BAINBRIDGE STATE COLLEGE
BAINBRIDGE, GEORGIA
MANAGEMENT REPORT FOR FISCAL YEAR ENDED JUNE 30, 2013
A Member Institution of the University System of Georgia
Georgia Department of Audits and Accounts Greg S. Griffin State Auditor

BAINBRIDGE STATE COLLEGE - TABLE OF CONTENTS -

SECTION I
FINANCIAL
LETTER OF TRANSMITTAL
SELECTED FINANCIAL INFORMATION
EXHIBITS
A STATEMENT OF NET POSITION - (GAAP BASIS)
B STATEMENT OF REVENUES, EXPENSES AND CHANGES IN NET POSITION (GAAP BASIS)
C STATEMENT OF CASH FLOWS - (GAAP BASIS)
D SELECTED FINANCIAL NOTES
SUPPLEMENTARY INFORMATION
SCHEDULES
1 BALANCE SHEET - (STATUTORY BASIS) BUDGET FUND 2 SUMMARY BUDGET COMPARISON AND SURPLUS ANALYSIS REPORT
(STATUTORY BASIS) BUDGET FUND 3 STATEMENT OF FUNDS AVAILABLE AND EXPENDITURES COMPARED TO BUDGET
BY PROGRAM AND FUNDING SOURCE (STATUTORY BASIS) BUDGET FUND
4 STATEMENT OF CHANGES TO FUND BALANCE BY PROGRAM AND FUNDING SOURCE (STATUTORY BASIS) BUDGET FUND
5 RECONCILIATION OF BUDGET TO GAAP 6 RECONCILIATION OF SALARIES AND TRAVEL

Page
2 3 5 6
20 21 22 24 26 27

SECTION II FINDINGS, QUESTIONED COSTS AND OTHER ITEMS SCHEDULE OF FINDINGS, QUESTIONED COSTS AND OTHER ITEMS

SECTION I FINANCIAL

Greg S. Griffin
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
270 Washington Street, S.W., Suite 1-156 Atlanta, Georgia 30334-8400
January 28, 2014

Honorable Nathan Deal, Governor Members of the General Assembly of Georgia Members of the State Board of Regents of the University System of Georgia
and Honorable Richard A. Carvajal, President Bainbridge State College

Ladies and Gentlemen:

As part of our audits of the basic financial statements of the University System of Georgia presented in the Annual Financial Report for the University System of Georgia, the basic financial statements of the State of Georgia presented in the State of Georgia Comprehensive Annual Financial Report and the issuance of a State of Georgia Single Audit Report pursuant to the Single Audit Act Amendments, as of and for the year ended June 30, 2013, we have performed certain audit procedures at Bainbridge State College. Accordingly, the financial statements and compliance activities of Bainbridge State College were examined to the extent considered necessary in order to express an opinion as to the fair presentation of the financial statements contained in the foregoing documents and to issue reports on compliance and internal control as required by the Single Audit Act Amendments of 1996.

This Management Report contains information pertinent to the financial and compliance activities of Bainbridge State College as of and for the year ended June 30, 2013. Information contained in this report is a by-product of our audits of the basic financial statements of the University System of Georgia and the basic financial statements of the State of Georgia and is the representation of management. Accordingly, we do not express an opinion or any other form of assurance on it. The particular information provided which includes a section on findings and other items reported in accordance with Commission on Colleges regulation 2.11.1 is enumerated in the Table of Contents.

This report is intended solely for the information and use of the management of Bainbridge State College, members of the Board of Regents of the University System of Georgia and the Southern Association of Colleges and Schools - Commission on Colleges and is not intended to be and should not be used by anyone other than these specified parties.

Respectfully,

GSG:as

Greg S. Griffin State Auditor

SELECTED FINANCIAL INFORMATION - 1 -

BAINBRIDGE STATE COLLEGE STATEMENT OF NET POSITION - (GAAP BASIS)
JUNE 30, 2013
ASSETS
Current Assets Cash and Cash Equivalents Accounts Receivable, Net (Note 3) Federal Financial Assistance Other Inventories Prepaid Items
Total Current Assets
Noncurrent Assets Noncurrent Cash Investments Capital Assets, Net (Note 4)
Total Noncurrent Assets
Total Assets
LIABILITIES
Current Liabilities Accounts Payable Salaries Payable Contracts Payable Unearned Revenue (Note 5) Deposits Held for Other Organizations Lease Purchase Obligations Compensated Absences
Total Current Liabilities
Noncurrent Liabilities Lease Purchase Obligations Compensated Absences
Total Noncurrent Liabilities
Total Liabilities
NET POSITION
Net Investment in Capital Assets Restricted
Nonexpendable Expendable Unrestricted
Total Net Position

EXHIBIT "A"

$

4,270,629

484,862 1,585,824
4,409 6,901

$

6,352,625

$

12,515

718,131

52,830,803

$ 53,561,449

$ 59,914,074

$

380,044

34,739

101,918

748,446

562,877

262,117

276,276

$

2,366,417

$ 20,086,235 284,681
$ 20,370,916
$ 22,737,333

$ 32,482,451
649,785 158,649 3,885,856

$ 37,176,741

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BAINBRIDGE STATE COLLEGE STATEMENT OF REVENUES, EXPENSES AND CHANGES IN NET POSITION - (GAAP BASIS)
YEAR ENDED JUNE 30, 2013

EXHIBIT "B"

OPERATING REVENUES
Student Tuition and Fees Less: Scholarship Allowances
Grants and Contracts Federal State Other
Sales and Services Rents and Royalties Auxiliary Enterprises
Bookstore Food Services Parking and Transportation Other Organizations Other Operating Revenues
Total Operating Revenues
OPERATING EXPENSES
Salaries Faculty Staff
Employee Benefits Other Personal Services Travel Scholarships and Fellowships Utilities Supplies and Other Services Depreciation
Total Operating Expenses
Operating Income (Loss)
NONOPERATING REVENUES (EXPENSES)
State Appropriations Grants and Contracts
Federal Gifts Investment Income Interest Expense Other Nonoperating Revenues
Net Nonoperating Revenues
Income (Loss) Before Other Revenues, Expenses, Gains, or Losses
Capital Grants and Gifts State
Increase (Decrease) in Net Position
Net Position - Beginning of Year
Net Position - End of Year

$

9,189,715

-2,400,800

1,095,771 1,285,618
21,878 51,447 48,248

240,688 38,859
197,356 1,222
109,621

$

9,879,623

$

5,090,387

5,798,788

3,223,569

63,812

143,668

8,744,952

735,322

3,902,930

2,040,679

$

29,744,107

$

-19,864,484

$

8,799,961

10,716,159 100,000 48,223
-1,133,513 4,272

$

18,535,102

$

-1,329,382

209,249

$

-1,120,133

38,296,874

$

37,176,741

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BAINBRIDGE STATE COLLEGE STATEMENT OF CASH FLOWS - (GAAP BASIS)
YEAR ENDED JUNE 30, 2013
CASH FLOWS FROM OPERATING ACTIVITIES Tuition and Fees Grants and Contracts Sales and Services of Educational Departments Payments to Suppliers Payments to Employees Payments for Scholarships and Fellowships Auxiliary Enterprise Charges: Bookstore Food Services Parking and Transportation Other Organizations Other Receipts (Payments)
Net Cash Provided (Used) by Operating Activities
CASH FLOWS FROM NONCAPITAL FINANCING ACTIVITIES State Appropriations Agency Funds Transactions Gifts and Grants Received for Other than Capital Purposes
Net Cash Flows Provided (Used) by Noncapital Financing Activities
CASH FLOWS FROM CAPITAL AND RELATED FINANCING ACTIVITIES Purchases of Capital Assets Principal Paid on Capital Debt and Leases Interest Paid on Capital Debt and Leases
Net Cash Provided (Used) by Capital and Related Financing Activities
CASH FLOWS FROM INVESTING ACTIVITIES Proceeds from Sales and Maturities of Investments Interest on Investments
Net Cash Provided (Used) by Investing Activities
Net Increase (Decrease) in Cash
Cash and Cash Equivalents - Beginning of Year
Cash and Cash Equivalents - End of Year
RECONCILIATION OF OPERATING LOSS TO NET CASH PROVIDED (USED) BY OPERATING ACTIVITIES:
Operating Income (Loss) Adjustments to Reconcile Operating Income to Net Cash
Provided (Used) by Operating Activities Depreciation Change in Assets and Liabilities: Accounts Receivable, Net Inventories Prepaid Items Accounts Payable Unearned Revenue Other Liabilities Compensated Absences
Net Cash Provided (Used) by Operating Activities
NONCASH ACTIVITY Trade Allowance for Exchange of Capital Assets
- 5 -

