REVIEW REPORT STATE OF GEORGIA CLAYTON COLLEGE AND STATE UNNERSITY MORROW, GEORGIA YEAR ENDED JUNE 30, 1999 
l -------------------~ 
STATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS 
254 WASHINGTON STREET 
ATLANTA, GEORGIA 30334-8400 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY - TABLE OF CONTENTS - 
 
SECTION I 
 
FINANCIAL 
 
INDEPENDENT ACCOUNTANT'S COMBINED REPORT ON REVIEW OF FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION 
 
EXHIBITS 
 
FINANCIAL STATEMENTS 
 
A COMBINED BALANCE SHEET 
 
ALL FUND GROUPS 
 
2 
 
B COMBINED STATEMENT OF CHANGES IN FUND BALANCES 
 
ALL FUND GROUPS 
 
4 
 
C STATEMENT OF CURRENT FUNDS REVENUES, EXPENDITURES, 
 
AND OTIIER CHANGES 
 
6 
 
D NOTES TO THE FINANCIAL STATEMENTS 
 
7 
 
SUPPLEMENTARY INFORMATION 
 
E COMBINING BALANCE SHEET 
 
CURRENT FUNDS - UNRESTRICTED 
 
20 
 
F COMBINING STATEMENT OF CHANGES IN FUND BALANCES 
 
CURRENT FUNDS - UNRESTRICTED 
 
21 
 
G COMBINING STATEMENT OF CURRENT FUNDS REVENUES, EXPENDITURES, 
 
AND OTIIER CHANGES 
 
UNRESTRICTED 
 
23 
 
SCHEDULES 
 
1 SCHEDULE OF REQUIRED SUPPLEMENTARY INFORMATION 
 
24 
 
SCHEDULES OF REVENUES AND EXPENDITURES COMPARED TO BUDGET 
 
2 
 
RESIDENT INSTRUCTION 
 
26 
 
3 
 
LOTTERY FOR EDUCATION 
 
29 
 
4 CHANGES IN INVESTMENT IN PLANT 
 
30 
 
5 SCHEDULE OF FUND BALANCES 
 
CURRENT FUNDS AND PLANT FUNDS 
 
32 
 
6 RECONCILIATION OF SALARIES AND TRAVEL 
 
34 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY - TABLE OF CONTENTS - 
SECTION II AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS 
SECTION ill CURRENT YEAR FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS 
 
 SECTION I FINANCIAL 
 
 RUSSELL W. HINTON 
STATE AUDITOR 
(404) 6562174 
 
DEPARTMENT OF AUDITS AND ACCOUNTS 
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400 
October 21, 1999 
 
Honorable Roy E. Barnes, Governor Members of the General Assembly of Georgia Members of the Board ofRegents of the University System of Georgia 
and Honorable Michael F. Vollmer, President Clayton College and State University 
INDEPENDENT ACCOUNTANT'S COMBINED REPORT ON REVIEW OF FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION 
Ladies and Gentlemen: 
We have reviewed the accompanying financial statements (Exhibits A through D) of Clayton College and State University as of and for the year ended June 30, 1999, in accordance with Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants. All information included in these financial statements is the representation ofthe management ofClayton College and State University. 
A review consists principally of inquiries of University personnel and analytical procedures applied to financial data. It is substantially less in scope than an audit in accordance with generally accepted auditing standards, the objective of which is the expression of an opinion regarding the financial statements taken as a whole. Accordingly, we do not express such an opinion. 
Based on our review, with the exception ofthe matters described in the fourth and fifth paragraphs, we are not aware of any material modifications that should be made to the accompanying financial statements in order for them to be in conformity with generally accepted accounting principles. 
As disclosed in Note 1 to the financial statements, generally accepted accounting principles require encumbrances to be recorded as a reservation of fund balance. However, in accordance with Georgia Law and State budgetary policy, management recorded encumbrances as expenditures and liabilities. The effects of this departure from generally accepted accounting principles on the financial statements were not reasonably determinable. 
 
99ARL-67 
 
 As disclosed in Note 1 to the financial statements, the University did not report the liability and related expenditure for compensated absences in the current funds as required by generally accepted accounting principles. If compensated absences were reported, liabilities would be increased and fund balance would be decreased by $1,275,684.30 as of June 30, 1999, and the net change in fund balance for the year ended June 30, 1999, would be decreased by $148,767.61. 
Our review was made for the purpose of expressing limited assurance that there are no material modifications that should be made to the financial statements in order for them to be in conformity with generally accepted accounting principles. The year 2000 supplementary information on Schedule" 1" is not a required part of the basic financial statements but is supplementary information required by the Governmental Accounting Standards Board. The accompanying combining statements (Exhibits E through G) and the financial schedules (Schedules 2 through 6) are presented for supplementary analysis purposes. Such informationhas been subjected to the inquiries and analytical procedures applied in the review ofthe financial statements, and except for the effects of the matters discussed in the fourth and fifth paragraphs, we are not aware of any material modifications which should be made thereto. 
Respectfully submitted, 
~LU.<J-...kRussell W. Hinton State Auditor 
RWH:jb 99ARL-67 
 
 FINANCIAL STATEMENTS - 1- 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY COMBINED BALANCE SHEET ALL FUND GROUPS JUNE 30,1999 
 
Cash and Cash Equivalents Accounts Receivable Inventories Prepaid Items Due from Other Fund Groups Investment in Plant 
Total Assets 
LIABILITIES AND FUND BALANCES 
Liabilities Accounts Payable Salaries Payable Student Deposits Deferred Revenue Tuition and Fees Other Deposits Held in Custody for Others Due to Other Fund Groups Capital Lease Obligations 
Total Liabilities 
Fund Balances U, S, Govemment Grants Refundable Institutional Loans - Restricted Endowment Net Investment in Plant Restricted Unrestricted 
Total Fund Balances 
Total Liabilities and Fund Balances 
 
CURRENT FUNDS 
 
UNRESTRICTED 
 
RESTRICTED 
 
LOAN FUNDS 
 
$ 
 
1.523.690,17 $ 
 
502,703.41 
 
279,971,07 
 
257.009,74 
 
764.614,60 
 
72.598,39 $ 909.013,10 
 
12,533.28 18.510,16 
 
$ 
 
3.327.988,99 $ 
 
981.611.49 $ ......=====3=1=.0.4..3=.4..4... 
 
$ 
 
1,581,214,89 
 
484,221,30 
 
12,259,13 
 
379.086,07 2,537.46 
 
$ 
 
$ 
 
2,459.318,85 $ 
 
764,614.60 764.614,60 
$ 
 
$ 
 
216,996,89 
 
$ 
 
868,670.14 
 
$ 
 
868.670,14 $ 
 
216,996,89 $ 
 
$ 
 
3.327.988,99 $ 
 
981.611.49 $ 
 
18,717,51 12,325,93 
31.043,44 31.043,44 
 
See Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information, The notes to the financial statements are an integral part of this statement. 
-2- 
 
 EXHIBIT "A" 
 
ENDOWMENT FUNDS 
 
UNEXPENDED 
 
PLANT FUNDS RENEWALS AND REPLACEMENTS 
 
INVESTMENT IN PLANT 
 
AGENCY FUNDS 
 
TOTAL (Memorandum 
Only) 
 
