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REVIEW REPORT STATE OF GEORGIA MACON COLLEGE MACON, GEORGIA YEAR ENDED JUNE 30, 1997

STATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS
254 WASHINGTON STREET ATLANTA, GEORGIA 30334-8400

MACON COLLEGE - TABLE OF CONTENTS -

SECTION I

FINANCIAL

INDEPENDENT ACCOUNTANT'S COMBINED REPORT ON REVIEW OF FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION

EXIllBITS

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 OTHER 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 OTHER CHANGES

UNRESTRICTED

23

SCHEDULES

SCHEDULES OF REVENUES AND EXPENDITURES COMPARED TO BUDGET

1

RESIDENT INSTRUCTION

24

2

LOTTERY FOR EDUCATION

27

3 CHANGES IN INVESTMENT IN PLANT

28

4 SCHEDULE OF FUND BALANCES

CURRENT FUNDS AND PLANT FUNDS

30

5 RECONCILIATION OF SALARIES AND TRAVEL

32

SECTION II AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS

MACON COLLEGE - TABLE OF CONTENTS -
SECTIONm CURRENT YEAR FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

--
SECTION I FINANCIAL

CLAUDE L. VICKERS
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
September 23, 1997

Honorable Zell Miller, Governor Members of the General Assembly of Georgia Members ofthe Board of Regents ofthe University System of Georgia
and Honorable David Bell, Interim President Macon College
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 Macon College as of and for the year ended June 30, 1997, 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 of the management of Macon College.
A review consists principally of inquiries of College 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 of the matters described in the fourth, fifth, and sixth paragraphs, we are not aware of any material modifications that should be made to the accompanying fmancial 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.

97ARL-68

As disclosed in Note 1 to the financial statements, the College 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 $530,609.91 as of June 30, 1997, and the net change in fund balance for the year ended June 30, 1997, would be decreased by $16,582.09.
As more fully discussed in Section ill, Current Year Findings and Questioned Costs, material discrepancies were noted in the equipment inventory records of Macon College. Equipment inventory represents a significant portion of the College's investment in plant. We were unable to determine the effects these discrepancies may have on the financial statements.
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 accompanying supplementary information (Exhibits E through G and Schedules 1 through 5) is presented only for supplementary analysis purposes. Such information has been subjected to the inquiries and analytical procedures applied in the review of the financial statements, and except for the effects of the matters discussed in the fourth, fifth, and sixth paragraphs, we are not aware of any material modifications which should be made thereto.
Respectfully submitted,
~
Claude L. Vickers State Auditor
CLV:dt 97ARL-68

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FINANCIAL STATEMENTS - 1-

MACON COLLEGE COMBINED BALANCE SHEET
ALL FUND GROUPS
JUNE 30,1997

ASSETS
Cash and Cash Equivalents Investments Accounts Receivable Inventories Prepaid Items Due from Other Fund Groups Investment in Plant
Total Assets
LIABILITIES AND FUND BALANCES
Liabilities Accounts Payable Deferred Revenue Tuition and Fees Deposits Held in Custody for Others Dueto Other Fund Groups
Total Liabilities
Fund Balances U, S, Government Grants Refundable Term Endowment Net Investment in Plant Restricted Unrestricted
Total Fund Balances
Total Liabilities and Fund Balances

CURRENT FUNDS UNRESTRICTED RESTRICTED

LOAN FUNDS

$

911,864.82

$

$

51,828.91

190,000.02

680,310.47

213,100.21

4,924.35

665.795.83

1,016.60 7,261.92

$ 1,985,685,23 $ 732,139.38 $ = ........il:l8.=:27=8,;,;;;.5-.2

$

261,115.42

559,435.16

$ 665,795,83

$

820,550.58 $ 665,795,83

$

$ $ 1,165,134,65
$ 1,165,134,65 $

66,343.55 66,343,55 $

8,278,52 8,278,52

$ 1,985,685,23 $ 732,139,38 $ ==il:l8,=:27=8,;,;;;.5=2

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 AND SIMILAR
FUNDS

UNEXPENDED

PLANT FUNDS RENEWALS AND REPLACEMENTS

INVESTMENT IN PLANT

AGENCY FUNDS

TOTAL (Memorandum
Only)