EXHIBIT "C"

$

6,274,873

4,717,667

51,447

-8,091,687

-10,867,365

-8,744,952

223,550 36,747
189,611 1,221
1,772,704

$

-14,436,184

$

8,799,961

202,308

10,718,791

$

19,721,060

$

-1,461,463

-236,482

-1,133,513

$

-2,831,458

$

32,557

15,666

$

48,223

$

2,501,641

1,781,503

$

4,283,144

$

-19,864,484

2,040,679
3,873,260 -1,564 5,016
-37,443 -452,699
-30,252 31,303

$

-14,436,184

$

-15,460

BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY Bainbridge State College is one of thirty-one (31) State supported member institutions of higher education in Georgia which comprise the University System of Georgia, an organizational unit of the State of Georgia. The accompanying financial statements reflect the operations of Bainbridge State College as a separate reporting entity.
The Board of Regents has constitutional authority to govern, control and manage the University System of Georgia. This authority includes but is not limited to the power to designate management, the ability to significantly influence operations, the authority to control institutions' budgets, the power to determine allotments of State funds to member institutions and the authority to prescribe accounting systems and administrative policies for member institutions. Bainbridge State College does not have authority to retain unexpended State appropriations (surplus) for any given fiscal year. Accordingly, Bainbridge State College is considered an organizational unit of the Board of Regents of the University System of Georgia reporting entity for financial reporting purposes because of the significance of its legal, operational, and financial relationships with the Board of Regents as defined in Section 2100 of the Governmental Accounting Standards Board (GASB) Codification of Governmental Accounting and Financial Reporting Standards.
FINANCIAL STATEMENT PREPARATION The financial statements have been prepared in accordance with generally accepted accounting principles (GAAP) as prescribed by the GASB and are presented as required by these standards to provide a comprehensive, entity-wide perspective of the College's assets, deferred outflows, liabilities, deferred inflows, net position, revenues, expenses, changes in net position and cash flows.
BASIS OF ACCOUNTING For financial reporting purposes, the College is considered a special-purpose government engaged only in business-type activities. Accordingly, the College's financial statements have been presented using the economic resources measurement focus and the accrual basis of accounting. Under the accrual basis, revenues, are recognized when earned, and expenses are recorded when an obligation has been incurred. All significant intra-College transactions have been eliminated.
In fiscal year 2013, the College adopted the Governmental Accounting Standards Board (GASB) Statement No. 60, Accounting and Financial Reporting for Service Concession Arrangements. The provisions of this Statement establish accounting and financial reporting standards for governments who enter into Service Concession Arrangements (SCA) with other governmental or nongovernmental entities. As of June 30, 2013, the College has not entered into any arrangements that meet the qualifications to be reported as a SCA in accordance with this standard.
In fiscal year 2013, the College adopted the Governmental Accounting Standards Board (GASB) Statement No. 62, Codification of Accounting and Financial Reporting Guidance Contained in PreNovember 30, 1989 FASB and AICPA Pronouncements. The provisions of this Statement incorporate certain accounting and financial reporting guidance into authoritative GASB literature.
In fiscal year 2013, the College adopted the Governmental Accounting Standards Board (GASB) Statement No. 63, Financial Reporting of Deferred Outflows of Resources, Deferred Inflows of Resources and Net Position. The provisions of this Statement establish financial reporting standards for the presentation of deferred outflows of resources and deferred inflows of resources and their effects on a government's net position. The College changed its presentation of net assets to net position for fiscal year 2013. There were no other applicable reporting changes for the College.

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BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

NET POSITION The College's net position is classified as follows:
Net Investment in Capital Assets: This represents the College's total investment in capital assets, net of outstanding debt obligations and deferred inflows, or resources related to those capital assets. To the extent debt has been incurred but not yet expended for capital assets, such amounts are not included as a component of the net investment in capital assets.
Restricted - nonexpendable: Nonexpendable restricted net position consist of endowment and similar type funds in which donors or other outside sources have stipulated, as a condition of the gift instrument, that the principal is to be maintained inviolate and in perpetuity, and invested for the purpose of producing present and future income, which may either be expended or added to principal. The College may accumulate as much of the annual net income of an institutional fund as is prudent under the standard established by Code Section 44-15-7 of Annotated Code of Georgia.
Restricted - expendable: Restricted expendable net position includes resources in which the College is legally or contractually obligated to spend resources in accordance with restrictions imposed by external third parties.
Unrestricted: Unrestricted net position represents resources derived from student tuition and fees, state appropriations, and sales and services of educational departments and auxiliary enterprises. These resources are used for transactions relating to the educational and general operations of the College and may be used at the discretion of the governing board to meet current expenses for those purposes, except for unexpended state appropriations (surplus) of $17,960.91. Unexpended state appropriations must be refunded to the Board of Regents of the University System of Georgia, University System Office for remittance to the Office of State Treasurer. These resources also include auxiliary enterprises, which are substantially self-supporting activities that provide services for students, faculty and staff.
NOTE 2: DEPOSITS AND INVESTMENTS
DEPOSITS The custodial credit risk for deposits is the risk that in the event of a bank failure, the College's deposits may not be recovered. Funds belonging to the State of Georgia (and thus the College) cannot be placed in a depository paying interest longer than ten days without the depository providing a surety bond to the State. In lieu of a surety bond, the depository may pledge as collateral any one or more of the following securities as enumerated in the Official Code of Georgia Annotated Section 50-17-59:
1. Bonds, bills, notes, certificates of indebtedness, or other direct obligations of the United States or of the State of Georgia.
2. Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia.
3. Bonds of any public authority created by the laws of the State of Georgia, providing that the statute that created the authority authorized the use of the bonds for this purpose.
4. Industrial revenue bonds and bonds of development authorities created by the laws of the State of Georgia.

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BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

5. Bonds, bills, certificates of indebtedness, notes or other obligations of a subsidiary corporation of the United States government, which are fully guaranteed by the United States government both as to principal and interest and debt obligations issued by the Federal Land Bank, the Federal Home Loan Bank, the Federal Intermediate Credit Bank, the Central Bank for Cooperatives, the Farm Credit Banks, the Federal Home Loan Mortgage Association and the Federal National Mortgage Association.

6. Guarantee or insurance of accounts provided by the Federal Deposit Insurance Corporation.

The Treasurer of the Board of Regents is responsible for all details relative to furnishing the required depository protection for all units of the University System of Georgia.

At June 30, 2013, the carrying value of deposits was $4,277,994 and the bank balance was $4,921,575. Of the College's deposits, $4,661,145 were uninsured. Of these uninsured deposits, $4,661,145 were collateralized with securities held by the financial institution's trust department or agent in the College's name.

