting Only

142200 Contributions Receivable Allowance - Valid for: External Reporting Only

Represents an estimated allowance for uncollectable pledges.

142203 Contributions Receivable Allowance - External Reporting Only - Valid for: External Reporting Only

142300 Contributions Receivable Discount - Valid for: External Reporting Only

Represents the discount to present value on pledges that are not receivable for more than one year.

142303 Contributions Receivable Discount - External Reporting Only - Valid for: External Reporting Only

142400 Contributions Receivable: Long Term - Valid for: DUHS

142403 Contributions Receivable: Long Term - Valid for: DUHS

Postings to this G/L account require a profit center.

142500 Long-Term Disability Assets - Valid for: External Reporting Only

Represents assets being held externally to fund the self-insured long-term disability plan.

143100 Golf Course Student Flex Card Purchases - Valid for: Univ

Represents receivables from the Duke Card Office for student purchases at the golf course. The receivable should be cleared at each month end.

143200 House Staff: Advances - Valid for: Closed

Represents July salary advances to new house staff.

143300 Pickens Family Practice - Valid for: Closed

Represents receivables for services rendered to patients of the Pickens Family Practice.

143400 Reserve for Doubtful Accounts: Pickens - Valid for: Closed

143700 Occupational Medicine Clinics Receivables - Valid for: Univ

Represents receivables for services rendered to patients of the Occupational Medicine Clinics.

143800 Reserve for Doubtful Accounts: Occupational Medicine Clinics - Valid for: Univ

Represents a reserve established as an offset to G/L account 143700, for Occupational Medicine Clinics receivables doubtful of collection.

143900 Golf Course: Hotel Account - Valid for: Univ

Represents receivables due to the golf course resulting from merchandise sales.

144000 Reserve for Bad Debts: Marine Lab - Valid for: Closed

Represents a reserve established as an offset to G/L account 144700 from Marine Lab Receivables doubtful of collection.

144100 School of Medicine Educational Services Receivables - Valid for: Univ

Represents receivables for services rendered to outside sources by Duke University School of Medicine Educational Media Services.

144200 Dining/Stores Prepaid Deposit Account - Valid for: Univ

Represents receivables for deposits on beer and wine made by Duke University Food Services.

144300 Dining Services Receivables: Faculty - Valid for: Closed

Represents receivables due to the Duke University Dining Halls resulting from food sales to faculty. (Closed Jun 2016)

144301 Faculty Charge Accounts Receivable - Valid for: Univ

Represents receivables due to the Duke University Dining Halls resulting from food sales to faculty. (created 11/2014)

144302 Duke Stores Hospital Gift Shop Accounts Receivable - Valid for: Univ

Represents purchases paid using payroll deduction tender for the Pink Smock Duke Clinics Gift Shops pending collection during the next payroll cycle. (Created 05/2016)

144400 Stores A/P Check Request Clearing - Valid for: Univ

Represents a clearing account used to process store sales refunds to customers.

144401 Prepaid Washtub Mail Orders - Valid for: Univ

144402 Computer Store Delivery - Valid for: Univ

To track computer deliveries. G/L to be debited when computer leaves warehouse for delivery to customer; credited when computer has been delivered and sale is rung in Computer Store register.

144500 Duke Diet and Fitness Center Receivables - Valid for: Closed

Represents receivables for services rendered to patients of the Diet and Fitness Center.

144502 DIM Accounts Receivable - Valid for: DUHS

Represents receivables related specifically to Duke Integrative Medicine.

144503 DHFC Accounts Receivable - Valid for: Univ, DUHS

This G/L account will be used to differentiate accounts receivable specifically related to Duke Health and Fitness Center.

144600 Reserve for Doubtful Accounts: Duke Diet and Fitness Center - Valid for: Univ

Represents a reserve established as an offset to G/L account 144500, for Duke Diet and Fitness Center receivables doubtful of collection.

144700 Marine Laboratory Receivables - Valid for: Univ

Represents receivables for living accommodations, laboratory, boat rentals and other items at the Marine Laboratory.

144701 Duke University Marine Lab: Hatteras Receivables - Valid for: Closed

Separate the accounts receivables for the Hatteras Grant from the operational receivables for the Duke University Marine Lab.

144800 Materials Management Consignment Inventory - Valid for: Closed

144900 Payroll Advances - Valid for: DUHS, Univ

Represents receivables for salary advances to personnel on the faculty/staff payroll and the biweekly payroll. These advances may be approved for emergency situations only by the Vice President and Corporate Controller, or by the Treasurer of the University. The authorization for payroll advance form is used for such salary advances.