$ 480,555.33 $

339,264.54

$ 576,262.77 $ 2,308,964.06

$ 808,093.16

859,922.07

5,235.59

882,808.00

213,100.21

4,924.35

665,795.83

_ _ _ _ _ _ $ 26,819,168.54

26,819,168.54

$ 808,093.16 $ 485,790.92 $

339,264.54 $ 26,819,168.54 $ 576,262.77 $ 31,754,683.06

$ 402,856.34

$ 402,856.34

$ 808,093.16

$ $ 808,093.16 $

82,934.58 $ 82,934.58 $

$ 274,823.41 $ 938,795.17

301,439.36

559,435.16 301,439.36 665,795.83

$ 576,262.77 $ 2,465,465.52

$ 26,819,168.54 339,264.54 339,264.54 $ 26,819,168.54

$

8,278.52

808,093.16

26,819,168.54

66,343.55

1,587,333.77

$ 29,289,217.54

$ 808,093.16 $ 485,790.92 $

339,264.54 $ 26,819,168.54 $ 576,262.77 $ 31,754,683.06

-3-

MACON COLLEGE COMBINED STATEMENT OF CHANGES IN FUND BALANCES
ALL FUND GROUPS YEAR ENDED JUNE 30, 1997

REVENUES AND OTHER ADDITIONS
Unrestricted Current Fund Revenues State Appropriations
Regular Lottery Proceeds Federal Grants and Contracts State Grants and Contracts Private Gifts, Grants, and Contracts Investment Income Endowment Other Realized Gains on Investments Adjustments Prior Years' Expenditures/Accounts Payable Prior Years' Checks Voided Funded by the Board of Regents of the University System of Georgia
Prior Year's Unrestricted Fund Balance (Deficit) 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 Adjustments
Prior Years' Revenues/Accounts Receivable Expended for Plant Facilities
Capitalized Noncapitalized Disposals/Deletions/Adjustments
Total Expenditures and Other Deductions
TRANSFERS BElWEEN FUNDS
Mandatory Investment Income for Principal
Nonmandatory Renewals and Replacements
Total Transfers Between Funds
Net Increase/(Decrease) for the Year
FUND BALANCES JULY 1. 1996

CURRENT FUNDS UNRESTRICTED RESTRICTED

LOAN FUNDS

$ 16,723,472.50

$

0.00

$ 2,594,060.43 n4,362.57 35,689.60
29,550,37 283.57
2,507.n
4,711.19
28,822,56

$ 16,759,514.02 $ 3,433,946.54 $
$ 16,210,284.15 $ 3,371,007.65 $ 436,955.42 16,690.00 3,889.16

0.00 0.00

$ 16,651,128.73 $ 3,387,697.65 $

0.00

$ -18,731.80

$

-70,174.73

$

-70,174.73 $ -18,731.80

$

38,210.56 $

27,517,09 $

1,126,924.09

38,826.46

0.00 8,278.52

FUND BALANCES JUNE 30 1997 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-

$ 1,165,134.65 $

66,343.55 $

8,278.52

EXHIBIT"B"

ENDOWMENT AND SIMILAR
FUNDS

UNEXPENDED

PLANT FUNDS RENEWALS AND REPLACEMENTS

INVESTMENT IN PLANT

TOTAL (Memorandum
Only)

$ 447,000.00 100.000.00

$ 18.239.57

45.664.07 $

$ 18,239.57 $ 592,664.07 $

4,546.42

$ 16.723.472.50
447,000.00 100,000.00 2.594,060.43 774,362.57 35.689.60
29.550.37 50.494.06 18.239.57
2,507.n 4,711.19

28.822.56

$ 582,627.82

582.627.82

543,605.93 5.000.00
585,956.71

543.605.93 5.000.00
585,956.71

4,546.42 $ 1,717,190.46 $ 22,526,101.08

$

0.00

$ 19.581.291.80 436,955.42 16,690.00

3,889.16

$ 543,605.93 $ 63.749.87

5,000.00 $

831.04

548.605.93 63,749.87
831.04

$

0.00 $ 607,355.80 $

5,000.00$

831.04 $ 20,652,013.22

$ 18,731.80

$

18,731.80

$

36,971.37 $

771 ,121.79

$ $ -14,691.73 $ 97,626.31

$

0.00

70,174.73

0.00

70,174.73

$

0.00

69,721.15 $ 1,716,359.42 $ 1.874,087.86

269,543.39 25,102,809.12 27,415,129.68

$ 808,093.16 $

82,934.58 $

339,264.54 $ 26,819,168.54 $ 29,289,217.54

-5-

MACON COLLEGE STATEMENT OF CURRENT FUNDS REVENUES, EXPENDITURES,
AND OTHER CHANGES YEAR ENDED JUNE 30, 1997

EXHIBIT"C"

Net Increase/(Decrease) in Fund Balances

$

38,210.56 $

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-

27,517.09 $====6=5=,7=2=7.=65=

MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30, 1997

EXHIBIT"D"

NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY Macon College is one ofthirty-fu~ (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 Macon 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. Macon College does not have authority to retain unexpended State appropriations (surplus) for any given fiscal year. Accordingly, Macon College is considered an organizational unit ofthe Board of Regents ofthe 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 defmed in Section 2100 ofthe Governmental Accounting Standards Board Codification of Governmental Accounting and Financial Reporting Standards.
FUND ACCOUNTING In order to ensure observance of limitations and restrictions placed on the use of the resources available to the college, the accounts of the college 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 fmancial statements, funds that have similar characteristics have been combined into fund groups. Accordingly, all fmancial transactions have been recorded and reported by fund group.
Within each fund group, the college's fund balance allocations and designations represent those portions of the 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 college retains full control to use for purposes of performing the primary functions of the college, 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-

MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 3D. 1997

EXHIBIT liDII

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 AND SIMILAR FUNDS
The fund used to account for term endowment funds. Endowment funds are subject to the restrictions of gift instruments requiring that the principal be invested in perpetuity and income only be utilized. This term endowment fund is similar to endowment funds except that upon the passage of a stated period of time or the occurrence of a particular event, all or part of the principal may be expended.
PLANT FUNDS
UNEXPENDED - The fund used to account for fmancial 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 College. Net Investment in Plant is an equity account showing the total book value of physical properties belonging to the College less the amount of any indebtedness to others.
AGENCY FUNDS
The fund used to account for resources held by the College as custodian or fiscal agent for individual students, faculty, staff members, and organizations.
BASIS OF ACCOUNTING Except as otherwise disclosed in these notes, the fmancial statements are prepared on the modified accrual basis of accounting, which is materially the same as the accrual basis of accounting applicable to colleges and universities prescribed in the American Institute of Certified Public Accountants' audit guide reporting model. The modified accrual basis of accounting is defined as that method of accounting 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 fmance expenditures of the 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
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MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30, 1997