INVESTMENTS At June 30, 2013, the carrying value of the College's investment was $718,131, which is materially the same as fair value. These investments were comprised entirely of funds invested in the Board of Regents investment pools as follows:

Investment Pool

Investment Pools Board of Regents Balanced Income Fund

$

718,131

The Board of Regents Investment Pool is not registered with the Securities and Exchange Commission as an investment company. The fair value of investments is determined daily. The pool does not issue shares. Each participant is allocated a pro rata share of each investment at fair value along with a pro rata share of the interest that it earns. Participation in the Board of Regents Investment Pool is voluntary.

NOTE 3: ACCOUNTS RECEIVABLE

Accounts receivable consisted of the following at June 30, 2013.

Auxiliary Enterprises and Other Operating Activities

$

Federal, State and Private Funds

Georgia State Financing and Investment Commission

Other

21,454 484,862 309,249 1,535,503

Less Allowance for Doubtful Accounts

$

2,351,068

280,382

Net Accounts Receivable

$

2,070,686

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BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

NOTE 4: CAPITAL ASSETS Following are the changes in the College's capital assets for the year ended June 30, 2013:

Beginning Balance July 1, 2012

Capital Assets, Not Being Depreciated: Land Construction Work-In-Progress

$

571,231

0$

Total Capital Assets, Not Being Depreciated $

571,231 $

Capital Assets, Being Depreciated: Building and Building Improvements Facilities and Other Improvements Equipment Capital Leases Library Collections

$

38,197,510

829,499

3,925,181 $

20,448,550

989,040

Total Assets Being Depreciated
Less: Accumulated Depreciation: Building and Building Improvements Facilities and Other Improvements Equipment Capital Leases Library Collections

$

64,389,780 $

$

7,245,832 $

432,708

2,123,922

1,057,683

759,041

Total Accumulated Depreciation

$

11,619,186 $

Total Capital Assets, Being Depreciated, Net

$

52,770,594 $

Capital Assets, Net

$

53,341,825 $

Additions

Reductions

Ending Balance June 30, 2013

1,236,086 $ 1,236,086 $

$

571,231

0

1,236,086

0$

1,807,317

262,911 $ 48,924
311,835 $

$ 29,465 17,002 46,467 $

38,197,510 829,499
4,158,627 20,448,550
1,020,962
64,655,148

968,972 25,706
371,681 $ 634,610
39,710
2,040,679 $
-1,728,844 $
-492,758 $

$ 11,202 17,001 28,203 $ 18,264 $ 18,264 $

8,214,804 458,414
2,484,401 1,692,293
781,750
13,631,662
51,023,486
52,830,803

NOTE 5: UNEARNED REVENUE Unearned revenue consisted of the following at June 30, 2013.
Prepaid Tuition and Fees

$

748,446

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BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

NOTE 6: LONG-TERM LIABILITIES The College's Long-Term liability activity for the year ended June 30, 2013 was as follows:

Beginning Balance July 1, 2012

Additions

Reductions

Ending Balance June 30, 2013

Current Portion

Leases Lease Obligations

$

20,584,834

$

236,482 $

20,348,352 $

262,117

Other Liabilities Compensated Absences

529,654 $

416,906

385,603

560,957

276,276

Total Long-Term Obligations $

21,114,488 $

416,906 $

622,085 $

20,909,309 $

NOTE 7: NET POSITION

Changes in Net Position for the year ended June 30, 2013 are as follows:

538,393

Beginning Balance July 1, 2012

Additions

Reductions

Ending Balance June 30, 2013

Net Investments in Capital Assets

$

32,756,991 $

-256,276 $

18,264 $ 32,482,451

Restricted Net Position

758,540

13,119,426

13,069,532

808,434

Unrestricted Net Position

4,781,343

16,638,061

17,533,548

3,885,856

Total Net Position

$ 38,296,874 $ 29,501,211 $ 30,621,344 $ 37,176,741

NOTE 8: LEASE OBLIGATIONS

Bainbridge State College is obligated under a capital lease and installment purchase agreement for the acquisition of real property.

CAPITAL LEASES Capital leases are generally payable in installments ranging from monthly to annually and have terms expiring in various years between 2013 and 2039. Expenses for fiscal year 2013 were $1,369,996 of which $1,133,513 represented interest. Total principal paid on capital leases was $236,483 for the fiscal year ended June 30, 2013. The interest rate is 5.54 percent. The following is a summary of the carrying values of assets held under capital lease at June 30, 2013:

Description Buildings

Outstanding

Net Assets Held

Balances

Under Capital

per Lease

Accumulated

Lease at

Schedules at

Gross Amount

Depreciation

June 30, 2013

June 30, 2013

(+)

(-)

(=)

$

20,448,550 $

1,692,293 $ 18,756,257 $ 20,348,352

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BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

Certain capital leases provide for renewal and/or purchase options. Generally purchase options at bargain prices of one dollar are exercisable at the expiration of the lease terms.
Bainbridge State College had one capital lease with related entities in the current fiscal year. The outstanding liability at June 30, 2013, on this capital lease is $20,348,352. In August 2009, the College entered into a capital lease of $20,448,550 at 5.54 percent with Bainbridge College Real Estate Foundation, Inc., whereby the College leases a building for a twenty-nine year period that began October 2010 and expires June 2039.
FUTURE COMMITMENTS Future commitments for capital leases (which here and on the Statement of Net Position includes other installment purchase agreements) as of June 30, 2013, were as follows:

Capital Leases

Year Ending June 30: 2014 2015 2016 2017 2018 2019 - 2023 2024 - 2028 2029 - 2033 2034 - 2038 2039

$

1,381,896

1,390,295

1,402,895

1,414,495

1,425,096

7,300,165

7,596,734

7,904,485

8,225,455

915,768

Total Minimum Lease Payments

$ 38,957,284

Less: Interest

18,608,932

Principal Outstanding

$ 20,348,352

Bainbridge State College had no expense for rental of real property and equipment under operating leases in fiscal year 2013.

NOTE 9: RETIREMENT PLANS

Bainbridge State College participates in various retirement plans administered by the State of Georgia under two major retirement systems: Employees' Retirement System of Georgia (ERS System) and Teachers Retirement System of Georgia. These two systems issue separate publicly available financial reports that include the applicable financial statements and required supplementary information. The reports may be obtained from the respective system offices. The significant retirement plans that Bainbridge State College participates in are described below. More detailed information can be found in the plan agreements and related legislation. Each plan, including benefit and contribution provisions, was established and can be amended by State law.