$ 
 
943,146.35 $ 
 
585,935.05 $ 
 
615,839.95 
 
$ 
 
10,350.00 
 
1,530.00 
 
$ 
 
58,802,571.10 
 
76,263.47 $ 
 
3,830,006.66 1,442,106.67 
279,971.07 257,009.74 764,614.60 58,802,571.10 
 
$ 
 
953,496.35 $ 
 
587,465.05 $ 
 
615,839.95 $ 
 
58,802,571.10 $ 
 
76,263.47 $ ===6=:5,=37=6,..,2.7.9.;;';';;.84;", 
 
$ 
 
576,870.11 $ 
 
6,405.00 
 
$ 
 
$ 
 
576,870.11 $ 
 
$ 6,405.00 $ 
 
7,210,933.01 7,210,933.01 $ 
 
$ 
 
953,496.35 
 
$ 
 
$ 
 
953,496.35 $ 
 
10,594.94 $ 10,594.94 $ 
 
$ 609,434.95 609,434.95 $ 
 
51,591,638.09 51,591,638.09 
 
$ 
 
953,496.35 $ 
 
587,465.05 $ 
 
615,839.95 $ 
 
58,802,571.10 $ 
 
40,390.42 $ 35,873.05 76,263.47 $ 
 
2,204,880.42 484,221.30 12.259.13 
379,086.07 2,537.46 
35,873.05 764,614.60 7,210,933.01 
11,094,405.04 
 
$ 
 
18,717.51 
 
12,325.93 
 
953,496.35 
 
51,591,638.09 
 
216,996.89 
 
1,488,700.03 
 
$ 
 
54,281,874.80 
 
76,263.47 $ 
 
65,376,279.84 
 
-3- 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY COMBINED STATEMENT OF CHANGES IN FUND BALANCES 
ALL FUND GROUPS YEAR ENDED JUNE 30, 1999 
 
REVENUES AND OTHER ADDITIONS 
Unrestricted Current Fund Revenues State Appropriations - Regular Federal Grants and Contracts State Grants and Contracts Local Grants and Contracts Private Gifts, Grants, and Contracts Investment Income 
Endowment Other Net Decrease in Fair Value of Investments Interest on Loans Receivable Adjustments Prior Years' Expenditures/Accounts Payable Prior Years' Checks Voided Expended for Plant Facilities Current Funds Plant Funds 
Unexpended Renewals and Replacements Georgia State Financing and Investment Commission 
Total Revenues and Other Additions 
EXPENDITURES AND OTHER DEDUCTIONS 
Educational and General Expenditures Auxiliary Enterprises Expenditures Indirect Costs Recovered Refunded to Grantors Remittances to the Board of Regents of the 
University System of Georgia Prior Year's Unrestricted Fund Balance (Surplus) 
Adjustments Prior Years' Revenues/Accounts Receivable 
Administrative and Collection Costs Expended for Plant Facilities 
Capitalized Noncapitalized DisposalslDeletions/Adjustments 
Total Expenditures and Other Deductions 
TRANSFERS BETWEEN FUNDS 
Nonmandatory Renewals and Replacements Capital Projects 
Total Transfers Between Funds 
Net Increasel(Decrease) for the Year 
FUND BALANCES JULY 1. 1998 
 
CURRENT FUNDS 
 
UNRESTRICTED 
 
RESTRICTED 
 
LOAN FUNDS 
 
$ 
 
36,274,981.46 
 
$ 
 
3,019,198.61 $ 3,971,597,23 
10,000,00 1,121,540,18 
26,209.64 
 
34,921.20 6,296.70 
 
-2,983.00 
78.40 465.78 
 
$ 
 
36,316,199.36 $ 
 
8,148,545.66 $ 
 
$ 
 
34,256,007.24 $ 
 
1,713,840,00 
 
17,096.93 8,516,98 
 
8,138,359,68 10,125.73 5,428.40 
3,557.23 $ 
 
--=2:..:,43.;:;8::;.8~2=- 
1,398,17 
 
$ 
 
35,995,461,15 $ 
 
8,157,471,04 $ 
 
---'1"',3"'9.;:;8,;.;.17.;... 
 
$ 
 
-103,751,41 
 
-1,978.91 
 
$ 
 
-105,730.32 
 
$ 
 
215,007.89 $ 
 
653,662.25 
 
-8,925.38 $ 225,922,27 
 
-3,836.99 34,880.43 
 
FUND BALANCES JUNE 30.1999 
 
$ 
 
See Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information. 
 
The notes to the financial statements are an integral part of this statement 
 
-4- 
 
868,670.14 $ 
 
216,996,89 $ 
 
31,043.44 
 
 EXHIBIT"B" 
 
ENDOWMENT FUNDS 
 
UNEXPENDED 
 
PLANT FUNDS RENEWALS AND REPLACEMENTS 
 
INVESTMENT IN PLANT 
 
TOTAL (Memorandum 
Only) 
 
$ 
 
$ 
 
-11,108.33 
 
$ 
 
-11,108.33 $ 
 
542,380.00 10,388.00 
106,438.61 $ 10,493.90 
669,700.51 $ 
 
10,759.47 -397.79 713.57 $ 
11,075.25 $ 
 
$ 
4,130,257.36 643,794.08 51,242.40 
3,119,159.32 7,944,453.16 $ 
 
36,274,981.46 542,380.00 
3,016,215.61 3,971,597.23 
10,000.00 1,131,928.18 
26,209.64 117,276.48 -11,506.12 
465.78 
46,128.67 6,296.70 
4,130,257.36 
643,794.08 51,242.40 
3,119,159.32 
53,076,426.79 
 
$ 
 
0.00 
 
$ 42,394,366.92 1,713,840.00 10,125.73 5,428.40 
 
$ 
 
7,107.11 
 
24,204.04 
 
8,516.98 4,955.40 
 
643,794.08 $ 17,290.40 
 
51,242.40 33,378.87 
$ 
 
614,942.15 
 
695,036.48 50,669.27 
614,942.15 
 
$ 
 
0.00 $ 
 
668,191.59 $ 
 
84,621.27 $ 
 
614,942.15 $ 45,522,085.37 
 
$ 
 
$ 
 
$ 
 
-11,108.33 $ 
 
964,604.68 
 
$ 
 
953.496.35 $ 
 
$ 1,978.91 
1,978.91 $ 
3,487.83 $ 7,107.11 
 
103,751.41 
103,751.41 30,205.39 $ 579,229.56 
 
$ 
$ 7.329,511.01 $ 44,262,127.08 
 
0.00 0.00 0.00 
7,554.341.42 46,727,533.38 
 
10,594.94 $ 
 
609,434.95 $ 
 
51,591,638.09 $ 
 
54,281,874.80 
 
-5- 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY STATEMENT OF CURRENT FUNDS REVENUES, EXPENDITURES, 
AND OTHER CHANGES YEAR ENDED JUNE 30,1999 
 
EXHIBIT"C" 
 
REVENUES 
State Appropriations Tuition and Fees Federal Grants and Contracts State Grants and Contracts Local Grants and Contracts Private Gifts, Grants. and Contracts Endowment Income Sales and Services of Educational Activities Sales and Services of Auxiliary Enterprises Other Sources 
Total Revenues 
EXPENDITURES 
Educational and General Instruction Public Service Academic Support Student Services Institutional Support Operation and Maintenance of Plant Scholarships and Fellowships 
Auxiliary Enterprises Food Services Stores and Shops Intercollegiate Athletics Other Service Units 
Total Expenditures 
OTHER TRANSFERS AND ADDITIONS/(DEDUCTIONSl 
Excess of Restricted Receipts over Transfers to Revenues 
Refunded to Grantors Transfers for Renewals and Replacements Transfers for Capital Projects Administrative and Collection Costs Prior Period Adjustments (Net) Remittances to the Board of Regents 
of the University System of Georgia Prior Year's Unrestricted Fund Balance (Surplus) 
Total Other Transfers and Additions/(Deductions) 
 
UNRESTRICTED 
 
RESTRICTED 
 
TOTAL (Memorandum 
Only) 
 