EXHIBIT"D"

NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
BASIS OF ACCOUNTING for goods and services. The recognition ofencumbrances as expenditures and liabilities is in confonnity with accounting practices prescribed or permitted by statutes and regulations of the State of Georgia, but is not 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 \Vith generally accepted accounting principles.
Compensated absences represent obligations of the College 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$530,609.91 and the related current year expenditure of$16,582.09 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 of the 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 behalf of the College. 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 of revenues 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 departmental level and represents appropriations provided by the Amended Appropriations Act of 19961997. The appropriated budget covers current funds and plant funds, except for Auxiliary Enterprises and Student Activities which are not subject to appropriation. The budget allocation and disbursement of these funds is made to the various organizational units by the Administrative Central Office. In addition, the organizational units receive Federal funds and other funds directly and include these funds in the budget filed with the Administrative Central Office.
- 9-

MACON COLLEGE
NOTESTOTHEFmANC~STATENrnNTS
JUNE 30, 1997

EXIDBIT"D"

NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTmG POLICIES

BUDGET A comparison ofanticipated 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 Education, General and Departmental Services

$ 179,039.16

Capital Outlay

$ 24,099.29

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 departmental 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.

INVESTMENTS Investments are recorded at cost or in the case of gifts at fair market value on the date of the gift. Funds received by the College as endowments or for restricted purposes are invested according to conditions stipulated by the donor, grantor, or in accordance with the Board of Regents authorizing resolutions. Gains and losses on investment transactions are accounted for in the funds where such assets are recorded.

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 first-in, first-out method.

Inventories of goods for resale are valued at cost using the first-in, first-out method.

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-

MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30, 1997

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 ofany 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 of development 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, 1997, are categorized below in order to provide information about the extent to which such deposits are exposed to custodial credit risk:

- 11 -

MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30. 1997

EXHIBIT "D"

NOTE 2: CUSTODIAL CREDIT RISKS OF CASH DEPOSITS AND INVESTMENTS

CATEGORIZATION OF DEPOSITS Category 1 - Amounts covered by depository insmance or collateralized with securities (at market value) held by the College or by its agent in the College's name.

Category 2 - Amounts collateralized with securities (at market value) held by the pledging fmancial institution's trust department or agent in the College's name.

Category 3 - Amounts collateralized with securities (at market value) held by the pledging financial institution, or by its trust department or agent but not in the College's name, and amounts uncollateralized.

Carrying Amount

Bank Balances

Risk Categories

2

3

Cash Deposits

$ 2,303,817.06 $ 744,103.14 $ 364,621.81 $ 105,000.00 $ 274,481.33

Investment Portfolio Accounts

56.760.16

56.760.16

56.760.16

Total Cash Deposits

$ 2360577 22 $ 800.863.30 $ 42138197 $ 10500000 $ 27448133

CATEGORIZATION OF INVESTMENTS Investments are summarized and classified as to custodial credit risk within the three categories described below:

Category 1 - Insured or registered, or securities held by the College or its agent in the College's name.

Category 2 - Uninsured and unregistered, with securities held by the counterparty's trust department or agent in the College's name.

Category 3 - Uninsured and unregistered, with securities held by the counterparty, or by its trust department or agent but not in the College's name.

The carrying amounts of investment balances as of June 30, 1997, are categorized below:

Type of Investment
Common Stock Corporate Bonds Preferred Stock U. S. Government Securities Unit Investment Trusts

Risk Categories 2

$ 384,116.23 $ 211,445.93 15,000.00 175,099.85 17.499.90

0.00 $

$ 803 161 91 $

000 $

Carrying

Market

3

Amount

Value

0.00 $ 384,116.23 $ 482,197.27

211,445.93

205,841.17

15,000.00

15,025.00

175,099.85

173,725.15

17.499.90

19.291.89

000 $ 80316191 $ 89608048

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MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30, 1997

EXHIBIT"D"

NOTE 3: INVESTMENT IN PLANT

The following is a summary of Investment in Plant fixed assets as of June 30, 1997:

Land Buildings Improvements Other Than Buildings Equipment Library Books and Collections

$ 483,411.84 17,821,502.32 1,984,093.04 4,063,370.22 2.466,791.12

Total Investment in Plant

$ 26.819.168.54

NOTE 4: DEFICIT FUND BALANCE

The Resident Instruction Fund, a part of the Unrestricted Current Funds, has a deficit fund balance of $1,057.73 which is not readily apparent from the financial statements.

NOTE 5: RISK MANAGEMENT

Macon College is a participant in the Board of Regents of the University System of Georgia Health Benefits Plan, which is a self-insurance program of health and dental benefits for employees and retirees of the University System of Georgia. The College 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 audit report ofthe Board ofRegents ofthe 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 of Regents has contracted with Blue Cross Blue Shield of Georgia to process claims in accordance with the Health Benefits Plan as established by the Board of Regents.