145000 Materials Management Baxter Institutional Sales Receivables - Valid for: DUHS

Represents receivable from Baxter for Abbott inventory items carried by Baxter for Duke's stockless inventory system.

145100 Materials Management Inter-Institutional Inventory Sales A/R - Valid for: DUHS

Represents receivables for inventory items purchased from Materials Management by anyone other than a Duke department. Examples of outside purchasers would be other hospitals, doctors, and veterinarians.

145200 Reserve for Doubtful Accounts: Student Ledger - Valid for: Closed

145300 Reserve for Doubtful Accounts: Student Ledger - Valid for: Closed

145400 Manual Use Tax Receivable - Valid for: All

145500 Returned Check Clearing - Valid for: DUHS, Univ

Represents receivables for bad checks which have been returned to the University, but have not been charged back to the receiving department yet.

145600 Divinity Events Management - Valid for: Univ

Represents receivables due to Divinity Event Management and Support Services resulting from services provided by the Divinity Events Management & Support Services department.

145601 Divinity Events Management - Accounts Receivable - Valid for: Univ

Represents receivables of checks and cash due to Divinity Event Management and Support Services resulting from services provided by the Divinity Events Management & Support Services department.

145602 Divinity Events Management - Accounts Receivable - Valid for: Univ

Represents receivables of credit cards due to Divinity Event Management and Support Services resulting from services provided by the Divinity Events Management & Support Services department.

145800 Auxiliaries Finance Office Accounts Receivable - Valid for: DUHS, Univ

Represents receivables due to the sale of goods and services by the University's retail stores and other Auxiliary Services operations.

145801 Auxiliaries Finance Office Accounts Receivable - Valid for: Closed

Auxiliaries Finance Office Accts Recv-Credit Cards

145802 Auxiliary Finance Office - Accounts Receivable - Valid for: Univ

145803 Auxiliary Finance Office - Accounts Receivable - Credit Cards - Valid for: Univ

145805 Stores Revenue - Tender Variance Clearing - Valid for: Univ

145806 Stores Tender Clearing - Valid for: Univ

145807 DukeCard SV-POS-Fee Variance - Valid for: Univ

created 1/15

145808 Dining Services - Credit Card Clearing - Valid for: Univ

145809 Dining Services - IRI Clearing - Valid for: Univ

145810 Internal Charge Tender Clearing - Valid for: Univ

145820 Continuing Studies Credit Card Clearing - Valid for: Univ

145822 Textbook Rental Clearing - Valid for: Closed

Used to track receivables due to Duke from textbook rental service companies.

145900 Events Management: Accounts Receivable - Valid for: Univ

Represents receivable due to Events Management resulting from services provided by Events Management Department.

145901 Event Management: Accounts Receivable - Valid for: Univ

Represents receivable due to Events Management resulting from services.

145902 Event Management: Page Box Office - Valid for: Closed

Represents receivable due to Events Management resulting from services.

145910 Marine Lab Auxiliaries: Accounts Receivable - Valid for: Univ

For Event Management to use to book and track receivable for Marine Lab Auxiliaries.

146000 Sales Tax Receivable - Valid for: DUHS, Univ

Represents the receivables for use taxes paid to the state under the regulations of North Carolina Sales and Use Tax laws which are refundable under the University's educational exemption.

146010 Sales Tax Receivable - ET&R-Other Counties - Valid for: Closed

Represents the receivable for NC sales tax paid to a vendor for purchases made outside of Durham County which are refundable by the State of NC due to the University's and DUHS's charitable exemptions. For purchases processed by Employee Travel & Reimbursement. (added 8/2014) (closed 12/2014)

146100 Sales Tax Receivable: ET&R and Corporate Card - Valid for: Univ, DUHS, Duke Global

Represents the receivable for NC sales tax paid to a vendor which is refundable by the State of NC due to the University's and DUHS's charitable exemptions. For Duke University's Employee Travel & Reimbursement and Corporate Card purchases. (edited 8/2014) (edited 12/2014)

146110 Sales Tax Receivable: ET&R and Corporate Card - Other Counties - Valid for: Univ, DUHS

Represents the receivable for NC Sales Tax paid to a vendor for purchases made outside of Durham County which is refundable by the State of NC due to the University's and DUHS' charitable exemptions. For reimbursements processed by Employee Travel & Reimbursement and Corporate Card purchases. (created 12/2014)

146200 N. C. Use Tax Receivable - Valid for: SAP Use Only

146300 N. C. Sales Tax: Health Systems Corporate Card - Valid for: Closed

Represents the receivable for use taxes paid to the state under regulations of North Carolina Sales and Use Tax laws which are refundable under the University's Educational exemption, for Health Systems' corporate card purchases. (Closed 11/2014 - all activity moved to 146100)

146500 Student Telephone Service Receivables - Valid for: Closed

Represents receivables from students resulting from charges for telephone services.