$ 
 
17,906,376.00 
 
12,388.899,29 
 
10,125.73 $ 
 
15.386.00 
3,713.974.62 1,762.293.14 
477.926,68 
$ 36,274.981.46 $ 
 
$ 3.102.500.64 3.967,375,23 
11,500.00 1.030.683.81 
26,300.00 
8,138.359,68 $ 
 
17,906.376.00 12.388.899.29 
3.112.626,37 3.967.375.23 
11.500.00 1.046.069,81 
26.300.00 3.713.974.62 1.762,293.14 
477,926,68 
44,413.341.14 
 
$ 
 
15.142.772.17 $ 
 
123.300,99 
 
8,225.151.96 
 
2,197.958,91 
 
5,572.577.93 
 
2,691.728.13 
 
302.517.15 
 
49,600,38 247.153.45 995.626,37 421,459.80 
 
$ 35.969.847.24 $ 
 
903.211.89 $ 532.168.67 774.162.15 84,083.39 266.833.58 5.577.900,00 
8.138,359.68 $ 
 
16,045.984.06 655.469.66 
8,999.314.11 2,282.042.30 5.839.411,51 2.691,728,13 5,880,417,15 
49,600.38 247.153.45 995.626.37 421,459.80 
44.108.206,92 
 
$ 
 
$ 
 
-103,751.41 
 
-1,978.91 
 
32.700,92 
 
-17.096.93 
 
$ 
 
-90.126.33 $ 
 
60.25 $ -5,428.40 
-3,557,23 
 
60,25 -5.428.40 -103.751.41 -1,978.91 -3,557,23 32.700.92 
 
-8,925,38 $ 
 
-17,096.93 -99,051,71 
 
Net Increase/(Decrease) in Fund Balances 
 
$ 
 
215.007,89 $ 
 
See Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information, 
 
The notes to the financial statements are an integral part of this statement. 
-6- 
 
-8,925,38 $ ====20:=6...0.=82=:.5:.1= 
 
 CLAYTON COLLEGE AND STATE UNNERSITY NOTES TO THE FINANCIAL STATEMENTS 
JUNE 30. 1999 
 
EXHIBIT "D" 
 
NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
REPORTING ENTITY Clayton College and State University is one of thirty-four (34) 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 Clayton College and State University 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. Clayton College and State University does not have authority to retain unexpended State appropriations (surplus) for any given fiscal year. Accordingly, Clayton College and State University is considered an organizational unit of the Board ofRegents 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 Codification of Governmental Accounting and Financial Ret?orting Standards. 
FUND ACCOUNTING In order to ensure observance oflimitations and restrictions placed on the use of the resources available to the University, the accounts of the University are maintained in accordance with the principles of fund accounting. This is the procedure by which resources for various purposes are classified for accounting and reporting purposes into funds that are in accordance with activities or objectives specified. Separate accounts are maintained for each fund; however, in the accompanying financial statements, funds that have similar characteristics have been combined into fund groups. Accordingly, all financial transactions have been recorded and reported by fund group. 
Within each fund group, the University's fund balance allocations and designations represent those portions ofthe fund balances that are reserved, restricted and/or designated for specific future use by legal covenants, State policies, or institutional policies. 
Fund groups and funds presented in the accompanying financial statements are as follows: 
CURRENT FUNDS 
UNRESTRICTED - The fund used to account for those economic resources over which the University retains full control to use for purposes of performing the primary functions of the University, e.g., instruction, public service, etc. 
RESTRICTED - The fund used to record externally restricted funds which may only be utilized in accordance with the purposes established by their source. Restricted current funds are recorded as revenues and expenditures when expended for current operating purposes. 
-7- 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY 
NOTES TO THE FINANCIAL STATEMENTS 
JUNE 30. 1999 
 
EXHIBIT"D" 
 
NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
FUND ACCOUNTING 
LOAN FUNDS 
The fund used to account for resources which have been made available for fmancialloans to students. 
ENDOWMENT FUNDS 
The fund used to account for gifts that are subject to the restrictions by the donors requiring that the principal be invested in perpetuity and income only be utilized. 
PLANT FUNDS 
UNEXPENDED - The fund used to account for financial resources utilized to acquire or to construct physical properties for institutional purposes. 
RENEWALS AND REPLACEMENTS - The fund used to account for resources set aside for the renewal and replacement of institutional properties. 
INVESTMENT IN PLANT - The fund which shows the total amounts representing the book value of all physical properties owned by the University. Net Investment in Plant is an equity account showing the total book value ofphysical properties belonging to the University less the amount of any indebtedness to others. 
AGENCY FUNDS 
The fund used to account for resources held by the University as custodian or fiscal agent for individual students, faculty, staffmembers, and organizations. 
BASIS OF ACCOUNTING Except as otherwise disclosed in these notes, the financial statements are prepared on the modified accrual basis ofaccounting, which is materially the same as the accrual basis of accounting applicable to colleges and universities prescribed in the American Institute ofCertified Public Accountants' audit guide reporting model. The modified accrual basis ofaccounting is defined as that method ofaccounting in which expenditures, other than accrued interest on general long-term debt, are recorded at the time liabilities are incurred and revenues are recorded when available and measurable to finance expenditures ofthe fiscal period. 
Contractual obligations for goods and services which have not been received at the end of the fiscal year are recognized as expenditures and liabilities in the accompanying financial statements. This accounting practice causes expenditure-driven grant revenues to be accrued based, in part, on the unexecuted portion of contracts 
as for goods and services. The recognition of encumbrances expenditures and liabilities is in conformity with 
accounting practices prescribed or permitted by statutes and regulations of the State of Georgia, but is not 
- 8- 
 
 CLAYTON COLLEGE AND STATE UNNERSITY 
NOTES TO THE FINANCIAL STATEMENTS 
JUNE 30,1999 
 
EXHIBIT"D" 
 
NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
BASIS OF ACCOUNTING consistent with generally accepted accounting principles, which provide for the recording of encumbrances as a reservation of fund balance. Further, revenue recognition for expenditure-driven grants should be based upon expenditures determined in accordance with generally accepted accounting principles. 
Compensated absences represent obligations of the University relating to employees' rights to receive compensation for future absences based upon services already rendered. This obligation relates only to vesting accumulated annual leave in which payment is probable and can be reasonably estimated. The compensated absences liability of$1,275,684.30 and a related net current year expenditure of$148,767.61 have not been reported in the current funds as required by generally accepted accounting principles. 
Prior period adjustments and certain other items are reported as additions to and deductions from fund balances of current funds in the accompanying financial statements. This presentation is in accordance with accounting practices prescribed or permitted by statutes and regulations ofthe State of Georgia, but differs from generally accepted accounting principles in that immaterial adjustments should be reported as current period revenues and expenditures. The effect of this departure is deemed to be immaterial to the fair presentation ofthe financial statements. 
To the extent that Current Funds and Plant Funds are used to finance plant assets, the amounts so provided are accounted for as expenditures. The balances shown on the Combined Balance Sheet as Net Investment in Plant reflect the accumulated expenditures made for plant facilities through Current Funds and Plant Funds and also include expenditures made for plant facilities expended by the Georgia State Financing and Investment Commission on behalfofthe University. Donated fixed assets are recorded at fair market value on the date donated. Disposals are deleted at recorded values. No depreciation has been provided on physical plant and equipment. 
The Statement of Current Funds Revenues, Expenditures, and Other Changes is a statement of financial activities of current funds related to the current reporting period. It does not purport to present the results of operations or the net income or loss for the period as would a statement of income or a statement ofrevenues and expenses. 
BUDGET The Board of Regents of the University System of Georgia - Administrative Central Office receives State appropriation allotments for units of the University System of Georgia. The appropriated budget is adopted at the Board level and represents appropriations provided by the Amended Appropriations Act of 1998-1999. The appropriated budget covers current funds and plant funds, except for Auxiliary Enterprises and Student Activities which are not subject to appropriation. The allocation ofthe appropriated budget is made to the University by the Administrative Central Office. In addition, the University receives Federal funds and other funds directly and includes these funds in the budget filed with the Administrative Central Office. 
 
