12.2.4 Maintain Entity Codes for Self-Supporting Activities

Policy Statement

The University of Illinois System is subject to and complies with the State Legislative Audit Commission Guidelines regarding the documentation of entities used in self-supporting activities. These guidelines require that all equipment used in self-supporting activities be classified by an entity code.

Reason for the Policy

The State of Illinois State Legislative Audit Commission guidelines require that all equipment used in self-supporting activities be classified by an entity code.

Applicability of the Policy

All University of Illinois System equipment that is tracked in Banner.

Procedure

The source of funding is not used to determine the correct entity code.

Tracking equipment used in those activities is important because self-supporting activities are not included in the calculation of the facilities and administration rate (F&A) charged to sponsored projects.

To maintain entity codes for self-supporting activities, review the entity code in Banner when:

1. Equipment is used for a different purpose.
2. Equipment is transferred or loaned.
3. Equipment is moved to a new location and used in a different activity.
4. Completing the biennial inventory.
5. Consult with the unit's business manager to determine if the item is used in a self-supporting activity. If an item is used in a self-supporting activity, select the entity code based on how the equipment is used.
6. If the current entity code is not accurate, complete and submit the Entity Code Change Request form.