The Department ofAdministrative Services (DOAS) has the responsibility for the State of Georgia of making 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 applicable to property, employee and automobile liability, fidelity and certain other risks. The 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

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MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30, 1997

EXHIBIT"D"

NOTE 5: RISK MANAGEMENT
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 6: DEFERRED COMPENSATION PLAN
The State of Georgia offers its employees a deferred compensation plan in accordance with Internal Revenue Code Section 457. The plan, available to employees of the State of Georgia and county health departments, permits such employees to defer a portion of their salary until future years. Participation in the plan is optional. Participants choose the option or options in which they wish to participate. The deferred compensation is not available to employees until termination, retirement, death, or unforeseeable emergency. All amounts of compensation deferred under the plan, all property and rights purchased with those amounts, and all income attributable to those amounts, property, or rights are (until paid or made available to the
employee or other beneficiary) solely the property and rights ofthe State of Georgia subject only to the claims
of the State's general creditors. Participants' rights under the plan are equal to those of a general creditor of the State of Georgia in an amount equal to the fair market value of the deferred account for each participant. Financial information relative to the plan will be presented in the State of Georgia Comprehensive Annual Financial Report for the fiscal year ended June 30, 1997.
A change in the Internal Revenue Code Section 457, effective August 20, 1996, requires that by January 1, 1999, all existing eligible deferred compensation plans must be held in trust for the exclusive benefit of participants and their beneficiaries. The State of Georgia's plan will be converted effective July 1, 1998.
NOTE 7: RETIREMENT PLANS
TEACHERS RETIREMENT SYSTEM OF GEORGIA
Plan Description Macon College participates in the Teachers Retirement System of Georgia (TRS), a cost-sharing multipleemployer public employee retirement system (PERS) 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. A member is eligible for service retirement after the member (1) has attained the age of60 years and has at least ten years of creditable service, or (2) has at least 25 years of creditable service. For those members with 30 years of service or those age 60 with at least ten years of service, normal retirement benefits are equal to 2% of the average of the member's two consecutive highest paid 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 1/12 of7% 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. The normal retirement pension is payable monthly for life; however, options are available for distribution of the member's monthly pension at a reduced rate to a designated beneficiary on the member's death.
- 14-

MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30. 1997

EXHIBIT liDII

NOTE 7: RETIREMENT PLANS
TEACHERS RETIREMENT SYSTEM OF GEORGIA
Plan Description Retirement benefits also include death and disability benefits whereby the disabled member or surviving
spouse is entitled to receive annually an amount equal to the member's service retirement benefit or disability
retirement, whichever is greater. The benefit is based on member's creditable service (minimum of 1 years of service) and compensation up to the date of death or up to the time of disability.
Members become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting of employer contributions occurs, but the member's contributions are refunded with interest.
Funding Policy Employees of the College who are covered by TRS are required to pay 5% of their gross earnings to TRS. The College makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees as advised by their independent actuary. For fiscal year 1997, the employer contribution rate was 11.81% for covered employees. In addition, the College contributed 4.24% to the TRS on behalf of employees electing to participate in the Regents Retirement Plan. The interest rate assumption (rate of return on investments) was 7.50%. The College's payroll for the year ended June 30, 1997, for employees covered by TRS was $8,319,744.92. The College's total payroll for all employees was $10,094,442.11.
Total contributions to the plan made during fiscal year 1997 amounted to $1,437,216.90, of which $1,021,227.78 was made by the College and $415,989.12 was made by employees. These contributions represented 12.27% (College) and 5% (employees) of covered payroll.
Total contributions from all employers to TRS for the year ended June 30, 1997, were $652,928,555.00. The College's contribution for the year ended June 30, 1997, of $1,021,227.78 was actuarially determined and represented .1564% of total contributions made by all participating employers.
Actuarial and Trend Information Actuarial and historical trend information is presented in the TRS June 30, 1997, financial report which can be obtained through TRS.
REGENTS RETIREMENT PLAN
, Plan Description The State of Georgia provides optional pension benefits for eligible faculty and principal administrators through a defined contribution plan. In a defined contribution plan, benefits depend solely on amounts contributed to the plan plus investment earnings.

- 15 -

MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30. 1997

EXHIBIT"D"

NOTE 7: RETmEMENTPLANS
REGENTS RETIREMENT PLAN
Funding Policy State legislation requires that prior to January 1, 1997, the employer contribute 4% of the participating employee's earnable compensation, and on and after January 1, 1997, an amount equal to the normal cost contribution detennined by the TRS Board ofTrustees. Since January 1, 1997, the employer contribution rate was 7.42%. Employees contribute 5% of their earnable compensation. Amounts attributable to all plan contributions are fully vested and non-forfeitable at all times. The College's payroll for employees covered by the Regents Retirement Plan for the year ended June 30, 1997, was $911,932.39. The College's total payroll for all employees was $10,094,442.11.
The College and the covered employees made the required contributions of$54,882.53 (6%) and $45,796.66 (5%), respectively.
GEORGIA DEFINED CONTRIBUTION PLAN
Plan Description Macon 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 $ 3,500.00 credited to hislher 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 hislher account will be paid to the member's designated beneficiary. Benefit provisions are established by State statute.
The Employees' Retirement System of Georgia issues a financial report each fiscal year which may be obtained through ERS.
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 ofTrustees. Upon termination of employment, the amount of the member's account is refundable upon request by the member. The College's payroll for the year ended June 30, 1997, for employees covered by GDCP was $205,756.96. The College's total payroll for all employees was $10,094,442.11.
- 16-

MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30, 1997

EXHIBIT"D"