-9- 
 
 CLAYTON COLLEGE AND STATE UNNERSITY NOTES TO THE FINANCIAL STATEMENTS 
JUNE 30. 1999 
 
EXHIBIT "D" 
 
NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
 
BUDGET A comparison of anticipated funds available and budgeted expenditures by budget unit object class indicates that the following object classes were overspent by the amounts identified below: 
 
Resident Instruction Operating Expenses: Sponsored Operations Year 2000 Project 
 
$ 1.305.204.97 $ 6.250.00 
 
These overexpenditures of budget constitute a violation of Board of Regents policy, but do not constitute statutory violations of budget authority. Statutory violations of budget authority are reported at the Board object class level. 
 
CASH AND CASH EQUIVALENTS Cash and Cash Equivalents consist of petty cash, demand deposits, certificates of deposit and temporary investments in authorized financial institutions, and cash management pools that have the general characteristics of demand deposit accounts. 
 
ACCOUNTS RECEIVABLE Accounts receivable consist of reimbursements due from Federal, State, local, and private grants and contracts, and other receivables disclosed from information available. No provision has been made for an allowance for doubtful accounts within the accompanying financial statements. 
 
INVENTORIES Inventories of consumable supplies are recorded on the consumption method and are valued at cost on the Combined Balance Sheet using the weighted - average method. 
 
Inventories of goods for resale are valued at cost using the first-in, first-out method. 
 
PREPAID ITEMS Prepaid items are payments made to vendors in advance ofthe receipt of goods and services that will benefit periods subsequent to the balance sheet date. 
 
MEMORANDUM ONLY - TOTAL COLUMNS The total columns on the financial statements are captioned "Memorandum Only" because they do not represent consolidated financial information and are presented only to facilitate financial analysis. The columns do not present information that reflects financial position or changes in financial position in conformity with generally accepted accounting principles. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data. 
 
- 10- 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY NOTES TO THE FINANCIAL STATEMENTS 
JUNE 30.1999 
 
EXHIBIT"D" 
 
NOTE 2: CUSTODIAL CREDIT RISKS OF CASH DEPOSITS AND INVESTMENTS 
STATE OF GEORGIA COLLATERALIZATION STATUTES AND POLICIES Funds belonging to the State of Georgia 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 anyone or more ofthe following securities as enumerated in the Official Code of Georgia Annotated Section 50-17-59: 
(1) Bonds, bills, certificates of indebtedness, notes, or other direct obligations of the United States or of the State of Georgia. 
(2) Bonds, bills, certificates of indebtedness, notes, or other obligations of the counties or municipalities of the State of Georgia. 
(3) Bonds of any public authority created by the laws ofthe 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 ofdevelopment authorities created by the laws of the State of Georgia. 
(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, or 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. 
As authorized in the Official Code of Georgia Annotated Section 50-17-53, the State Depository Board has adopted policies which allow agencies of the State of Georgia (which includes organizational units of the Board of Regents of the University System of Georgia) the option of exempting demand deposits from the collateral requirements. 
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. 
CATEGORIZATION OF DEPOSITS For purposes of analysis of custodial credit risk, cash deposits consist of all bank balances which include demand deposits and/or interest bearing accounts. The bank balances as of June 30, 1999, are categorized below in order to provide information about the extent to which such deposits are exposed to custodial credit risk: 
 
- 11 - 
 
 CLAYTON COLLEGE AND STATE UNNERSITY 
NOTES TO THE FINANCIAL STATEMENTS 
JUNE 30.1999 
 
EXHIBIT"D" 
 
NOTE 2: CUSTODIAL CREDIT RISKS OF CASH DEPOSITS AND INVESTMENTS 
 
CATEGORIZATION OF DEPOSITS Category 1 - Amounts covered by depository insurance or collateralized with securities (at fair value) held by the University or by its agent in the University's name. 
 
Category 2 - Amounts collateralized with securities (at fair value) held by the pledging financial institution's trust department or agent in the University's name. 
 
Category 3 - Amounts collateralized with securities (at fair value) held by the pledging fmancial institution, or by its trust department or agent but not in the University's name, and amounts uncollateralized. 
 
Cash Deposits 
 
Carrying Amount 
 
Bank Balances 
 
Risk Categories 
 
2 
 
3 
 
$ 2,331.637.38 $ 3,559.142.47 $ 200,000.00 $ 3,359.142.47 $=======0.0:=0 
 
CATEGORIZATION OF INVESTMENTS Investments are summarized as described below: 
 
Type ofInvestment 
Board of Regents Short - Tenn Fund Total - Return Fund 
State Investment Pool 
Total Investments 
 
Carrying Amount 
$ 301,058.49 938,019.90 250.780.89 
$ 1.489.859.28 
 
Funds invested in an investment pool managed by another governmental entity are not required to be categorized since the University did not own any specific, identifiable investment securities of the pool. 
 
NOTE 3: INVESTMENT IN PLANT 
 
The following is a summary of Investment in Plant fixed assets as of June 30, 1999: 
 
Land Buildings Improvements Other Than Buildings Equipment Library Books and Collections 
Total Investment in Plant 
 
$ 640,501.10 28,754,607.46 
4,484,036.48 21,014,435.90 
3.908.990.16 
$58.802.571.10 
 
- 12- 
 
 CLAYTON COLLEGE AND STATE UNNERSITY 
NOTESTOTHEF~~STATEMENTS 
ruNE 30, 1999 
 
EXHIBIT"DIf 
 
NOTE 4: CAPITAL LEASES 
 
Clayton College and State University acquires computers through multi-year capital leases with varying terms and options. These agreements contain fiscal funding clauses in accordance with Official Code of Georgia Annotated Section 50-5-64 which prohibits the creation of a debt to the State of Georgia for the payment of any sums under such agreements beyond the fiscal year of execution if appropriated funds are not available. Ifrenewal of such agreements is reasonably assured, however, capital leases requiring appropriation by the General Assembly of Georgia are considered noncancellable for financial reporting purposes. 
 
As of June 30, 1999, future minimum lease payments under capital leases are as follows: 
 
Fiscal Year Ending June 30 
 
2000 2001 2002 
 
$ 3,044,876.88 3,044,876.88 1.776,178.18 
 
Total Future Minimum Lease Payments 
 
$ 7,865,931.94 
 
Less: Amounts Representing Interest 
 
654,998.93 
 
Present Value ofFuture Minimum Lease Payments 
 
$ 7,210,933.01 
 
NOTE 5: RISK MANAGEMENT 
 
Clayton College and State University is a participant in the Board of Regents of the University System of Georgia Health Benefits Plan, which is a self-insurance program ofhealth and dental benefits for employees and retirees of the University System of Georgia. The University and participating employees and retirees pay premiums to the Health Benefits Plan for this health insurance coverage. The Health Benefits Plan is included in the financial statements of the Board of Regents of the University System of Georgia Administrative Central Office. All units ofthe University System of Georgia share the risk of loss for claims ofthe Health Benefits Plan. The Health Benefits Plan is considered a self-sustaining risk fund that provides health coverage for its members up to a maximum lifetime benefit of $1,000,000.00 per person and dental coverage up to an annual maximum of$1,000.00 per person. The Board ofRegents has contracted with Blue Cross Blue Shield of Georgia to process claims in accordance with the Health Benefits Plan as established by the Board ofRegents. 
 