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BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

Employees' Retirement System of Georgia
The ERS System is comprised of individual retirement systems and plans covering substantially all employees of the State of Georgia except for teachers and other employees covered by the Teachers Retirement System of Georgia. One of the ERS System plans, the Employees' Retirement System of Georgia (ERS), is a cost-sharing multiple-employer defined benefit pension plan that was established by the Georgia General Assembly during the 1949 Legislative Session for the purpose of providing retirement allowances for employees of the State of Georgia and its political subdivisions. ERS is directed by a Board of Trustees and has the powers and privileges of a corporation. ERS acts pursuant to statutory direction and guidelines, which may be amended prospectively for new hires but for existing members and beneficiaries may be amended in some aspects only subject to potential application of certain constitutional restraints against impairment of contract.
On November 20, 1997, the Board created the Supplemental Retirement Benefit Plan (SRBP-ERS) of ERS. SRBP-ERS was established as a qualified governmental excess benefit plan in accordance with Section 415 of the Internal Revenue Code (IRC) as a portion of ERS. The purpose of the SRBP-ERS is to provide retirement benefits to employees covered by ERS whose benefits are otherwise limited by IRC Section 415. Beginning January 1, 1998, all members and retired former members in ERS are eligible to participate in the SRBP-ERS whenever their benefits under ERS exceed the limitation on benefits imposed by IRC Section 415.
The benefit structure of ERS is established by the Board of Trustees under statutory guidelines. Unless the employee elects otherwise, an employee who currently maintains membership with ERS based upon State employment that started prior to July 1, 1982, is an "old plan" member subject to the plan provisions in effect prior to July 1, 1982. Members hired on or after July 1, 1982 but prior to January 1, 2009 are "new plan" members subject to the modified plan provisions. Effective January 1, 2009, newly hired State employees, as well as rehired State employees who did not maintain eligibility for the "old" or "new" plan, are members of the Georgia State Employees' Pension and Savings Plan (GSEPS). ERS members hired prior to January 1, 2009 also have the option to change their membership to the GSEPS plan.
Under the old plan, new plan, and GSEPS, a member may retire and receive normal retirement benefits after completion of 10 years of creditable service and attainment of age 60 or 30 years of creditable service regardless of age. Additionally, there are some provisions allowing for early retirement after 25 years of creditable service for members under age 60.
Retirement benefits paid to members are based upon a formula adopted by the Board of Trustees for such purpose. The formula considers the monthly average of the member's highest 24 consecutive calendar months of salary, the number of years of creditable service, and the member's age at retirement. Post-retirement cost-of-living adjustments may be made to members' benefits provided the members were hired prior to July 1, 2009. The normal retirement pension is payable monthly for life; however, options are available for distribution of the member's monthly pension, at reduced rates, to a designated beneficiary upon the member's death. Death and disability benefits are also available through ERS.
Member contribution rates are set by law. Member contributions under the old plan are 4% of annual compensation up to $4,200 plus 6% of annual compensation in excess of $4,200. Under the old plan, Bainbridge State College pays member contributions in excess of 1.25% of annual compensation. Under the old plan, these Bainbridge State College contributions are included in the members' accounts for refund purposes and are used in the computation of the members' earnable compensation for the purpose of computing retirement benefits. Member contributions under the

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BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

new plan and GSEPS are 1.25% of annual compensation. Bainbridge State College is required to contribute at a specified percentage of active member payroll established by the Board of Trustees determined annually in accordance with actuarial valuation and minimum funding standards as provided by law. These Bainbridge State College contributions are not at any time refundable to the member or his/her beneficiary.

Employer contributions required for fiscal year 2013 were based on the June 30, 2010 actuarial valuation as follows:

Old Plan* New Plan GSEPS

14.90% 14.90% 11.54%

* 10.15% exclusive of contributions paid by the employer on behalf of old plan members
Members become vested after 10 years of service. Upon termination of employment, member contributions with accumulated interest are refundable upon request by the member. However, if an otherwise vested member terminates and withdraws his/her member contributions; the member forfeits all rights to retirement benefits.

Teachers Retirement System of Georgia

The Teachers Retirement System of Georgia (TRS) is a cost-sharing multiple-employer defined benefit plan created in 1943 by an act of the Georgia General Assembly to provide retirement benefits for qualifying employees in educational service. A Board of Trustees comprised of active and retired members and ex-officio State employees is ultimately responsible for the administration of TRS.

On October 25, 1996, the Board created the Supplemental Retirement Benefit Plan of the Georgia Teachers Retirement System (SRBP-TRS). SRBP-TRS was established as a qualified governmental excess benefit plan in accordance with Section 415 of the Internal Revenue Code (IRC) as a portion of TRS. The purpose of SRBP-TRS is to provide retirement benefits to employees covered by TRS whose benefits are otherwise limited by IRC Section 415. Beginning July 1, 1997, all members and retired former members in TRS are eligible to participate in the SRBP-TRS whenever their benefits under TRS exceed the IRC Section 415 imposed limitation on benefits.

TRS provides service retirement, disability retirement, and survivor's benefits. The benefit structure of TRS is defined and may be amended by State statute. A member is eligible for normal service retirement after 30 years of creditable service, regardless of age, or after 10 years of service and attainment of age 60. A member is eligible for early retirement after 25 years of creditable service.

Normal retirement (pension) benefits paid to members are equal to 2% of the average of the member's two highest paid consecutive years of service, multiplied by the number of years of creditable service up to 40 years. Early retirement benefits are reduced by the lesser of one-twelfth of 7% for each month the member is below age 60 or by 7% for each year or fraction thereof by which the member has less than 30 years of service. It is also assumed that certain cost-of-living adjustments, based on the Consumer Price Index, will be made in future years. Retirement benefits are payable monthly for life. A member may elect to receive a partial lump-sum distribution in addition to a reduced monthly retirement benefit. Options are available for distribution of the member's monthly pension, at a reduced rate, to a designated beneficiary on the member's death. Death, disability and spousal benefits are also available.

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BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

TRS is funded by member and employer contributions as adopted and amended by the Board of Trustees. Members become fully vested after 10 years of service. If a member terminates with less than 10 years of service, no vesting of employer contributions occurs, but the member's contributions may be refunded with interest. Member contributions are limited by State law to not less than 5% or more than 6% of a member's earnable compensation. Member contributions as adopted by the Board of Trustees for the fiscal year ended June 30, 2013, were 6.00% of annual salary. Employer contributions required for fiscal year 2013 were 11.41% of annual salary as required by the June 30, 2010, actuarial valuation.

The following table summarizes the Bainbridge State College contributions by defined benefit plan

for the years ending June 30, 2013, June 30, 2012, and June 30, 2011:

ERS

TRS

Required

Percentage

Required

Percentage

Fiscal Year

Contribution

Contributed Contribution

Contributed

2013

$

2012

$

2011

$

Regents Retirement Plan

26,377 20,751 14,574

100% $ 100% $ 100% $

739,918 655,827 584,937

100% 100% 100%

Plan Description The Regents Retirement Plan, a single-employer defined contribution plan, is an optional retirement plan that was created/established by the Georgia General Assembly in O.C.G.A. 47-21-1 et.seq. and administered by the Board of Regents of the University System of Georgia. O.C.G.A. 47-3-68(a) defines who may participate in the Regents Retirement Plan. An "eligible university system employee" is a faculty member or a principal administrator, as designated by the regulations of the Board of Regents. Under the Regents Retirement Plan, a plan participant may purchase annuity contracts from four approved vendors (AIG-VALIC, American Century, Fidelity, and TIAA-CREF) for the purpose of receiving retirement and death benefits. Benefits depend solely on amounts contributed to the plan plus investment earnings. Benefits are payable to participating employees or their beneficiaries in accordance with the terms of the annuity contracts.

Funding Policy Bainbridge State College makes monthly employer contributions for the Regents Retirement Plan at rates adopted by the Teachers Retirement System of Georgia Board of Trustees in accordance with State statute and as advised by their independent actuary. For fiscal year 2013, the employer contribution was 9.24% for the participating employee's earnable compensation. Employees contribute 6% of their earnable compensation. Amounts attributable to all plan contributions are fully vested and non-forfeitable at all times.

Bainbridge State College and the covered employees made the required contributions of $204,663 (9.24%) and $121,966 (6%), respectively.

AIG-VALIC, American Century, Fidelity, and TIAA-CREF have separately issued financial reports which may be obtained through their respective corporate offices.