NOTE 7: RETIREMENT PLANS
GEORGIA DEFINED CONTRIBUTION PLAN
Contributions and Vesting Total contributions made by employees during fiscal year 1997 amounted to $15,432.06 which represents 7.5% of covered payroll. These contributions met the requirements of the plan.
NOTE 8: LEAVE POLICIES
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.
NOTE 9: 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 expenditures which are disallowed under grant terms. The amount of expenditures which may be disallowed by the grantor cannot be determined at this time although the College expects such amounts, if any, to be immaterial to its overall financial position.
Litigation, claims and assessments filed against Macon 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, 1997.
NOTE 10: 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 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. Employees who are eligible for retirement or disability under the criteria established by the Teachers Retirement System of 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.
- 17 -

MACON COLLEGE NOTES TO THE FINANCIAL STATEMENTS
JUNE 30, 1997

EXHIBIT "D"

NOTE 10: POSTEMPLOYMENT BENEFITS OTHER THAN PENSION BENEFITS

As of June 30, 1997, there were 22 employees who had retired or were disabled that were receiving these postemployment health and life insurance benefits. For the year ended June 30, 1997, Macon College recognized as incurred $38,810.00 of expenditures, which was net of$19,329.83 of participant contributions.

NOTE 11: ENROLLMENT

The equivalent full-time student enrollment of Macon College was as follows:

Regular Term Fall Quarter, 1996 Winter Quarter, 1997 Spring Quarter, 1997

2,404 2,336 2,170

Average

Summer School, 1996 .

- 18 -

SUPPLEMENTARY lNFORMAnON - 19-

MACON COLLEGE COMBINING BALANCE SHEET CURRENT FUNDS UNRESTRICTED
JUNE 30, 1997

EXHIBIT"E"

ASSETS
Cash and Cash Equivalents Accounts Receivable Inventories Prepaid Items Due from Other Fund Groups

RESIDENT LOTTERY FOR AUXILIARY

STUDENT

INSTRUCTION EDUCATION ENTERPRISES ACTIVITIES

TOTAL

$ 478,200,92 $ 175,562.14 23.090.88 4,924,35

70,463,36 $

302,298,05 $ 14,437.88
190.009.33
665,795.83

60,902.49 $

911,864.82 190,000.02 213.100.21
4.924.35 665,795.83

Total Assets

$ 681,778,29 $

70.463,36 $ 1,172,541,09 $ 60,902,49 $ 1,985.685.23

LIABILITIES AND FUND BALANCES

Liabilities

Accounts Payable

$

Deferred Revenue

Tuition and Fees

Total Liabilities

$

Fund Balances Unrestricted

152,134,06 $ 530,701.96 682,836,02 $
-1,057,73

38,556,14 $ 38,556,14 $

70.425,22

$ 261,115.42

$ 28,733,20

559.435,16

70.425.22 $ 28,733.20 $ 820,550.58

31,907,22 1,102,115,87

32,169,29 1,165,134.65

Total Liabilities and Fund Balances

$ 681,778,29 $

70,463.36 $ 1,172,541.09 $ 60,902.49 $ 1.985,685,23

See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information.
- 20-

MACON COLLEGE COMBINING STATEMENT OF CHANGES IN FUND BALANCES
CURRENT FUNDS - UNRESTRICTED YEAR ENDED JUNE 30,1997

EXHIBIT"P

FUND BALANCES JUNE 30, 1997

$

-1,057,73 $ 31,907.22 $ 1,102,115.87 $ 32,169,29 $ U65,134.65

See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information.
- 21 -

THIS PAGE LEFT BLANK

MACON COLLEGE COMBINING STATEMENT OF CURRENT FUNDS REVENUES, EXPENDITURES,
AND OTHER CHANGES UNRESTRICTED
YEAR ENDED JUNE 30,1997

EXHIBIT"G"

REVENUES
State Appropriations Tuition and Fees Federal Grants and Contracts 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 ADDITIONSI (DEDUCTIONS)
Transfers for Renewals and Replacements Prior Period Adjustments (Net) Funded by the Board of Regents
of the University System of Georgia Prior Year's Unrestricted Fund Balance (Deficit)
Total Other Transfers and Additions/(Deductions)

RESIDENT

LOTIERYFOR

AUXILIARY

INSTRUCTION EDUCATION ENTERPRISES

STUDENT ACTIVITIES

TOTAL

$ 11,652,553,00 $ 3,880,781.74 16,690.00 273,097.84
18,078.09
$ 15,841,200,67 $

224,000,00 $
224,000.00 $

$
502,961,16 16,936,31

$ 123,215,00
15,159,36

11,876,553,00 4,003,996,74
16,690,00 273,097,84 502,961,16
50,173,76

519,897,47 $ 138,374,36 $ 16,723,472,50

$ 8,065,331,99 265,086,89
1,423,387.30 $ 1,122,256.95 2,423,845,31 1,961,824,66
602,922.80

54,391,19 169,000,00
$

$ 15,864,655.90 $ 223,391.19 $

$ 8,065,331,99 265,086.89
1,477,778.49 $ 122,237.06 1,244,494,01
2,592,845,31 1,961,824,66
602,922,80