The Department ofAdministrative Services (DOAS) has the responsibility for the State ofGeorgia ofmaking and carrying out decisions that will minimize the adverse effects of accidental losses 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 
 
-13 - 
 
 CLAYTON COLLEGE AND STATE UNNERSITY 
NOTES TO THE FINANCIAL STATEMENTS 
JUNE 30. 1999 
 
EXHIBIT"D" 
 
NOTE 5: RISK MANAGEMENT 
 
applicable to property, employee and automobile liability, fidelity and certain other risks. The University, as an organizational unit ofthe Board ofRegents ofthe University System of Georgia, is part ofthe 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 ofprofessional 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. 
 
NOTE6: RETmEMENIPLANS 
 
TEACHERS RETIREMENT SYSTEM OF GEORGIA . 
 
Plan Description Clayton College and State University participates in the Teachers Retirement System of Georgia (TRS), a cost-sharing multiple-employer defined benefit pension plan established by the General Assembly of Georgia for the purpose of providing retirement allowances and other benefits for teachers of the State of Georgia. TRS provides service retirement, disability retirement, and survivor's benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone financial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts. 
 
Funding Policy Employees of the University who are covered byTRS are required by State statute to contribute 5% of their gross earnings to TRS. The University makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees in accordance with State statute and as advised by their independent actuary. For fiscal year 1999, the employer contribution rate was 11.95% for covered employees. In addition, the University contributed 3.46% to the TRS on behalf of employees electing to participate in the Regents Retirement Plan. Employer contributions for the current fiscal year and the preceding two fiscal years are as follows: 
 
Fiscal Year 
 
Percentage Contributed 
 
Required Contribution 
 
1999 1998 1997 
 
100% 100% 100% 
 
$ 1,769,125.88 $ 1,651,152.32 $ 1,508,858.50 
 
- 14- 
 
 CLAYTON COLLEGE AND STATE UNNERSITY 
NOTESTOTHEFWANC~STATEMENTS 
JUNE 30, 1999 
 
EXHIBIT"D" 
 
NOTE 6: RETIREMENT PLANS 
REGENTS RETIREMENT PLAN 
Plan Description The Regents Retirement Plan, a single-employer defined contribution plan, is an optional retirement plan established and administered by the Board of Regents of the University System of Georgia, under which it may purchase annuity contracts for the purpose ofproviding retirement and death benefits for eligible faculty and principal administrators. 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 ofthe annuity contracts. 
Funding Policy Member contribution requirements are established by the Board of Trustees of the Teachers Retirement System. Employer contributions are established by statute and may be amended only by the General Assembly ofthe State of Georgia. The employer contributes 8.34% of the participating employee's earnable compensation. Employees contribute 5% oftheir earnable compensation. Amounts attributable to all plan contributions are fully vested and non-forfeitable at all times. 
The University and the covered employees made the required contributions of $336,950.73 (8.34%) and $202,009.20 (5%), respectively. 
GEORGIA DEFINED CONTRIBUTION PLAN 
Plan Description Clayton College and State University 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 ofproviding 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. Ifa member has less than $ 3,500.00 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 and Vesting 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. 
- 15 - 
 
 CLAYTON COLLEGE AND STATE QNNERSITY 
NOTESTOTHEFINANC~STATEMENTS 
JUNE 30. 1999 
 
EXHIBIT "D" 
 
NOTE 6: RETmEMENTPLANS 
GEORGIA DEFINED CONTRIBUTION PLAN 
Contributions and Vesting Total contributions made by employees during fiscal year 1999 amounted to $130,350.71 which represents 7.5% of covered payroll. These contributions met the requirements ofthe plan. 
NOTE 7: LEAVEPOUCrnS 
Employees earn annual leave ranging from one and one-quarter days to one and three-quarter days each month depending upon the employees' length of continuous State service with maximum accumulation of forty-five days. Employees are paid for unused accumulated annual leave upon retirement or termination of employment. See Note 1 - Basis of Accounting (Compensated Absences) 
Employees earn one day of sick leave each month with no maximum accumulation established. Unused accumulated sick leave does not vest with the employee and is forfeited upon retirement or termination of employment, except as noted in the subsequent paragraph. 
Certain employees who retire with a minimum of three months ofunused sick leave are entitled to additional service credit in the Teachers Retirement System of Georgia. 
NOTE 8: CONTINGENCrnS 
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 expenditures which are disallowed under grant terms. The amount ofexpenditures which may be disallowed by the grantor cannot be determined at this time although the University expects such amounts, if any, to be immaterial to its overall financial position. 
Litigation, claims and assessments filed against Clayton College and State University (an organizational unit of the Board ofRegents ofthe 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, 1999. 
NOTE 9: POSTEMPLOYMENT 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 ofthe University System of Georgia. It is the policy ofthe Board ofRegents to permit employees of the University System of Georgia eligible for retirement or that become permanently and totally disabled to continue as members ofthe group health and life insurance programs. Employees who are eligible for retirement or disability under the criteria established by the Teachers Retirement System of 
- 16- 
 
 CLAYTON COLLEGE AND STATE UNNERSITY NOTES TO THE FINANCIAL STATEMENTS 
JUNE 30. 1999 
 
EXHIDIT"D" 
 
NOTE 9: POSTEMPLOYMENTBENEFITS OTHER THAN PENSION BENEFITS 
 
Georgia and who have at least ten years ofservice with the University System of Georgia are eligible for these postemployment 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. 
 
As of June 30, 1999, there were 55 employees who had retired or were disabled that were receiving these postemployment health and life insurance benefits. For the year ended June 30, 1999, Clayton College and State University recognized as incurred $117,735.95 of expenditures, which was net of $35,059.39 of participant contributions. 
 
NOTE 10: ENROLLMENT 
 
The equivalent full-time student enrollment of Clayton College and State University was as follows: 
 
Regular Term Fall Semester, 1998 Spring Semester, 1999 
 
2,762 2.792 
 
Average 
 
Summer School, 1998 
 
Summer School, 1999 
 
- 17 - 
 
 SUPPLEMENTARY INFORMATION -19 - 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY COMBINING BALANCE SHEET 
CURRENT FUNDS UNRESTRICTED JUNE 30,1999 
 
EXHIBIT"E" 
 
ASSETS 
Cash and Cash Equivalents Accounts Receivable Inventories Prepaid Items Due from Other Fund Groups 
 
RESIDENT INSTRUCTION 
 
LOITERYFOR EDUCATION 
 
AUXILIARY ENTERPRISES 
 
STUDENT ACTIVITIES 
 
TOTAL 
 
$ 
 
390,371.43 $ 
 
595,279.83 $ 
 
447,218.36 $ 
 
477,959,97 
 
24,689,44 
 
54,121.96 
 
225,849.11 
 
256,899.74 
 
110.00 
 
764,614.60 
 
90,820,55 $ 54,00 
 
1,523,690.17 502,703.41 279,971.07 257,009.74 764,614.60 
 
Total Assets 
 
$ 1,943,967.70 $ 
 
595,279.83 $ 
 
697,866.91 $ 
 
90,874.55 $ 3,327,988.99 
 
LIABILITIES AND FUND BALANCES 
Liabilities Accounts Payable Salaries Payable Student Deposits Deferred Revenue Tuition and Fees Other 
Total Liabilities 
Fund Balances Unrestricted 
 
$ 
 
939,337.89 $ 
 
484,221.30 
 
379,086.07 .2,537.46 
$ 1,805,182.72 $ 
 
138,784.98 
 
595,279.83 $ 
595,279.83 $ 0.00 
 
46,597.17 12,259.13 
58,856.30 639,010.61 $ 
 
$ 1,581,214,89 484,221,30 12,259.13 
379,086.07 2,537,46 
$ 2,459,318.85 
 
90,874.55 
 
868,670.14 
 
Total Liabilities and Fund Balances 
 
$ 1,943,967.70 $ 
 
595,279.83 $ 
 
697,866.91 $ 
 
90,874.55 $ 3,327,988.99 
 
See accompanying notes and Independent Accountanfs Combined Report on Review of Financial Statements and Supplementary Information. 
 