- 14 -

BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

Georgia Defined Contribution Plan
Plan Description Bainbridge State College participates in the Georgia Defined Contribution Plan (GDCP) which is a single-employer defined contribution plan established by the General Assembly of Georgia for the purpose of providing retirement coverage for State employees who are temporary, seasonal, and part-time and are not members of a public retirement or pension system. GDCP is administered by the Board of Trustees of the Employees' Retirement System of Georgia.
Benefits A member may retire and elect to receive periodic payments after attainment of age 65. The payment will be based upon mortality tables and interest assumptions to be adopted by the Board of Trustees. If a member has less than $3,500 credited to his/her account, the Board of Trustees has the option of requiring a lump sum distribution to the member in lieu of making periodic payments. Upon the death of a member, a lump sum distribution equaling the amount credited to his/her account will be paid to the member's designated beneficiary. Benefit provisions are established by State statute.
Contributions Member contributions are seven and one-half percent (7.5%) of gross salary. There are no employer contributions. Contribution rates are established by State statute. Earnings are credited to each member's account in a manner established by the Board of Trustees. Upon termination of employment, the amount of the member's account is refundable upon request by the member.
Total contributions made by employees during fiscal year 2013 amounted to $55,239 which represents 7.5% of covered payroll. These contributions met the requirements of the plan.
The Georgia Defined Contribution Plan issues a financial report each fiscal year, which may be obtained from the ERS offices.
NOTE 10: RISK MANAGEMENT
The University System of Georgia offers its employees and retirees access to four different selfinsured healthcare plan options. For the University System of Georgia's Plan Year 2013, the following health care options were available:
Blue Choice HMO plan (Blue Cross Blue Shield) HSA Open Access POS plan (Blue Cross Blue Shield) Open Access POS plan Kaiser Permanente HMO plan
Bainbridge State College and participating employees and retirees pay premiums to either of the self-insured healthcare plan options to access benefits coverage. The respective self-insured healthcare plan options are included in the financial statements of the Board of Regents of the University System of Georgia - University System Office. All units of the University System of Georgia share the risk of loss for claims associated with these plans. The reserves for these plans are considered to be a self-sustaining risk fund. The Board of Regents has contracted with Blue Cross Blue Shield of Georgia, a wholly owned subsidiary of WellPoint, to serve as the claims administrator for the self-insured healthcare plan products. In addition to the self-insured healthcare plan options offered to the employees of the University System of Georgia, a fully insured HMO healthcare plan option is also offered to System employees through Kaiser.

- 15 -

BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

The Department of Administrative Services (DOAS) has the responsibility for the State of Georgia of making and carrying out decisions that will minimize the adverse effects of accidental loses that involve State government assets. The State believes it is more economical to manage its risks internally and set aside assets for claim settlement. Accordingly, DOAS processes claims for risk of loss to which the State is exposed, including general liability, property and casualty, workers' compensation, unemployment compensation, and law enforcement officers' indemnification. Limited amounts of commercial insurance are purchased applicable to property, employee and automobile liability, fidelity and certain other risks. Bainbridge State College, as an organizational unit of the Board of Regents of the University System of Georgia, is part of the State of Georgia reporting entity, and as such, is covered by the State of Georgia risk management program administered by DOAS. Premiums for the risk management program are charged to the various state organizations by DOAS to provide claims servicing and claims payment.
A self-insured program of professional liability for its employees was established by the Board of Regents of the University System of Georgia under powers authorized by the Official Code of Georgia Annotated Section 45-9-1. The program insures the employees to the extent that they are not immune from liability against personal liability for damages arising out of the performance of their duties or in any way connected therewith. The program is administered by DOAS as a Self-Insurance Fund.
NOTE 11: CONTINGENCIES
Amounts received or receivable from grantor agencies are subject to audit and adjustment by grantor agencies. This could result in refunds to the grantor agency for any expenditure disallowed under grant terms. The amount of expenditures which may be disallowed by the grantor cannot be determined at this time although Bainbridge State College expects such amounts, if any, to be immaterial to its overall financial positions.
Litigation, claims and assessments filed against Bainbridge State College (an organizational unit of the Board of Regents of the University System of Georgia), if any, are generally considered to be actions against the State of Georgia. Accordingly, significant litigation, claims and assessments pending against the State of Georgia are disclosed in the State of Georgia Comprehensive Annual Financial Report for the fiscal year ended June 30, 2013.
NOTE 12: POST-EMPLOYMENT BENEFITS OTHER THAN PENSION BENEFITS
Pursuant to the general powers conferred by the Official Code of Georgia Annotated Section 20-3-31, the Board of Regents of the University System of Georgia has established group health and life insurance programs for regular employees of the University System of Georgia. It is the policy of the Board of Regents to permit employees of the University System of Georgia eligible for retirement or that become permanently and totally disabled to continue as members of the group health and life insurance programs. The policies of the Board of Regents of the University System of Georgia define and delineate who is eligible for these post-employment health and life insurance benefits. Organizational units of the Board of Regents of the University System of Georgia pay the employer portion for group insurance for affected individuals. With regard to life insurance, the employer covers the total cost for $25,000 of basic life insurance. If an individual elects to have supplemental, and/or, dependent life insurance coverage, such costs are borne entirely by the employee.

- 16 -

BAINBRIDGE STATE COLLEGE SELECTED FINANCIAL NOTES
JUNE 30, 2013

EXHIBIT "D"

The Board of Regents Retiree Health Benefit Plan is a single employer defined benefit plan. Financial statements and required supplementary information for the Plan are included in the publicly available Consolidated Annual Financial Report of the University System of Georgia. The College pays the employer portion of health insurance for its eligible retirees based on rates that are established annually by the Board of Regents for the upcoming plan year. For the 2013 plan year, the employer rate was between 70-75% of the total health insurance cost for eligible retirees and the retiree rate was between 25-30%.
As of June 30, 2013, there were 54 employees who had retired or were disabled that were receiving these post-employment health and life insurance benefits. For the year ended June 30, 2013, Bainbridge State College recognized as incurred $307,290 of expenditures, which was net of $153,611 of participant contributions.
NOTE 13: AFFILIATED ORGANIZATIONS
The Bainbridge College Foundation, Inc. is a legally separate, tax exempt organization whose activities primarily support Bainbridge State College. This affiliated organization is considered a potential component unit of the State of Georgia in accordance with GASB Statement No. 61, The Financial Reporting Entity: Omnibus - an amendment of GASB Statements No. 14 and No. 34, and GASB Statement No. 39, Determining Whether Certain Organizations are Component Units. Therefore, the financial statements of the affiliated organization are not included in these financial statements. Copies of the financial statements for the affiliated organization may be obtained from Bainbridge State College.

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SUPPLEMENTARY INFORMATION - 19 -

BAINBRIDGE STATE COLLEGE BALANCE SHEET (STATUTORY BASIS)
BUDGET FUND JUNE 30, 2013
ASSETS
Cash and Cash Equivalents Accounts Receivable
Federal Financial Assistance Other Prepaid Expenditures
Total Assets
LIABILITIES AND FUND EQUITY
Liabilities Accrued Payroll Encumbrances Payable Accounts Payable Unearned Revenue
Total Liabilities
Fund Balances Reserved Department Sales and Services Indirect Cost Recoveries Technology Fees Restricted/Sponsored Funds Uncollectible Accounts Receivable Tuition Carry-Over Unreserved Surplus
Total Fund Balances
Total Liabilities and Fund Balances

SCHEDULE "1"

$

974,604.72

484,861.66 1,190,783.02
6,900.66

$

2,657,150.06

$

33,857.79

1,171,370.14

20,781.61

613,982.96

$

1,839,992.50

$

1,985.83

80,457.46

337,136.18

46,253.83

272,004.70

61,358.65

17,960.91

$

817,157.56

$

2,657,150.06

Statutory Basis financial information was prepared on a prescribed basis of accounting that demonstrates compliance with budgetary statutes and regulations of the State of Georgia, which is a special purpose framework.
- 20 -