141,767,59 205,936.83
69,875,84 19,375.16

141,767,59 205,936.83
69,875.84 19,375.16

436,955.42 $ 122,237,06 $ 16,647,239,57

$

5,163.31

28,822.56

$

33,985.87

$

-70,174.73

-2,022,61 $

$ 189.10

-70,174.73 3,329.80

28,822.56

$

-72,197,34 $

189,10 $ -38,022.37

Net Increase/(Decrease) in Fund Balances

$

10,530,64 $

608.81 $

10,744.71 $ 16,326.40 $=~3;;;o8,!O=2=10=.5~6

See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information.
- 23-

MACON COLLEGE SCHEDULE OF REVENUES AND EXPENDITURES COMPARED TO BUDGET
RESIDENT INSTRUCTION YEAR ENDED JUNE 30, 1997

REVENUES
State Appropriations Other Revenues Retained

CURRENT FUNDS UNRESTRICTED RESTRICTED

PLANT FUNDS RENEWALS AND
UNEXPENDED REPLACEMENTS

$ 11,652,553.00

$

4,188,647.67 $ 3,371.007.65

447,000.00 45,664.07 $

4.;.l,,54;;,.,;.;;6,,-,A=.2

$ 15,841,200.67 $ 3,371,007.65 $ 492,664.07 $

4,;.:.,54;;. .;.;:;6.;. ;.4=2

EXPENDITURES

Personal Services:

Education, General and Departmental Services $ 12,194,486.23

Sponsored Operations

$ 418,436.70

Operating Expenses:

Education, General and Departmental Services

3,564,575,96

Sponsored Operations

2,952,570.95

Capital Outlay

$

Special Funding Initiative

105,593,71

508,099.29 $

5,000.00

$ 15,864,655.90 $ 3,371,007.65 $ 508,099.29 $ _ _---.,;5:;.:"o;:,,;o;.;;o;.;;.o~0

Excess of Revenues over Expenditures

$

-23,455.23 $

0.00 $ -15,435.22 $

-4..5.3....5..8...

(1) To eliminate tuition waivers not bUdgeted and to reclassify prior year fund balances bUdgeted as revenues.

See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information.
- 24-

SCHEDULE "1"

TOTAL

ADJUSTMENTS

TOTAL

(1)

(Budget Basis)

BUDGET

VARIANCEFAVORABLE (UNFAVORABLE)

$ 12.099.553.00 7.609.865.81 $

$ 12,099.553.00 $ 12,099,553.00 $ -602,469.22 7,007,396.59 7,283,889.00

0.00 -276,492.41

$ 19,709,418.81 $ -602,469.22 $ 19,106,949.59 $ 19,383,442.00 $

-276,492.41

$ 12,194,486.23 418,436.70
3,564,575.96 $ 2,952.570.95
513,099.29 105,593.71

$ 12,194,486.23 $ 12,358,486.00 $

418,436.70

451,732.00

-602,922.80

2.961,653.16 2,952,570.95
513,099.29 105,593.71

2,782,614.00 3,194,592.00
489,000.00 107,018.00

163,999.77 33,295.30
-179.039.16 242.021.05 -24,099.29
1,424.29

$ 19,748,762.84 $ -602.922.80 $ 19,145,840.04 $ 19,383,442.00 $_---.;2;;.;;,3,;..:7,,;;;.;60;;..;,1,;.;;,.9..;,..6

$ -39,344.03 $

453.58 $ -38,890.45

$ ====-.=3,;;;;8,,;;,;89;,;;0,;,,;.4=5

- 25-

THIS PAGE LEFT BLAHK

MACON COLLEGE SCHEDULE OF REVENUES AND EXPENDITURES COMPARED TO BUDGET
LOTTERY FOR EDUCATION YEAR ENDED JUNE 30. 1997

SCHEDULE "2"

REVENUES State Appropriations

CURRENT FUNDS PLANT FUNDS

TOTAL

UNRESTRICTED UNEXPENDED (Budget Basis)

BUDGET

VARIANCEFAVORABLE (UNFAVORABLE)

$

224,000.00 $ 100,000.00 $ 324,000.00 $ 324,000.00 $

...;O...;.O~O

EXPENDITURES

Equipment, Technology and Construction

Trust Fund

$

Special Funding Initiatives

169,000.00 54,391.19 $

$ 169,000.00 $ 169,000.00 $

99,256.51

153,647.70 155,000.00

$

223,391.19 $

99,256.51 $ 322,647.70 $ 324,000.00 $

0.00 1,352.30
1,352.30

Excess of Revenues over Expenditures

$

608.81 $

743.49 $

1,352.30

$

1,352.30

See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information.
- 27-

MACON COLLEGE CHANGES IN INVESTMENT IN PLANT
YEAR ENDED JUNE 30, 1997

Land Buildings Improvements Other Than Buildings Equipment Library Books and Collections

ADDITIONS

BALANCE JULY 1, 1996

CURRENT FUNDS UNRESTRICTED RESTRICTED

PLANT UNEXPENDED

$ 483,411.84

17,122,545.21

$ 108,000.00

1,639,857.45

344,235.59

3,492,062.79 $

362,256.37 $ 118,512.16

91,370.34

2,364,931.83

101,859,29

$ 25,102,809.12 $

464,115,66 $ 118,512.16 $ 543,605.93

See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information.
- 28-

SCHEDULE "3"

