UNIVERSITY OF WEST GEORGIA CARROLLTON, GEORGIA INDEPENDENT ACCOUNTANT'S REPORT ON APPLYING AGREEDUPON PROCEDURES FOR FISCAL YEAR ENDED JUNE 30, 2014 Georgia Department of Audits and Accounts Greg S. Griffin State Auditor UNIVERSITY OF WEST GEORGIA - TABLE OF CONTENTS - INDEPENDENT ACCOUNTANT'S REPORT ON APPLYING AGREED-UPON PROCEDURES EXHIBITS A SUMMARY BUDGET COMPARISON AND SURPLUS ANALYSIS REPORT B STATEMENT OF FUNDS AVAILABLE AND EXPENDITURES COMPARED TO BUDGET BY PROGRAM AND FUNDING SOURCE C STATEMENT OF CHANGES TO FUND BALANCE BY PROGRAM AND FUNDING SOURCE Page 1 2 4 GREG S. GRIFFIN STATE AUDITOR (404) 656-2174 DEPARTMENT OF AUDITS AND ACCOUNTS 270 Washington Street, S.W., Suite 1-156 Atlanta, Georgia 30334-8400 December 10, 2014 Members of the State Board of Regents of the University System of Georgia Honorable Kyle Marrero, President University of West Georgia Independent Accountant's Report on Applying Agreed-Upon Procedures Ladies and Gentlemen: We have performed the procedures enumerated below, which were agreed to by the University of West Georgia (University) and the University System Office (Oversight Unit) of the Board of Regents of the University System of Georgia, solely to assist you in assessing the accuracy of the financial information reported to the University System Office in the University's 2014 Annual Financial Report for inclusion in the University System of Georgia's Annual Financial Report, the State of Georgia's Comprehensive Annual Financial Report (CAFR) and Single Audit Report; and to assist you in assessing the accuracy of the budget basis information provided in the Summary Budget Comparison and Surplus Analysis Report, Statement of Funds Available and Expenditures Compared to Budget By Program and Funding Source, and the Statement of Changes To Fund Balance By Program and Funding Source which are attached as Exhibits A, B and C, respectively. University of West Georgia's management is responsible for the financial information reported to the University System Office in the University's Annual Financial Report. This agreed-upon procedures engagement was conducted in accordance with attestation standards established by the American Institute of Certified Public Accountants. The sufficiency of these procedures is solely the responsibility of the parties specified in this report. Consequently, we make no representation regarding the sufficiency of the procedures described below either for the purpose for which this report has been requested or for any other purpose. The procedures and the associated findings are as follows: 1. Review selected balance sheet items reported on the Annual Financial Report (cash, accounts receivable, accounts payable, deferred revenues, net position). Confirm that these items have adequate supporting documentation and are properly reconciled to the University's general ledger. We did not note any exceptions as a result of our procedures. 2. Obtain the University's Generally Accepted Accounting Principles (GAAP) basis Statement of Net Position and Statement of Revenues Expenses and Changes in Net Position (SRECNP) submitted for inclusion in the State's CAFR and Single Audit. Utilizing test scripts, confirm that financial information presented in these statements properly supports activity reported in the University's accounting records. We did not note any exceptions as a result of our procedures. 3. Obtain the University's Statement of Cash Flows submitted for inclusion in the State's CAFR and Single Audit. Utilizing cash flow worksheets, confirm information reported on Statement of Cash Flows. We did not note any exceptions as a result of our procedures. 4. Obtain the University's Notes to the Financial Statements submitted for inclusion in the State's CAFR and Single Audit. Utilizing notes worksheets and other supporting documentation confirm that note disclosures related to Cash, Investments, Accounts Receivable, Capital Assets, LongTerm Debt, Lease Obligations and Retirement Plans have been properly reported. The Compensated Absences note disclosure information was not properly reported. Current year activity was netted together and reported as additions instead of appropriately reporting the amount of leave earned during the year as additions and the amount taken as reductions. 5. Review the University's year end GAAP basis journal entries. Obtain documentation for GAAP journal entries and confirm that the entries were posted to the University's Annual Financial Report. We did not note any exceptions as a result of our procedures. 