20 - 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY COMBINING STATEMENT OF CHANGES IN FUND BAlANCES 
CURRENT FUNDS - UNRESTRICTED YEAR ENDED JUNE 30,1999 
 
EXHIBIT"P 
 
REVENUES AND OTHER ADDITIONS 
Unrestricted Current Fund Revenues Adjustments 
Prior Years' Expenditures/Accounts Payable Prior Years' Checks Voided 
Total Revenues and Other Additions 
EXPENDITURES AND OTHER DEDUCTIONS 
Educational and General Expenditures Auxiliary Enterprises Expenditures Remittances to the Board of Regents of the 
University System of Georgia Prior Year's Unrestricted Fund Balance (Surplus) 
Adjustments Prior Years' Revenues/Accounts Receivable 
Total Expenditures and Other Deductions 
TRANSFERS BETWEEN FUNDS 
Nonmandatory Renewals and Replacements Capital Projects 
Total Transfers Between Funds 
Net Increase for the Year 
FUND BALANCES JULY 1, 1998 
 
RESIDENT INSTRUCTION 
 
LOTTERY FOR EDUCATION 
 
AUXILIARY ENTERPRISES 
 
STUDENT ACTIVITIES 
 
TOTAL 
 
$ 33,041,868.32 $ 
34,223,99 5,530.45 
$ 33,081,622.76 $ 
 
852,000.00 $ 852,000.00 $ 
 
1,981,496.49 $ 
697.21 386.25 
1,982,579.95 $ 
 
399,616.65 $ 36,274,981.46 
 
380.00 
 
34,921.20 6,296.70 
 
399,996.65 $ 36,316,199.36 
 
$ 33,036,192.61 $ 
 
852,000.00 $ 
 
$ 1,713,840.00 
 
367,814.63 $ 34,256,007.24 1,713,840.00 
 
17,096.93 7,556,67 
 
960.31 
 
17,096.93 8,516.98 
 
$ 33,060,846.21 $ 
 
852,000,00 $ 1,714,800.31 $ 
 
367,814,63 $ 35,995,461.15 
 
$ 
 
20,776,55 $ 
 
118,008.43 
 
$ 
$ 0.00 $ 0.00 
 
-103,751.41 -1,978,91 
-105,730.32 162,049.32 $ 476,961.29 
 
$ 
$ 32,182.02 $ 58,692.53 
 
-103,751.41 -1,978.91 
-105,730.32 215,007,89 
653,662.25 
 
FUND BAlANCES JUNE 30,1999 
 
$ 
 
138,784.98 $ 
 
0.00 $ 
 
639,010.61 $ 
 
90,874.55 $ 
 
868,670.14 
 
See accompanying notes and Independent Accountanfs Combined Report on Review of Financial Statements and Supplementary Information. 
 
- 21 - 
 
 I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY COMBINING STATEMENT OF CURRENT FUNDS REVENUES, EXPENDITURES, 
AND OTHER CHANGES UNRESTRICTED 
YEAR ENDED JUNE 30,1999 
 
EXHIBIT"G" 
 
REVENUES 
State Appropriations Tuition and Fees Federal Grants and Contracts Private Gifts, Grants, and c::ontracts Sales and Services of Educational Activnies Sales and Services of Auxiliary Enterprises Other Sources 
Total Revenues 
EXPENDITURES 
Educational and General Instruction Public Service Academic Support Student Services Instnutional Support Operation and Maintenance of Plant Scholarships and Fellowships 
Auxiliary Enterprises Food Services Stores and Shops Intercollegiate Athletics Other Service Unns 
Total Expendnures 
OTHER TRANSFERS AND ADDITIONS/IDEDUCTIONSl 
Transfers for Renewals and Replacements Transfers for Capnal Projects Prior Period Adjustments (Net) Remntances to the Board of Regents 
of the University System of Georgia Prior Year's Unrestricted Fund Balance (Surplus) 
Total Other Transfers and Addnions/(Deductions) 
 
RESIDENT INSTRUCTION 
 
LOTTERY FOR EDUCATION 
 
AUXILIARY ENTERPRISES 
 
STUDENT ACTIVITIES 
 
TOTAL 
 
$ 17,054,376.00 $ 12,055,084.93 10,125.73 15,386.00 3,713,974.62 
192,921.04 
$ 33,041,868.32 $ 
 
852,000,00 $ 
 
$ 852,000.00 $ 
 
1,762,293.14 219,203.35 
1,981,496.49 $ 
 
$ 333,814,36 
65,802.29 
 
17,906,376.00 12,388,899.29 
10,125.73 15,386.00 3,713,974.62 1,762,293.14 477,926.68 
 
399,616.65 $ 36,274,981.46 
 
$ 15,141,351.55 $ 123,300.99 
7,374,572.58 1,830,144.28 5,572,577.93 2,691,728.13 
302,517.15 
$ 33,036,192.61 $ 
 
1,420.62 
850,579,38 $ 
 
$ 852,000.00 $ 
 
49,600.38 247,153.45 995,626.37 421,459.80 
1,713,840.00 $ 
 
$ 367,814.63 
 
15,142,772.17 123,300.99 
8,225,151.96 2,197,958,91 5,572,577.93 2,691,728.13 
302,517.15 
 
49,600.38 247,153.45 995,626.37 421,459.80 
 
367,814.63 $ 35,969,847.24 
 
$ 
 
32,197,77 
 
$ 
 
-103,751.41 
 
-1,978,91 
 
123.15 $ 
 
$ 380.00 
 
-103,751.41 -1,978.91 32,700.92 
 
-17,096.93 
 
$ 
 
15,100.84 
 
$ 
 
-105,607.17 $ 
 
-17,096.93 
 
380.00 $ 
 
-90,126.33 
 
Net Increase in Fund Balances 
 
$ 
 
20,776.55 $ 
 
0.00 $ 
 
162,049.32 $ 
 
32,182.02 $ 
 
215,007.89 
 
See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information. 
 
-23 - 
 
 CLAYTON COLLEGE AND STATEUNNERSITY 
 
SCHEDULE "1" 
 
SCHEDULE OF REQUIRED SUPPLEMENTARY INFORMATION 
 
YEAR 2000 DISCLOSURES 
 
YEAR ENDED JUNE 30. 1999 
 
The year 2000 issue is the result of shortcomings in many electronic data processing systems and other electronic equipment that may adversely affect the University's operations beyond calendar year 1999. The University has identified computer systems and other electronic equipment that may be affected by the year 2000 issue and are necessary to conducting University operations. The following stages have been identified as necessary to implement year 2000 compliant systems. 
Awareness Stage - Encompasses establishing a budget and project plan for dealing with the year 2000 Issue. 
Assessment Stage - The actual process ofidentifying all systems and individual components of systems to check for compliance. 
Remediation Stage - The time when changes are made to systems and equipment. 
Validation/Testing Stage - The process of ensuring that the changes made to systems and equipment will produce a year 2000 compliant system. 
It will be necessary for the University to progress through all four of these stages for each computer and/or electronic system, not already year 2000 compliant, in order to assure that these systems will not be adversely affected. 
The following financial systems utilized by the University are supported by the Board ofRegents, University System of Georgia. The Board intends to remediate all systems which it maintains for use by its member institutions. 
The College and University Fund Accounting System has been remediated, validated and tested. 
The Regents Budget Reporting System is reportedly year 2000 compliant. The awareness, assessment, validation/testing phases were completed in 1997. 
The Regents Payrol1/Personnel System has been remediated, validated and tested. 
The Regents Property Inventory System is reportedly year 2000 compliant. The awareness, assessment, validation/testing phases were completed in 1997. 
The Banner Student Information System is supported by SCT Banner, Inc. Their year 2000 version has been released and distributed to the University. 
 