FUNDS RENEWALS AND REPLACEMENTS

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION

DEDUCTIONS DISPOSALSI DELETIONSI ADJUSTMENTS

BALANCE JUNE 30, 1997

$ 483,411.84

$

5,000.00 $

585,956.71 $

-0.40 17,821,502.32

1,984,093.04

831.44

4,063,370.22

2,466,791.12

$

5,000.00 $

585,956.71 $=====83=1=.04== $ 26,819,168.54

- 29-

MACON COLLEGE SCHEDULE OF FUND BALANCES CURRENT FUNDS AND PLANT FUNDS
JUNE 30,1997

RESIDENT INSTRUCTION

CURRENT FUNDS UNRESTRICTED LOTTERY FOR AUXILIARY EDUCATION ENTERPRISES

STUDENT ACTIVITIES

NET INVESTMENT IN PLANT

Investment in Plant Facilities

RESTRICTED

Designated for Subsequent Years' Expenditures

UNRESTRICTED

Designated

For Equipment, Technology and Construction Trust Fund

$ 31,298.41

For Bibb County Construction Fund

For Intercollegiate Athletics

$ 30,486,99

For Inventory Reserve

$

13,112,39

190,009,33

For Renewals and Replacements Reserve

For Subsequent Years' Expenditures

881,298,35 $ 32,169,29

For Uncollectible Accounts

4,121,80

321,20

SurpluslDeficit

RegUlar

-18,291,92

Lottery for Education

608,81

$

-1,057,73 $

31,907.22 $ 1,102,115,87 $

32,169,29

$

31,907,22 $ 1,102,115.87 $=====32:=i:,1...6.=9=,2.9..

See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information.
- 30-

SCHEDULE "4"

RESTRICTED

PLANT FUNDS

UNEXPENDED

LOTTERY FOR RENEWALS AND

REGULAR

EDUCATION REPLACEMENTS

INVESTMENT IN PLANT

TOTAL

$ 26,819,168.54 $ 26,819,168.54

$

66,343.55

$

66,343.55

$

82,191.09

$

339,264.54

$

31,298.41

82,191.09

30,486.99

203,121.72

339,264.54

913,467.64

4,443.00

_____ $

$

82,191.09 $

7.:. . 4:.=.3:. . ;. 4.: . .9 743.49 $ _ _..::.33=.:9:J.:,2::;:6;..;.4=.5-,-4

-18,291.92 1,352.30
$ 1,587,333.77

$

66,343.55 $

82,191.09 $

743.49 $

339,264.54 $ 26,819,168.54 $ 28,472,845.86

- 31 -

MACON COLLEGE RECONCILIATION OF SALARIES AND TRAVEL
YEAR ENDED JUNE 30,1997

SCHEDULE "5"

Totals per Annual Supplement Adjustments Shared Services on Jointly Staffed Personnel University of Georgia Jones, Linda
Totals per Report

SALARIES
$ 10,109,534.11 $

TRAVEL 134,161.52

-15,092.00 $ 10,094,442,11 $ 134,161.52

DISTRIBUTION BY FUND
CURRENT FUNDS Unrestricted, Resident Instruction Regular Special Funding Initiative Auxiliary Enterprises Student Activities Restricted Resident Instruction

$ 9,526,695.23 $ 63,137.68 174,764.20 120.00
329,725,00

118,523.83 7,055.49 2,920.88
5,661.32

$ 10,094,442.11 $ 134,161.52

See accompanying notes and Independent Accountant's Combined Report on Review of Financial Statements and Supplementary Information,
- 32-

SECTIONll AUDlTEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS

MACON COLLEGE AUDITEE'S RESPONSE SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIQNED CQSTS
YEAR ENDED JUNE 30, 1997

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

FINDING CONTROLS NVMBERAND STATUS

581-96-01 581-96-02

Partially Resolved - See Corrective Action/Responses Unresolved - See Corrective Action/Responses

CORRECTIVE ACTIONIRESPONSES

CASH AND CASH EQUIVALENTS Inadequate Accounting Procedures Finding Control Number 581-96-01

The College has taken or will take the following corrective actions during fiscal year 1998:

Established procedures to insure timely reconciliation of the operating and payroll bank accounts.

Have incorporated the Sun Trust Nets computer program to track incoming wires that do not provide advanced notice.

Have incorporated the Paradox software program to download the check register, void check register and the general ledger cash account to spreadsheets that can be sorted in a more effective manner for reconciliation.

Have developed new procedures for determining the accuracy ofjournal voucher postings; all journal vouchers will be attached to the computer output and check for correctiveness.

Have initiated training to reconcile the operating and payroll statements by two separate employees.

GENERAL FIXED ASSETSIPROPERTY MANAGEMENT Inadequate Equipment Inventory Records Finding Control Number 581-96-02

The College has taken or will take the following corrective actions during fiscal year 1998 to safeguard our fixed assets:

Develop a new computer program to assist to generate trackable records.

Establish a procedure to monitor/control the movement (transfer) of all fixed assets.

- 1-

MACON COLLEGE AUDITEE'S RESPONSE SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND OUESTIONED COSTS
YEAR ENDED JUNE 30.1997

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

CORRECTIVE ACTIONIRESPONSES

GENERAL FIXED ASSETSIPROPERTY MANAGEMENT Inadequate Equipment Inventory Records Finding Control Number 581-96-02

Establish a procedure to control the disposition of surplused fixed assets. Disposition Date Surplus/Salvage/Donated/Transferred

Perform a room-to-room inventory to establish accuracy ofthe existing inventory records.