6. Confirm that State Appropriation revenues, receivables and remittances of prior year surplus balances have been properly recorded in the University's financial records. Prior year surplus balances should be netted against State Appropriation revenues in the GAAP basis financial statements; however, prior year surplus balances should be reflected as fund balance adjustments on the Budget basis financial statements. We did not note any exceptions as a result of our procedures. 7. Obtain listing of write-off requests for accounts receivable less than $3,000.00 for fiscal year 2014. Confirm that these write-off requests have been approved by the State Accounting Officer and have been posted to the University's financial statements. We did not note any exceptions as a result of our procedures. 8. Verify that the listing of salaries and travel reported to the Department of Audits is in accordance with O.C.G.A. 50-6-27 and reconciles to amounts recorded in the University's financial statements. We did not note any exceptions as a result of our procedures. 9. Review year end Budgetary Statements including the Summary Budget Comparison and Surplus Analysis Report (Exhibit A), Statement of Funds Available and Expenditures Compared to Budget By Program and Funding Source (Exhibit B) and the Statement of Changes To Fund Balance By Program and Funding Source (Exhibit C). Confirm that budget information presented in these statements supports activity reported in the University's accounting records, the legal level of budgetary control (funding source within program) was maintained, and determine if any budget overexpenditures exist. We did not note any exceptions as a result of our procedures. 10. Obtain documentation for Budget basis reserves reported by University on the Summary Budget Comparison and Surplus Analysis Report (Exhibit A). Confirm that the reserves are properly documented, valid and appropriate. We did not note any exceptions as a result of our procedures. 11. Review the H.O.P.E. Scholarship Program reconciliation between the University and the Georgia Student Finance Commission. Confirm that information reported to the Georgia Student Finance Commission has been reconciled with H.O.P.E. Scholarship activity reported on the University's financial records. We did not note any exceptions as a result of our procedures. 12. Review the Schedule of Expenditures of Federal Awards information submitted by the University for inclusion in the Statewide Single Audit. Confirm that the information is properly presented and supported by the University's accounting records. We did not note any exceptions as a result of our procedures. 13. Review capital asset records to ensure that (1) subsidiary ledgers are appropriately reconciled to the ledgers, (2) capitalization thresholds are being properly followed, and (3) a complete annual physical equipment inventory is being conducted and that issues noted during the physical inventory are being properly addressed by management. We did not note any exceptions as a result of our procedures. 14. Review bank reconciliations during the year under review to ensure that management is preparing them timely and that reconciling items are being addressed by management timely and in an appropriate manner. We did not note any exceptions as a result of our procedures. 15. Review documentation to ensure that all subsidiary modules including BANNER are reconciled to the general ledger at least quarterly in accordance with the Business Procedures Manual Section 10.6.2. and ensure that reconciling items are adequately explained and resolved in a timely manner. We did not note any exceptions as a result of our procedures. 16. Review the supplementary "Statement of Revenues, Expenses and Changes in Net Position" for Auxiliary Enterprises submitted by the University to the University System of Georgia System Office to ensure that the schedule agrees to the auxiliary fund activity recorded in the accounting records. We did not note any exceptions as a result of our procedures. These agreed-upon procedures do not constitute an audit of the financial statements or any part thereof, the objective of which is to express an opinion on the financial statements or a part thereof. Accordingly, we do not express such an opinion. Had we performed additional procedures, other matters might have come to our attention that would have been reported to you. This report is intended solely for the information and use of the specified users listed above and is not intended to be and should not be used by anyone other than these specified parties. Respectfully, GSG:as Greg S. Griffin State Auditor EXHIBITS UNIVERSITY OF WEST GEORGIA SUMMARY BUDGET COMPARISON AND SURPLUS ANALYSIS REPORT YEAR ENDED JUNE 30, 2014 EXHIBIT "A" REVENUES State Appropriation State General Funds Other Funds Total Revenues ADJUSTMENTS AND