BAINBRIDGE STATE COLLEGE SUMMARY BUDGET COMPARISON AND SURPLUS ANALYSIS REPORT (STATUTORY BASIS)
BUDGET FUND YEAR ENDED JUNE 30, 2013

SCHEDULE "2"

REVENUES
State Appropriation State General Funds
Other Funds
Total Revenues
CARRY-OVER FROM PRIOR YEARS
Transfers from Reserved Fund Balance
Total Funds Available
EXPENDITURES
Teaching
Excess of Funds Available over Expenditures
FUND BALANCE JULY 1
Reserved Unreserved
ADJUSTMENTS
Prior Year Payables/Expenditures Prior Year Receivables/Revenues Unreserved Fund Balance (Surplus) Returned
to Board of Regents - University System Office Year Ended June 30, 2012
Prior Year Reserved Fund Balance Included in Funds Available
FUND BALANCE JUNE 30

BUDGET

ACTUAL

VARIANCE FAVORABLE (UNFAVORABLE)

$

8,815,059.00 $

8,815,059.00 $

0.00

26,068,084.00

21,219,948.55

-4,848,135.45

$

34,883,143.00 $

30,035,007.55 $

-4,848,135.45

0.00

479,174.50

479,174.50

$

34,883,143.00 $

30,514,182.05 $

-4,368,960.95

$

34,883,143.00 $

29,977,019.61 $

$

0.00 $

537,162.44 $

4,906,123.39 537,162.44

790,309.63 15,098.40

10,107.54 -41,247.55

-15,098.40 -479,174.50

$

817,157.56

SUMMARY OF FUND BALANCE
Reserved Department Sales and Services Indirect Cost Recoveries Technology Fees Restricted/Sponsored Funds Uncollectible Accounts Receivable Tuition Carry-Over
Total Reserved
Unreserved Surplus

$

1,985.83

80,457.46

337,136.18

46,253.83

272,004.70

61,358.65

$

799,196.65

17,960.91

Total Fund Balance

$

817,157.56

Statutory Basis financial information was prepared on a prescribed basis of accounting that demonstrates compliance with budgetary statutes and regulations of the State of Georgia, which is a special purpose framework.
- 21 -

BAINBRIDGE STATE COLLEGE STATEMENT OF FUNDS AVAILABLE AND EXPENDITURES COMPARED TO BUDGET BY PROGRAM AND FUNDING SOURCE
(STATUTORY BASIS) BUDGET FUND YEAR ENDED JUNE 30, 2013

Teaching State Appropriation State General Funds Other Funds
Total Teaching

Original Appropriation

Amended Appropriation

Final Budget

Current Year Revenues

$

9,210,917.00 $ 9,210,917.00 $ 8,815,059.00 $ 8,815,059.00

26,838,835.00

26,838,835.00 26,068,084.00 21,219,948.55

$

36,049,752.00 $ 36,049,752.00 $ 34,883,143.00 $ 30,035,007.55

Statutory Basis financial information was prepared on a prescribed basis of accounting that demonstrates compliance with budgetary statutes and regulations of the State of Georgia, which is a special purpose framework.
- 22 -

SCHEDULE "3"

Funds Available Compared to Budget

Prior Year

Adjustments and

Total

Carry-Over

Program Transfers Funds Available

Variance Positive (Negative)

Expenditures Compared to Budget

Variance

Actual

Positive (Negative)

Excess (Deficiency) of Funds Available
Over/(Under) Expenditures

$

0.00 $

479,174.50

0.00 $ 8,815,059.00 $ 0.00 21,699,123.05

0.00 $ 8,813,900.04 $ -4,368,960.95 21,163,119.57

1,158.96 $ 4,904,964.43

1,158.96 536,003.48

$ 479,174.50 $

0.00 $ 30,514,182.05 $

-4,368,960.95 $ 29,977,019.61 $

4,906,123.39 $

537,162.44

- 23 -

BAINBRIDGE STATE COLLEGE STATEMENT OF CHANGES TO FUND BALANCE BY PROGRAM AND FUNDING SOURCE
(STATUTORY BASIS) BUDGET FUND YEAR ENDED JUNE 30, 2013

Teaching State Appropriation State General Funds Other Funds
Total Teaching
Prior Year Reserves Not Available for Expenditure Uncollectible Accounts Receivable

Beginning Fund Balance/(Deficit)
July 1

Fund Balance Carried Over from
Prior Period as Funds Available

Return of Fiscal Year 2012
Surplus

Prior Period Adjustments

$

860.15 $

0.00 $

-860.15 $

706.00

493,412.75

-479,174.50

-14,238.25

-31,846.01

$

494,272.90 $

-479,174.50 $

-15,098.40 $ -31,140.01

311,135.13

0.00

0.00

0.00

Budget Unit Totals

$

805,408.03 $

-479,174.50 $

-15,098.40 $ -31,140.01

Statutory Basis financial information was prepared on a prescribed basis of accounting that demonstrates compliance with budgetary statutes and regulations of the State of Georgia, which is a special purpose framework.
- 24 -

SCHEDULE "4"

Other Adjustments

Early Return Fiscal Year 2013
Surplus

Excess (Deficiency) of Funds Available
Over/(Under) Expenditures

Ending Fund Balance/(Deficit)
June 30

Analysis of Ending Fund Balance

Reserved

Surplus/(Deficit)

Total

$

0.00 $

39,130.43

$

39,130.43 $

-39,130.43

$

0.00 $

0.00 $ 0.00
0.00 $

1,158.96 $ 536,003.48
537,162.44 $

1,864.96 $ 543,287.90
545,152.86 $

0.00 $ 527,191.95
527,191.95 $

1,864.96 $ 16,095.95
17,960.91 $

1,864.96 543,287.90
545,152.86

0.00

0.00

272,004.70

272,004.70

0.00

272,004.70

0.00 $

537,162.44 $

817,157.56 $

799,196.65 $

17,960.91 $

817,157.56

Summary of Ending Fund Balance Reserved
Department Sales and Services Indirect Cost Recoveries Technology Fees Restricted/Sponsored Funds Uncollectible Accounts Receivable Tuition Carry-Over Unreserved Surplus
Total Ending Fund Balance - June 30

$

1,985.83

80,457.46

337,136.18

46,253.83

272,004.70

61,358.65

$

$

799,196.65 $

$
17,960.91 17,960.91 $

1,985.83 80,457.46 337,136.18 46,253.83 272,004.70 61,358.65
17,960.91
817,157.56

- 25 -

BAINBRIDGE STATE COLLEGE RECONCILIATION OF BUDGET TO GAAP
JUNE 30, 2013
Total Fund Balances - Budget Fund - Non-GAAP Basis (Schedule "1")
Amounts reported for Business-Type Activities in the Statement of Net Position are different because:
Capital Assets used in Business-Type Activities are not reported in the Budget Fund.
Uncollectible accounts receivable are reported as an asset and reserved fund balance in the Budget Fund and as a contra-asset account on the Statement of Net Position.
Invalid GSFIC accounts receivable recorded on the GAAP statements, but not recorded on the Budget Statements
Agency Fund activities are not reported as a component of the Budget Fund. Assets Liabilities Total Net Effect of Agency Fund Activity
Auxiliary Enterprises Fund activities are not reported as a component of the Budget Fund. Assets Liabilities Total Net Effect of Auxiliary Enterprises Fund Activity
Endowment Fund activities are not reported as a component of the Budget Fund. Assets Liabilities Total Net Effect of Endowment Fund Activity
Student Activities Fund activities are not reported as a component of the Budget Fund. Assets Liabilities Total Net Effect of Student Activity Fund Activity
The budgetary basis of accounting implemented by the State of Georgia recognizes expenditures when encumbered. The following adjustments were made to eliminate this activity for reporting on the Statement of Net Position. Payables reported in the Budget Fund that are based on encumbrances are eliminated for GAAP reporting. Payables for goods and services provided in the current fiscal year reported in the Budget Fund as encumbrances payable are reported as accounts payable for GAAP reporting. Total Net Effect of Encumbrance Activity
Certain Liabilities are not due and payable in the current period and therefore are not reported as liabilities in the Budget Fund. Capital Leases Payable Compensated Absences Payable Contracts Payable Total Liabilities
Net Position of Business-Type Activities (Exhibit "A")