See accompanying notes and Independent Accountant's Combined Report on Review ofFinancial Statements and Supplementary Information. 
- 24- 
 
 CLAYTON COLLEGE AND STATE UNNERSITY 
 
SCHEDULE "1" 
 
SCHEDULE OF REQUIRED SupPLEMENTARY INFORMATION 
 
YEAR 2000 DISCLOSURES 
 
YEAR ENDED JUNE 30. 1999 
 
The Clayton College and State University's Y2K Task Force, a group representing each critical functional department, identified systems, designed solutions, and developed Y2K conversion strategies. The task force completed an inventory of computer systems and other electronic equipment that may be affected by the year 2000. Systems identified are beyond the validation/testing stage and management considers them year 2000 compliant. 
Because of the unprecedented nature ofthe year 2000 issue, its effects and the success ofrelated remediation efforts will not be fully detenninable until year 2000 and thereafter. While management is confident that the University will be year 2000 ready, it cannot assume that its remediation efforts will be successful in whole or in part, or that parties with whom the University does business will be year 2000 ready. 
 
See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information. 
- 25- 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY SCHEDULE OF REVENUES AND EXPENDITURES COMPARED TO BUDGET 
RESIDENT INSTRUCTION YEAR ENDED JUNE 30,1999 
 
REVENUES 
State Appropriations Other Revenues Retained 
 
CURRENT FUNDS 
 
UNRESTRICTED 
 
RESTRICTED 
 
PLANT FUNDS 
 
RENEWALS AND 
 
UNEXPENDED 
 
REPLACEMENTS 
 
$ 
 
17,054,376.00 
 
$ 
 
15,987,492,32 $ _ _--:8::.,1.:.:3::;:8::;:,3::;::59::,;.;:::68:.. 
 
542,380,00 116,826.61 $ 
 
....;1,;;,0,:.::;3,;;,61....;.6.;;.;8~ 
 
$ 
 
33,041,868.32 $ 
 
8,138,359.68 $ 
 
659,206.61 $ 
 
1;.;;0.:.;;,3",,6,;.;1.6,;;,,;8;... 
 
EXPENDITURES 
 
Personal Services: 
 
Education, General and Departmental Services 
 
$ 
 
23.218,385.37 
 
Sponsored Operations 
 
$ 
 
Operating Expenses: 
 
Education, General and Departmental Services 
 
9,425,982.24 
 
Sponsored Operations 
 
Capital Outlay 
 
Special Funding Initiative 
 
385,575,00 
 
Year 2000 Project 
 
6,250.00 
 
1,481,055.71 
6,657,303.97 $ 
 
$ 
 
33,036,192.61 $ 
 
8,138,359.68 $ 
 
Excess of Revenues over Expenditures 
 
$ 
 
5,675.71 $ 
 
0.00 $ 
 
(1) To eliminate tuition waivers not budgeted and to reclassify current year transfers and prior year fund balances budgeted as revenues, 
 
661,084.48 $ 
 
84,621,27 
 
661,084.48 $ _ _......;84;".;.;..;;,6,;;;,21,;.;.2;;;.7_ -1,877.87 $ =====-7=4=,2=59=.5=:9= 
 
See accompanying notes and Independent Accountanfs Combined Report on Review of Financial Statements and Supplementary Information. 
-26 - 
 
 SCHEDULE "2" 
 
TOTAL 
 
ADJUSTMENTS (1) 
 
TOTAL (Budget Basis) 
 
BUDGET 
 
VARIANCEFAVORABLE (UNFAVORABLE) 
 
$ 
 
17,596,756.00 
 
$ 
 
17,596,756.00 $ 17,596,756.00 $ 
 
24,253,040.29 $ 
 
-226,278.65 
 
24,026,761.64 
 
23,154,949.00 
 
0.00 871,812.64 
 
$ 
 
41,849,796.29 $ 
 
-226,278.65 $ 
 
41,623,517.64 $ 40,751,705.00 $ 
 
871,812.64 
 
$ 
 
23,218,385.37 
 
1,481,055.71 
 
9,425,982.24 $ 6,657,303.97 
745,705.75 385,575.00 
6,250.00 
 
$ -302,517.15 
 
23,218,385.37 $ 1,481,055.71 
9,123,465.09 6,657,303.97 
745,705.75 385,575.00 
6,250.00 
 
23,262,662.00 $ 1,526,185.00 
9,432,804.00 5,352,099.00 
792,380.00 385,575.00 
0.00 
 
44,276.63 45,129.29 
309,338.91 -1,305,204.97 
46,674.25 0.00 
-6,250.00 
 
$ 
 
41,920,258.04 $ 
 
-302,517.15 $ 
 
41,617,740.89 $ 40.751,705.00 $ 
 
-866,035.89 
 
$ 
 
-70,461.75 $ 
 
76,238.50 $ 
 
5,776.75 
 
$ 
 
5,776.75 
 
-27 - 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY SCHEDULE OF REVENUES AND EXPENDITURES COMPARED TO BUDGET 
LOTIERY FOR EDUCATION 
YEAR ENDED JUNE 30.1999 
 
SCHEDULE "3" 
 
REVENUES State Appropriations 
 
CURRENT FUNDS UNRESTRICTED 
 
BUDGET 
 
VARIANCEFAVORABLE (UNFAVORABLE) 
 
$ 
 
852,000.00 $ 
 
852,000.00 $ 
 
0:..:..0.:..:0;... 
 
EXPENDITURES Equipment, Technology and Construction 
Trust Fund Special Funding Initiatives 
Excess of Revenues over Expenditures 
 
$ 
 
752,000.00 $ 
 
752,000.00 $ 
 
0.00 
 
100,000.00 
 
100,000.00 
 
0.00 
 
$ 
 
852,000.00 $ 
 
852,000.00 $ 
 
O;;..;..O.;..;O~ 
 
$=====0;';;"0;;;",0 
 
$====~O;,;,'O=O= 
 
See accompanying notes and Independent Accountanfs Combined Report on Review of Financial Statements and Supplementary Information. 
-29- 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY CHANGES IN INVESTMENT IN PLANT YEAR ENDED JUNE 30,1999 
 
Land Buildings Improvements Other Than Buildings Equipment Library Books and Collections 
SUMMARY OF INVESTMENT College Capital Leases 
 
BALANCE JULY 1,1998 
 
CURRENT FUNDS 
 
UNRESTRICTED 
 
RESTRICTED 
 
$ 
 
640,501,10 
 
25,090,606.02 
 
4,435,780,48 
 
20,122,001,36 $ 
 
3,405,426,34 $ 
 
476,952,40 
 
3,661,111,54 
 
247,878,62 
 
$ 
 
53,950,000,50 $ 
 
3,653,304,96 $ =======47=:6:=,9.5.2.:=,4=0,= 
 
$ 
 
44,262,127.08 $ 
 
9,687,873,42 
 
3,653,304.96 $ 
 
476,952.40 
 
$ 
 
53,950,000.50 $ 
 
3,653,304.96 $ ===4.:;7=:6:=,9.5.2.:=,4=0... 
 