PROGRAM TRANSFERS CARRY-OVER FROM PRIOR YEARS Transfers from Reserved Fund Balance Total Funds Available EXPENDITURES Special Funding Initiative Teaching Total Expenditures Excess of Funds Available over Expenditures FUND BALANCE JULY 1 Reserved Unreserved ADJUSTMENTS Prior Year Payables/Expenditures Unreserved Fund Balance (Surplus) Returned to Board of Regents - University System Office Year Ended June 30, 2013 Prior Year Reserved Fund Balance Included in Funds Available FUND BALANCE JUNE 30 BUDGET ACTUAL VARIANCE FAVORABLE (UNFAVORABLE) $ 44,301,877.00 $ 44,301,877.00 $ 0.00 108,477,651.00 103,408,536.48 -5,069,114.52 152,779,528.00 147,710,413.48 -5,069,114.52 0.00 0.00 0.00 0.00 152,779,528.00 4,660,961.99 152,371,375.47 4,660,961.99 -408,152.53 593,000.00 152,186,528.00 152,779,528.00 $ 0.00 574,446.87 145,795,580.44 18,553.13 6,390,947.56 146,370,027.31 6,409,500.69 6,001,348.16 $ 6,001,348.16 5,287,473.53 39,630.45 71,142.26 -39,630.45 -4,660,961.99 $ 6,699,001.96 SUMMARY OF FUND BALANCE Reserved Department Sales and Services Indirect Cost Recoveries Technology Fees Uncollectible Accounts Receivable Tuition Carry-Over Inventories Total Reserved Unreserved Surplus Total Fund Balance $ 3,164,601.57 911,523.29 484,920.55 584,354.09 1,374,479.04 89,428.03 6,609,306.57 89,695.39 $ 6,699,001.96 - 1 - UNIVERSITY OF WEST GEORGIA STATEMENT OF FUNDS AVAILABLE AND EXPENDITURES COMPARED TO BUDGET BY PROGRAM AND FUNDING SOURCE YEAR ENDED JUNE 30, 2014 Special Funding Initiative State Appropriation State General Funds Teaching State Appropriation State General Funds Other Funds Total Teaching Total Activity Original Appropriation Amended Appropriation Final Budget Current Year Revenues $ 593,000.00 $ 593,000.00 $ 593,000.00 $ 593,000.00 43,708,877.00 92,983,604.00 136,692,481.00 45,308,877.00 106,186,595.00 151,495,472.00 43,708,877.00 108,477,651.00 152,186,528.00 43,708,877.00 103,408,536.48 147,117,413.48 $ 137,285,481.00 $ 152,088,472.00 $ 152,779,528.00 $ 147,710,413.48 - 2 - EXHIBIT "B" Funds Available Compared to Budget Prior Year Adjustments and Total Carry-Over Program Transfers Funds Available Variance Positive (Negative) Expenditures Compared to Budget Variance Actual Positive (Negative) Excess of Funds Available Over Expenditures $ 0.00 $ 0.00 $ 593,000.00 $ 0.00 $ 574,446.87 $ 18,553.13 $ 18,553.13 0.00 4,660,961.99 4,660,961.99 26,578.72 -26,578.72 0.00 43,735,455.72 108,042,919.75 151,778,375.47 26,578.72 -434,731.25 -408,152.53 43,708,773.00 102,086,807.44 145,795,580.44 104.00 6,390,843.56 6,390,947.56 26,682.72 5,956,112.31 5,982,795.03 $ 4,660,961.99 $ 0.00 $ 152,371,375.47 $ -408,152.53 $ 146,370,027.31 $ 6,409,500.69 $ 6,001,348.16 - 3 - UNIVERSITY OF WEST GEORGIA STATEMENT OF CHANGES TO FUND BALANCE BY PROGRAM AND FUNDING SOURCE YEAR ENDED JUNE 30, 2014 Special Funding Initiative State Appropriation State General Funds Teaching State Appropriation State General Funds Other Funds Total Teaching Total Operating Activity Prior Year Reserves Not Available for Expenditure Inventories Uncollectible Accounts Receivable Beginning Fund Balance July 1 Fund Balance Carried Over from Prior Period as Funds Available Return of Fiscal Year 2013 Surplus Prior Period Adjustments $ 0.00 $ 0.00 $ 0.00 $ 0.00 0.00 4,700,592.44 4,700,592.44 4,700,592.44 0.00 -4,660,961.99 -4,660,961.99 -4,660,961.99 -39,630.45 -39,630.45 -39,630.45 -27,180.93 98,323.19 71,142.26 71,142.26 89,926.24 536,585.30 0.00 0.00 0.00 0.00 0.00 0.00 Budget Unit Totals $ 5,327,103.98 $ -4,660,961.99 $ -39,630.45 $ 71,142.26 - 4 - EXHIBIT "C" Other Adjustments Early Return Fiscal Year 2014 Surplus Excess of Funds Available Over Expenditures Ending Fund Balance June 30 Analysis of Ending Fund Balance Reserved Surplus Total $ 0.00 $ 0.00 $ 18,553.13 $ 18,553.13 $ 0.00 $ 18,553.13 $ 18,553.13 498.21 -47,768.79 -47,270.58 -47,270.58 0.00 0.00 0.00 0.00 26,682.72 5,956,112.31 5,982,795.03 6,001,348.16 0.00 6,006,666.71 6,006,666.71 6,025,219.84 0.00 5,935,524.45 5,935,524.45 5,935,524.45 0.00 71,142.26 71,142.26 89,695.39 0.00 6,006,666.71 6,006,666.71 6,025,219.84 -498.21 47,768.79 0.00 0.00 0.00 0.00 89,428.03 584,354.09 89,428.03 584,354.09 0.00 0.00 89,428.03 584,354.09 $ 0.00 $ 0.00 $ 6,001,348.16 $ 6,699,001.96 $ 6,609,306.57 $ 89,695.39 $ 6,699,001.96 Summary of Ending Fund Balance Reserved Department Sales and Services Indirect Cost Recoveries Technology Fees Uncollectible Accounts Receivable Tuition Carry-Over Inventories Unreserved Surplus Total Ending Fund Balance - June 30 $ 3,164,601.57 911,523.29 484,920.55 584,354.09 1,374,479.04 89,428.03 $ $ 6,609,306.57 $ $ 3,164,601.57 911,523.29 484,920.55 584,354.09 1,374,479.04 89,428.03 89,695.39 89,695.39 89,695.39 $ 6,699,001.96 - 5 -