SCHEDULE "5"

$

817,157.56

52,830,803.00

$

908,881.90

-908,881.90

$ 1,002,944.30 -18,375.64

$

719,718.74

0.00

$ 2,066,541.56 -117,060.09

-272,004.70 37.00 0.00
984,568.66 719,718.74 1,949,481.47

$ 1,171,370.14 -13,164.62

1,158,205.52

$ -20,348,352.00 -560,956.69 -101,917.56

-21,011,226.25

$ 37,176,741.00

The supplementary information presented on Schedules 1, 2, 3 and 4 was prepared on a prescribed basis of accounting that demonstrates compliance with budgetary statutes and regulations of the State of Georgia, which is a special purpose framework. The information was derived from, and relates directly to, the same information used to prepare the financial statements. However, the budgetary statutes and regulations of the State of Georgia require reporting of certain information that is not in accordance with generally accepted accounting principles. Presented on this schedule is a reconciliation of the fund balance of the Budget Fund, as reported on Schedule 1, to Net Position of business-type activities, as reported on Exhibit A.
- 26 -

BAINBRIDGE STATE COLLEGE RECONCILIATION OF SALARIES AND TRAVEL
YEAR ENDED JUNE 30, 2013

SCHEDULE "6"

Totals per Annual Supplement
Accruals June 30, 2013 June 30, 2012
Compensated Absences June 30, 2013 June 30, 2012
Adjustments Dr. Richard Carvajal Deferred Compensation Shared Services on Jointly Staffed Personnel Dalton State College Price, Christiane Darton State College Davis, Kimberly Georgia Southwestern State University Slaton, Hugh D.

SALARIES

$

10,873,408 $

TRAVEL 143,668

34,739 -46,810

521,093 -492,015

-7,400

1,360 2,100 2,700

$

10,889,175 $

143,668

- 27 -

SECTION II FINDINGS, QUESTIONED COSTS AND OTHER ITEMS

BAINBRIDGE STATE COLLEGE SCHEDULE OF FINDINGS, QUESTIONED COSTS AND OTHER ITEMS
YEAR ENDED JUNE 30, 2013

COMMUNICATION OF INTERNAL CONTROL DEFICIENCIES

The auditor is required to communicate to management and those charged with governance control deficiencies identified that, in the auditor's judgment, constitute significant deficiencies or material weakness.
A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance.

Internal control deficiencies identified during the course of this engagement that were considered to be significant deficiencies and/or material weaknesses are presented below:

FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

No matters were reported.

FEDERAL AWARD FINDINGS AND QUESTIONED COSTS

FA-562-13-01 Return of Title IV Funds

Compliance Requirement: Internal Control Impact: Compliance Impact: Federal Awarding Agency: CFDA Number and Title:

Special Tests and Provisions Significant Deficiency Nonmaterial Noncompliance U. S. Department of Education 84.SFA Student Financial Assistance Cluster

Description:

Unearned Title IV funds were not identified and returned for students who withdrew from the College.

Criteria:

34 CFR 668.22 provides requirements over the treatment of Title IV funds when a student withdraws. The College is required to determine the amount of Title IV grant that the student earned as of the student's withdrawal date when a recipient of a Title IV grant withdraws from an institution during a payment period or period of enrollment in which the recipient began attendance. A refund must be returned to Title IV programs when the total amount of Title IV grant or loan assistance, or both, that the student earned is less than the amount of Title IV grant or loan assistance that was disbursed to the student as of the withdrawal date.

Condition:

Twenty five students who received Federal financial assistance for the Fall 2012 and Spring 2013 semesters and officially withdrew from the College were selected to determine if refunds were calculated and returned in the correct amount to the proper funding agency and/or student in a timely manner. Our examination revealed the following deficiencies:

- 1 -

BAINBRIDGE STATE COLLEGE SCHEDULE OF FINDINGS, QUESTIONED COSTS AND OTHER ITEMS
YEAR ENDED JUNE 30, 2013

FEDERAL AWARD FINDINGS AND QUESTIONED COSTS

1. The refund calculation for one student who withdrew during the Fall 2012 semester incorrectly included financial aid that was not actually disbursed. This student was required to return $1,229.01 in excess of the required amount to various SFA programs.

2. The refund calculation for one student who withdrew during the Spring 2013 semester included an incorrect Direct Loan disbursement amount. This student was required to return $255.71 less than the required amount to various SFA programs.

3. Funds were not returned to the appropriate grantor programs within the required time frame of forty-five days for five of the twenty five students tested.

Questioned Cost:

Questioned costs of $255.71, with likely questioned costs of $2,675.41, were identified for refunds calculated incorrectly.

Cause:

In discussing this condition with Bainbridge State College officials, they stated that this finding was caused by a subordinate employee making unauthorized changes in the student information system.

Effect or Potential Effect: The Student Financial Assistance Office did not calculate the correct amount of refunds for the Title IV Federal program and did not apply the SFA refunds to the Title IV Federal programs in a timely manner.

Recommendation:

The College should develop and implement procedures to ensure that student financial aid refunds are properly calculated and that unearned funds are correctly returned to the appropriate accounts in a timely manner in accordance with the Higher Education Amendments 1998, Public Law 105244. The College should also contact the U. S. Department of Education regarding resolution of this finding.

Views of Responsible Officials and Corrective Action Plans:

We concur with this finding: The employee responsible for the incorrect calculations is no longer employed in the Office of Student Accounts. Current staff have been trained on the proper calculation methods and are verified by the Director of Student Accounts, and reviewed by the Director of Financial Aid.

Contact Person: Telephone: Email:

Helen Catt, Director of Financial Aid (229) 248-2504 Helen.catt@bainbridge.edu

- 2 -

BAINBRIDGE STATE COLLEGE SCHEDULE OF FINDINGS, QUESTIONED COSTS AND OTHER ITEMS
YEAR ENDED JUNE 30, 2013

FEDERAL AWARD FINDINGS AND QUESTIONED COSTS

FA-562-13-02 Failure to Reconcile the Federal Direct Loan Program

Compliance Requirement: Internal Control Impact: Compliance Impact: Federal Awarding Agency: CFDA Number and Title:

Special Tests and Provisions Significant Deficiency Nonmaterial Noncompliance U. S. Department of Education 84.SFA Student Financial Assistance Cluster

Description:

The College did not perform the required monthly reconciliations for the Federal Direct Loan Program.

Criteria:

Provisions included in 34 CFR section 685.102(b), 685.301, and 685.303 provide program requirements for the Federal Direct Loan program.

Condition:

According to the College, personnel perform a reconciliation of amounts reported in the student information system and the financial accounting system at the end of each month; however, there is no evidence of this review. Additionally, monthly reconciliations of amounts disbursed by student per the Direct Loan Common Origination and Disbursement (COD) system and the student information system were not performed at any time during the fiscal year.

Questioned Cost:

N/A

Cause:

In discussing this condition with Bainbridge State College officials, they stated that this finding was caused by the former Financial Aid Director and Assistant Director failing to send the necessary reports to the financial staff in order for the reconciliation to be performed.