See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information. 
- 30- 
 
 SCHEDULE "4" 
 
ADDITIONS 
 
PLANT FUNDS 
 
RENEWALS AND 
 
UNEXPENDED 
 
REPLACEMENTS 
 
GEORGIA STATE FINANCING AND 
INVESTMENT COMMISSION 
 
DEDUCTIONS DISPOSALS! DELETIONS! ADJUSTMENTS 
 
$ 
 
$ 
 
544,842.12 
 
$ 
 
3,119,159.32 
 
48,256.00 
 
50,695.96 $ 
 
51,242.40 
 
$ 
 
3,091,882.56 
 
BALANCE JUNE 30,1999 
640,501.10 28,754,607.46 
4,484,036.48 21,014,435.90 
3,908,990.16 
 
$ 
 
643,794.08 $ 
 
51,242.40 $ 
 
3,119,159.32 $ 
 
3,091,882.56 $ ======5~8,;;80;;;20:\;,5=7=1.=1=0 
 
$ 
 
643,794.08 $ 
 
$ 
 
643,794.08 $ 
 
51,242.40 $ 
 
3,119,159.32 $ 
 
614,942.15 $ 2,476,940.41 
 
51,591,638.09 7,210,933.01 
 
51,242.40 $ 
 
3,119,159.32 $ 
 
3,091,882.56 $ ======5~8,;;80;;;20:\;,5=7=1.=1=0 
 
- 31 - 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY SCHEDULE OF FUND BALANCES 
CURRENT FUNDS AND PLANT FUNDS JUNE 30, 1999 
 
NET INVESTMENT IN PLANT Investment in Plant Facilities 
RESTRICTED Designated for SUbsequent Years' Expenditures 
UNRESTRICTED Designated For Computer Replacements For Intercollegiate Athletics For Inventory Reserve For Parking For Renewals and Replacements Reserve For Subsequent Years' Expenditures For Uncollectible Accounts For Year 2000 Project Surplus Regular Lottery for Education 
 
RESIDENT INSTRUCTION 
 
CURRENT FUNDS 
 
UNRESTRICTED 
 
LOTIERY FOR 
 
AUXILIARY 
 
EDUCATION 
 
ENTERPRISES 
 
STUDENT ACTIVITIES 
 
$ 
 
51,750.00 
 
60,890.17 
 
3,025.00 13.750.00 
 
9,369,81 ______ $ 
 
$ 
 
138,784.98 $ 
 
$ 
 
231,252,90 
 
226.000.00 
 
160,026.47 
 
21,731,24 $ 
 
90,874.55 
 
.......;O::.;;.O~O:.. 
0.00 $ 
 
639.010.61 $ 
 
....:::9~0,::::.87:.;4:.:;.5~5:.. 
 
$ 
 
138,784.98 $ 
 
0.00 $ 
 
639,010.61 $ ======9=0,=87=4:;,,5;:5... 
 
See accompanying notes and Independent Accountanrs Combined Report on Review of Financial Statements and Supplementary Information. 
-32- 
 
 SCHEDULE "5" 
 
RESTRICTED 
 
UNEXPENDED 
 
PLANT FUNDS RENEWALS AND REPLACEMENTS 
 
INVESTMENT IN PLANT 
 
TOTAL 
 
$ 51.591.638.09 $ _ _5;:..1:.:;.5;.;;9",-1.:.;:;6.::.;38:.:;.0;.;;9;... 
 
$ _ _--=2:.:,.16;:.:.::.;99;.;;6:.:.;.8:,:9;... 
 
$ _ _......:2:.:1~6:.;:;.9.::.;96:.:;.8::.:9;... 
 
$ 
 
609,434.95 
 
$ 
 
51.750.00 
 
231.252.90 
 
286.890.17 
 
160.026.47 
 
609,434.95 
 
112.605.79 
 
3.025.00 
 
13.750.00 
 
$ 
 
$ 
 
$ 
 
216.996.89 $ 
 
10.594.94 10.594.94 $ _ _.....::.60::.:9"-,4:.;:34~.~95=- 
 
19.964.75 
 
0.00 
 
$ 
 
1:.:..4:.;:8;.::.8:.;..70;:.:0:.:;.0:,:3;... 
 
10.594.94 $ 
 
609,434.95 $ 51.591.638.09 $ -=.....5.3.=.2;;;;9.7..3:;;35.0.1= 
 
-33 - 
 
 CLAYTON COLLEGE AND STATE UNIVERSITY RECONCILIATION OF SALARIES AND TRAVEL 
YEAR ENDED JUNE 30,1999 
 
SCHEDULE "6" 
 
Totals per Annual Supplement 
 
Accruals June 30,1999 
 
Adjustments 
 
Shared Services on Jointly Staffed Personnel 
 
Atlanta Metropolitan College 
 
Barton, 
 
Patricia 
 
Dalton State College 
 
Barton, 
 
Patricia 
 
Georgia State University 
 
Nash, 
 
Linda E, 
 
University of Georgia 
 
Hager, 
 
Jerri 
 
SALARIES 
 
$ 
 
20,566,875,06 $ 
 
TRAVEL 194,025.83 
 
484,221,30 
 
-605.53 -1,897,34 -12,323.00 -23,269.00 
 
$ 
 
21,013,001,49 $ ======19=4=:,0=:25=,8:::3= 
 
See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information. 
- 34- 
 
 SECTION II AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS 
 
 CLAYTON COLLEGE AND STATE QNNERSITY AUDITEE'S RESPONSE 
SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS 
YEAR ENDED JUNE 30. 1999 
 
PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS 
 
FINDING CONTROL NUMBER AND STATUS 
 
FS-528-97-02 FS-528-97-03 FS-528-98-01 FS-528-98-02 FS-528-98-03 
 
Further Action Not Warranted Further Action Not Warranted Unresolved - See Corrective Action/Responses Previously Reported Corrective Action Implemented Partially Resolved - See Corrective Action/Responses 
 
CORRECTIVE ACTIONIRESPONSES 
 
CASH AND CASH EQUNALENTS Inadequate Accounting Procedures Finding Control Number: FS-528-98-01 
 
The correction plan was implemented and additional resources were used to try and correct the situation. However, the action did not correct the deficiency and the condition remains. This condition is continuing to be addressed with resolution being made by the end of October. 
 
GENERAL FIXED ASSETSIPROPERTY MANAGEMENT Inadequacies in Operation ofProperty Management System Finding Control Number: FS-528-98-03 
 
A physical inventory was taken and adjusting entries were made for deletions and transfers among buildings. Steps are being taken to reconcile property inventory, on at least a monthly basis as this will become a high priority task with the newly recognized office ofpurchasing. However, some entries need to be made to the Property Management System to reconcile it to the General Ledger. This task is now in process but probably will not be finished before the end of this audit. 
 
 SECTION ill CURRENT YEAR FINDINGS AND QUESTIONED COSTS 
 
 CLAYTON COLLEGE AND STATE UNNERSITY SCHEDULE OF FINDINGS AND QUESTIONED COSTS 
YEAR ENDED JUNE 30. 1999 
FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS 
CASH AND CASH EQUNALENTS Inadequate Accounting Procedures Finding Control Number: FS-528-99-01 
At June 30, 1999, there was an unidentified variance of $4,002.75 on the bank reconciliation for the University's operating account. This condition occurred because management did not ensure that all reconciling items were identified. 
The University should implement appropriate procedures to ensure that bank statements are properly reconciled to the accounting records. 
GENERAL FIXED ASSETSIPROPERTY MANAGEMENT Inadequacies in Operation of Property Management System Finding Control Number: FS-528-99-02 
The internal accounting control procedures for the property management system utilized by Clayton College and State University were not adequate to safeguard assets. The following deficiencies were noted regarding the University's records for equipment inventories: 
(1) A variance of $39,974.07 remained unidentified between the University's general ledger and the subsidiary equipment inventory records. 
(2) A variance of$40,129.26 remained unidentified between the equipment additions and general ledger expenditure accounts. 
(3) Additions totaling $137,363.91 recorded at June 30,1998, as accounts payable adjustments were not properly updated for description, serial number, decal number, acquisition date and cost, and reference to physical location. 
These deficiencies occurred because ofmanagement's failure to adequately monitor the subsidiary equipment inventory records. The University should establish appropriate procedures to strengthen internal accounting controls and to ensure that assets are safeguarded against loss from unauthorized use or disposition.