Establish procedures to add newly purchased assets to the inventory record. Location Value Acquisition Date Serial Number Description

PRIOR YEAR FEDERAL AWARDS FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

581-93-01 581-96-03 581-96-04 581-96-05 581-96-06

Previously Reported Corrective Action Implemented Umesolved - See Corrective Action/Responses Previously Reported Corrective Action Implemented Umesolved - See Corrective Action Responses Umesolved - See Corrective Action Responses

CORRECTIVE ACTIONIRESPONSES

SPECIAL REPORTING REQUIREMENTS Report Not Reconciled to Accounting Records Finding Control Number 581-96-03

The College has implemented a new Accounting/Financial Aid/Student Records software program (Banner), which enables the Financial Aid Office to reconcile federal fund accounts in a more accurate and timely fashion. With the help of Computer Services, reports are being provided to reconcile financial aid awards with the actual disbursements in the Business Office. Since both the Financial Aid Office and the Business Office are connected to the same software program, there is increased flexibility in reconciling Accounting/Financial Aid expenditures on a monthly basis. Prior to the time

-2-

MACON COLLEGE AUDITEE'S RESPONSE SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1997
PRIOR YEAR FEDERAL AWARDS FINDINGS AND QUESTIONED COSTS
CORRECTIVE ACTIONIRESPONSES
SPECIAL REPORTING REQUIREMENTS Report Not Reconciled to Accounting Records Finding Control Number 581-96-03
the FISAP Report is due, the Financial Aid Director and the Director ofthe Business Office will work together to make sure that the expenditures reported on the FISAP are reconciled and accurate to the best of their knowledge. This will be implemented with the 1997-1998 academic year.
TYPES OF SERVICES Awards Not Based on Correct Enrollment Status Finding Control Number 581-96-05
The College has implemented a new relational database (Banner), which will disburse Pell based on the number of hours that a student has registered. The financial aid module of Banner is set up to disburse other Federal funds accordingly. Built into Banner are the Federal rules governing the Federal programs. However, it is the responsibility of the financial aid office to monitor enrollment status to cancel aid and return Federal Stafford funds to their appropriate lender. There has been a change in the Refund Status Policy to allow students to drop/add classes without penalty up to the third day of the quarter. This drastic change from the old policy will allow the College's unique student population flexibility in adding classes or dropping from one class to add another without penalty. At the end of registration, a report will be used to determine who is not enrolled/dropped from one enrollment status to another/less than half-time. This new procedure will be implemented Fall Quarter of the 1997-1998 academic year.
SPECIAL TESTS AND PROVISIONS Refund Not Credited in a Timely Manner Finding Control Number 581-96-06
The College has taken drastic steps to enforce the timeliness of refunds for financial aid recipients. Refunds for fmancial aid recipients will now be handled in the financial aid office. Actions have been taken with the Registrar's Office to make sure that total withdrawal forms are submitted to the Director of Financial Aid. In the future, it is fmancial aid's recommendation to have students who are totally withdrawing from the College get approval from the Director of Financial Aid. This would ensure that refunds of institutional costs paid from Federal student financial aid funds are credited to Federal accounts within the required time frames. Until this recommendation is implemented, reports will be generated on a weekly basis providing names of students who have totally withdrew from the College. This report is to provide a back-up to receiving withdrawal forms from the Registrar. The new procedures for refunds will be implemented Fall Quarter of the 1997-1998 academic year.
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SECTION III CURRENT YEAR FINDINGS AND QUESTIONED COSTS

MACON COLLEGE SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1997
FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS
CASH AND CASH EQUIVALENTS Inadequate Accounting Procedures Finding Control Number FS-581-97-01
For the year under review, the accounting procedures ofthe College were insufficient to provide for adequate control over the bank reconciliation process. The following deficiencies were noted:
(1) The monthly bank reconciliations for the operating account were not performed in a timely manner.
(2) Book errors disclosed through the bank reconciliation process were carried as reconciling items for extended periods of time.
These deficiencies were the result of management's failure to implement proper internal control procedures over cash and bank reconciliations that are necessary to adequately safeguard and report the Cash and Cash Equivalents of the College. The College should establish appropriate internal controls to ensure that bank statements are reconciled with the accounting records monthly and that needed adjustments are recorded on a timely basis.
GENERAL FIXED ASSETSIPROPERTY MANAGEMENT Inadequate Equipment Inventory Records Finding Control Number FS-581-97-02
For the year under review, an equipment inventory sample of twenty randomly selected items was utilized to test the accuracy and validity of the equipment inventory records. The results of our testing procedures disclosed the following exceptions:
(I) One item on the equipment listing could not be located.
(2) A source of funds used to purchase the items was not included.
(3) Fifteen items did not have a proper acquisition date.
(4) Fourteen items did not have a reference to original documentation.
(5) One item was not adequately described.
In addition, we identified ten items from their site and attempted to trace them back to the equipment inventory listing provided. Of these items, three could not be found on the equipment inventory listing. Approximate value of the three items is estimated at $8,700.00.
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MACON COLLEGE SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1997
FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL FIXED ASSETSIPROPERTY MANAGEMENT Inadequate Equipment Inventory Records Finding Control Number FS-581-97-02 Other problems noted in our testing of equipment inventories were as follows:
(1) The listing of disposals provided did not indicate how the item was disposed of or the date of disposition.
(2) The equipment inventory listing provided for review could not be reconciled to the amount recorded on the general ledger. A variance of $515,450.05 was noted.
These deficiencies occurred because ofmanagement's failure to adequately monitor the subsidiary equipment inventory records. The College should establish appropriate procedures to strengthen internal accounting controls to ensure that assets are safeguarded against loss from unauthorized use or disposition.
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