146510 Student Telcom Receivables - Valid for: Closed

146520 Contractor Telcom Receivables - Valid for: Univ

146530 Monthly Charges Telcom Receivables - Valid for: Univ

146600 Student Receivables - Valid for: DUHS, Univ

Represents receivables from students resulting from charges for tuition, room, board and other fees associated with enrollment in degree or other related programs at Duke University.

146601 Tuition Management System Receivables - Valid for: Univ

146602 Student Returned Checks - Valid for: Univ

To record the returned checks posted to students' Bursar accounts to the General Ledger.

146603 Student E-Payments: Holding - Valid for: Univ

To control and balance the recording of e-payments to student accounts.

146604 Bursar / SLO Accounts - Valid for: Closed

This G/L account is used to represent past due amounts from Bursar accounts that have been submitted to the Loan Office for collection.

146605 Student Lock Box - Wells Fargo - Valid for: Univ, Bursar's Office Only

The Bursar's Office will be accepting student account payments at a lock box with Wells Fargo.

146606 Fuqua Advance Deposits - Slate - Valid for: Univ

Student advance deposits via Slate.

146607 Student Receivables Adjustements - Valid for: Univ

This GL account is used to post adjustments to student receivables balances.

146620 Third Party Clearing - Valid for: Univ

To facilitate billing third party sponsors for student tuition and fees.

146630 Third Party Receivable - Valid for: Univ

To facilitate billing third party sponsors for student tuition and fees

146661 Graduate Certificate Programs Clearing Account - Valid for: Univ

146700 Reserve for Doubtful Accounts: Student Ledger - Valid for: Univ

146800 Reserve for Doubtful Accounts: Student Phone Service - Valid for: Univ

Represents a reserve established as an offset to G/L account 146520, for Contractor Telcom receivables doubtful of collection.

146900 Reserve for Doubtful Accounts: Student Ledger - Valid for: Closed

147000 Computer Sales Interest - Valid for: Univ

Represents interest income receivable resulting from computer sales.

147100 Short Term Lease Receivable - Valid for: DUHS

This G/L is used to account for lease receivables due in less than a year.

147101 Long Term Lease Receivable - Valid for: DUHS

This G/L is used to account for lease receivable that are due in over a year.

147300 Telephone Excise Tax Receivable - Valid for: DUHS, Univ

147400 Reserve for Doubtful Accounts: Student Ledger - Valid for: Closed

147500 Reserve for Doubtful Accounts: Student Ledger - Valid for: Closed

147600 Reserve for Doubtful Accounts: Student Ledger - Valid for: Closed

147700 Taxes Receivable - Valid for: Univ

Represents a receivable clearing account used by Accounting Systems Administration only.

147800 N.C. Legislative Tuition Grant (NCLTG) - Valid for: Univ

Represents receivable for grants awarded to undergraduates who qualify and are North Carolina residents.

147900 Other Accounts Receivable - Valid for: All

Represents other receivables due to the University for which a specific account has not been established.

147901 Accounts Receivable Clearing - Valid for: Univ, Treasury Operations

Used by Treasury to clear paymnents received against accounts receivable for billings.

147902 House Staff Receivable - Valid for: DUHS

147903 Other Accounts Receivable - Valid for: DUHS

147904 Premium Receivable - Valid for: DUHS

147905 Due From The PDC: A/R Receipts - Valid for: DUHS

147906 Accounts Receivable Credit Card Companies - Valid for: DUHS

147907 Contractual Receivable - Valid for: DUHS

147908 Valuation Allowance - Valid for: DUHS

147909 Due from Durham Casualty Company - Valid for: DUHS

147910 A/R: Unbilled Revenue (DCRI) - Valid for: Univ

To move DCRI accrued income (141000) balance to separate account to maintain integrity of accrued income to investment accounting.

