Financial Planning & Budget

A financial plan that sets forth the resources necessary to meet a set of goals for a certain period of time. Budget controls have been implemented in order to:

  • Restrict unallowable expenditures on a fund
  • Control spending to the limits approved by the administration
  • Ensure that the fund and organization for each transaction are within the same department.

Understand the Basics

Fund Number Source Definition
11XXXX Educational & General (E&G) State appropriated funds consisting of General Revenue (state taxes) and state mandated tuition.
120100 ‐ 120300 Special Appropriations Appropriated funding awarded for a particular study, purpose, or activity.
120400 Higher Education Fund (HEF) General Revenue provided by the Texas Legislature for capital expenditures.
140100 Designated Tuition Tuition received from students.
15XXXX Designated Other Fees received from students (Technology fee, Student Service fee, etc.).
16XXXX Designated Research Funds established to encourage and provide research conducted by faculty members.
17XXXX Auxiliary (Institutional) Fees Fixed fees received from students that are designated for campus auxiliaries (Medical Service fee, Athletic fee, etc.).
18 ‐ 19XXXX Auxiliary Services Funds collected to directly support the area that collected the fee.
21XXXX Current Restricted Gifts from private donors.
22XXXX, 25XXXX, 26 ‐ 29XXXX Awards Contracts and grants from various sponsors.
31 ‐ 33XXXX Scholarship Scholarship funds from various sources.
34XXXX, 38 ‐ 39XXXX, 41XXXX Financial Aid Receipt and disbursement of funds related to student financial aid.
51XXXX Quasi Endowment Funds functioning as endowments which are used to report resources that the governing board has determined are to be maintained and managed like an endowment.
59XXXX Life Income Donated funds functioning like an annuity.
61XXXX Endowment Funds to which a donor has stipulated, as a condition of the gift, that the gift is to be maintained inviolate and in perpetuity.
71XXXX Charter School Funds received from the Texas Education Agency to be used to support the operations of an open enrollment, public charter school.
81XXXX Agency Funds Funds held on behalf of external parties.
95XXXX Unexpected Plant Funds Funds used for construction or major repairs and renovation projects.

To find allowable expenses for each fund, see the Controller’s Office.

Allowable Expense by Fund

Number Name Usage
710 Travel

Used for business related travel approved by Procurement & Business Services.

Allowable Travel Expenses
720 Operation & Maintenance (O&M)

Used for day-to-day operating expenses approved by Procurement & Business Services, such as office supplies & equipment.

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735 Bond Used for bond payments.
740 Fund Balance Used for one‐time expenditures, if available, such as capital and faculty startup.
741 Initiatives Used to fund initiatives indefinitely or until reduced.
742 One Time Initiatives Used to fund an initiative for a single period.
744 Fixed Cost Used to fund fixed cost, such as membership, and license.
750 Utilities Used for essential services, such as phone lines, water, gas, & electricity.
760 Scholarship Used for scholarships of all types.
770 Capital Outlay Used to maintain, upgrade, acquire, or repair capital assets.

How to Check Your Balances

To better understand budgeting, register for training.