Effect or Potential Effect: The College was not in compliance with Federal regulations concerning the program requirements of the Federal Direct Loan program.

Recommendation:

The College should establish procedures and assign responsibility for the monthly and yearly reconciliation of the Federal Direct Loan program. The College's financial aid and business office should maintain their internal records in such a way that they can prepare for the monthly reconciliation. The College should establish monitoring process to ensure the guidelines detailed in the Federal Direct Loan School Guide are followed to ensure compliance with Federal Direct Loan program requirements.

Views of Responsible Officials and Corrective Action Plans:

We concur with this finding: The responsibility for reconciliation of the Student Loan Program has been transferred to the Office of Student Accounts to avoid future miscommunication. The Director of Student Accounts has on-demand access to the COD website for monthly reconciliation.

Contact Person: Telephone: Email:

Kay Owens, Director of Student Accounts (229) 248-2611 kowens@bainbridge.edu

- 3 -

BAINBRIDGE STATE COLLEGE SCHEDULE OF FINDINGS, QUESTIONED COSTS AND OTHER ITEMS
YEAR ENDED JUNE 30, 2013

FEDERAL AWARD FINDINGS AND QUESTIONED COSTS

FA-562-13-03 Overpayment of Student Financial Assistance

Compliance Requirement: Internal Control Impact: Compliance Impact: Federal Awarding Agency: CFDA Number and Title:

Eligibility Significant Deficiency Nonmaterial Noncompliance U. S. Department of Education 84.SFA Student Financial Assistance Cluster

Description:

The University's Student Financial Assistance Office improperly determined the financial need of eligible students.

Criteria:

Provisions included in 34 CFR 668 provide general provisions for administering Student Financial Assistance (SFA) programs and 34 CFR 675, 676, 685, and 690 provide eligibility and other related program requirements that are specific to the Federal Work-Study program, Federal Supplemental Educational Opportunity Grant (SEOG), Federal Direct Loan Program, and Federal Pell Grant Program, respectively.

Condition:

A sample of twenty five financial assistance files was selected to determine if financial assistance was properly calculated and disbursed to eligible students. Three students in the sample were not in compliance with the College's published satisfactory academic progress policies. Federal regulations (34 CFR 668.32 and 668.34) state that a student is eligible to receive financial assistance under Title IV programs if satisfactory academic progress is maintained.

This matter was brought to the attention of the College. The Office of Internal Audit and Compliance at the Board of Regents of the University System of Georgia and College personnel conducted a full examination of the files of students receiving SFA.

This review determined that 40 students did not meet satisfactory academic progress. Auditor performed procedures to ensure the reasonableness of the review.

Questioned Cost:

Questioned costs of $144,032.00 were identified for those ineligible students receiving SFA.

Cause:

In discussing this condition with Bainbridge State College officials, they stated that this deficiency was caused by an error in a form in the student information system.

Effect or Potential Effect: The College was not in compliance with Federal regulations concerning the awarding of SFA funds to students.

- 4 -

BAINBRIDGE STATE COLLEGE SCHEDULE OF FINDINGS, QUESTIONED COSTS AND OTHER ITEMS
YEAR ENDED JUNE 30, 2013

FEDERAL AWARD FINDINGS AND QUESTIONED COSTS

Recommendation:

The College should perform a risk assessment of its processes and procedures for determining each student's financial aid eligibility. Where vulnerable, the College should develop and/or modify its policies and procedures to ensure that correct amounts will be awarded to students in conformity with financial need requirements. Additionally, the College should develop and implement a monitoring process to ensure that controls are properly implemented. The College should also contact the U. S. Department of Education regarding resolution of this finding.

Views of Responsible Officials and Corrective Action Plans:

We concur with this finding: The error in the form in the Student Information System has yet to be resolved through the University System's Office of Technology. The Director of Financial Aid has created a report and established parameters within the Student Information System designed to catch the students affected by the error.

Contact Person: Telephone: Email:

Helen Catt, Director of Financial Aid (229) 248-2504 Helen.catt@bainbridge.edu

FA-562-13-04 Inadequate Control Procedures over Unofficial Withdrawals

Compliance Requirement: Internal Control Impact: Compliance Impact: Federal Awarding Agency: CFDA Number and Title:

Special Tests and Provisions Significant Deficiency Nonmaterial Noncompliance U. S. Department of Education 84.SFA Student Financial Assistance Cluster

Description:

The College did not perform refund calculations for students who unofficially withdrew in accordance with the College's grading policy.

Criteria:

34 CFR 668.22 provides requirements over the treatment of the Title IV funds when a student withdraws. The College is required to determine the amount of Title IV grant that the student earned as of the student's withdrawal date when a recipient of a Title IV grant withdraws from an institution during a payment period or period of enrollment in which the recipient began attendance. A refund must be returned to Title IV programs when the total amount of Title IV grant that the student earned is less than the amount of Title IV grant that was disbursed to the student as of the withdrawal date.

Condition:

Based on the College's grading policy, a student with all Failing (F), Failing Non-Attendance (FN), Withdrawn Failing (WF) or Incomplete (I) grades denotes an unofficial withdrawal. For the year under review, the Student Financial Assistance Office did not calculate a refund for all students with F, FN, WF or I grades.

Questioned Cost:

Questioned costs of $20,671.61, with likely questioned costs of $394,353.65, were identified for refunds that were not calculated.

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BAINBRIDGE STATE COLLEGE SCHEDULE OF FINDINGS, QUESTIONED COSTS AND OTHER ITEMS
YEAR ENDED JUNE 30, 2013

FEDERAL AWARD FINDINGS AND QUESTIONED COSTS

Cause:

In discussing this condition with Bainbridge State College officials, they stated that this finding was caused by failure of faculty to report withdrawal dates in a timely manner.

Effect or Potential Effect: The College has not properly calculated a refund for students who unofficially withdrew. Unearned Title IV funds are not being returned as required.

Recommendation:

The College should establish appropriate controls to ensure that the procedures in place are utilized and properly applied to determine whether a SFA recipient who began attendance during a semester completed the academic period or unofficially withdrew. The College should also contact the U. S. Department of Education regarding resolution of this finding.

Views of Responsible Officials and Corrective Action Plans:

We concur with this finding: The Office of the Registrar in collaboration with the Division of Academic Affairs has implemented a formal withdrawal policy. In order to ensure compliance, faculty must enter the last date of attendance when entering grades of WF, FN, or F. The Student Information System will not allow the grades to be entered without the date of last attendance.

Contact Person: Telephone: Email:

Helen Catt, Director of Financial Aid (229) 248-2504 Helen.catt@bainbridge.edu

OTHER ITEMS (NOTED FOR MANAGEMENT'S CONSIDERATION)

Financial Statement Preparation Process Observation: Our review of the College's GAAP basis financial statements revealed errors and misclassifications. Errors found in the Cash Flow Statement required adjustment. Errors were also noted on the Auxiliary Schedule in the College's Annual Financial Report. Additionally, an adjustment was made to properly report Federal expenditures on the Schedule of Expenditures of Federal Awards.

Recommendation: While these errors were relatively insignificant to the financial statements, we recommend that the College strengthen internal controls over the financial statement preparation and review process.

Capital Assets Observation: Our review of Capital Assets noted insignificant variances between the Asset Management Module and the Financial Statements. Variances were noted with Construction in Progress, Equipment, Accumulated Depreciation Equipment, Accumulated Depreciation Buildings and Improvements, and Accumulated Depreciation Facilities and Improvements.

Recommendation: Management should ensure that the various ledgers and modules associated with capital assets are reconciled to the capital asset information reported on the College's financial statements.

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