147911 Sponsored Programs Receivable - Valid for: Sponsored Programs Only

To systematically accrue receivables on sponsored programs.

147912 Duke Cancer Institute Receivables - Valid for: DH, DRH, DHRH

This G/L is used to track cash receipts from the PDC in associate with and under contractual obligation for the Duke Cancer Institute.

147913 Accounts Receivable - Inactive Employee Benefit Accounting - Valid for: Univ

147914 A/R - DCRI - Valid for: All

147915 A/R - Sponsored Programs - Valid for: Univ, DUHS

This account is used to record sponsored programs accounts receivable activity.

147916 A/R - General - Valid for: Univ

To record accounts receivable related to general customers.

147917 AR - Active Employee Benefit Accounting - Valid for: Univ

This account is used by Payroll and AR with the "Out of Balance" programming related to the Dental and Health Plans through the AR module.

147918 Acct Rec Corp Cash Mgnt - Valid for: Univ

Represents receivables related to Corporate Cash Management activity.

147919 AR - Core Research - Valid for: Univ

To record all the accounts receivable for the Core Research units.

147920 AR - Clinical Trials - Valid for: Univ

To record accounts receivable for OnCore system clinical trials activity

147940 Accounts Receivable - Customer Refunds Clearing - Valid for: Univ, Treasury Operations

Used as a clearing account to transfer credit balances off of customer accounts for refunds to customers via an A/P check request. The A/P check request will post to this account to clear the transaction.

147950 Accounts Receivable - US Treasury Offsets - Valid for: Central Use Only

Clearing account used for federal government payments less than the full amount owed to Duke due to an offset of a debt owed by Duke to the US Treasury. The account is used to relieve receivable balances in full at the time of payment receipt. Once the department owing the debt is identified, the expense will be transferred to their appropriate code.

147960 Accounts Receivable Unidentified Cash Clearing - Valid for: Univ, Treasury Operations

Account used as a clearing account for unidentified cash payments received by the Accounts Receivable department.

148000 Reserve for Doubtful Accounts: DCRI - Valid for: Univ

To record and appropriate allowance for doubtful accounts (offsets 147910-DCRI A/R).

148100 Due From Current Unrestricted Funds - Valid for: DHRH, Univ, DUHS

148103 Due From Current Unrestricted Fund - Valid for: Closed

148200 Due From Pooled Investment Funds - Valid for: DUHS, Univ

148300 Due From Current Restricted Funds - Valid for: DUHS, Univ

148500 Due From Loan Funds - Valid for: DUHS

148600 Due From Endowment Funds - Valid for: DUHS, Univ

148700 Due From Plant Funds - Valid for: DUHS, Univ

148703 Due From Plant Funds - Valid for: DUHS, Univ

Postings to this G/L account require a profit center.

148800 Due From Agency Funds - Valid for: DUHS, Univ

148900 Internal Loans: Receivable - Valid for: Univ

The offset to G/L account for Internal Loan Payable (228900).

149200 Salary Overpayment Receivable - Valid for: DUHS, Univ

This receivable contains the balance due from employees for all salary overpayments. It is debited when summary of earnings is adjusted and credited by employees' payments in the form of cash, personal check or payroll deduction.

149300 Student Loans Receivable (Notes) - Valid for: DUHS, Univ

Represents unpaid balances of student loan notes receivable.

149301 Student Loans Institutional Loan Fees Receivable - Valid for: Univ

This account represents fees owed by students charged on their institutional loans.

149500 Institutional Loan: Bad Debt Reserve - Valid for: DUHS, Univ

Represents a reserve established, as an offset to G/L account 149800, for loans doubtful of collection to reflect appropriately their net collectible value.

149800 Other Notes Receivable - Valid for: DUHS, Univ

Represents unpaid balances of other notes due to the University for which a specific account has not been established in this series.

149801 Other Notes Receivable: Payroll - Valid for: Univ

149802 Southside Forgivable Loan Program - Valid for: Treasury Operations

This G/L account is used to track forgivable loans from the Southside Forgivable Loan Program.\r\n(added 9/2014)

149803 Other Notes Receivable (Hospital) - Valid for: DUHS

149850 Other Notes Receivable - Joint Venture - Valid for: Duke Global

Represents unpaid balance of specific joint venture note.

149900 FICA Receivable - Valid for: DUHS

Represents FICA taxes owed to the University by its employees.