FAS I subcodes

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Dartmouth College FAS I - BASICS
Diane Houle, Director of Accounting Services and
Controls Susan Wells, Financial Analyst
User Guide 1 An Overview of FAS
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Table of Contents Introduction FAS
relationship with other administrative
systems General information FAS building
blocks G/L and S/L relationships What is
a subcode? Proper subcode usage
Unallowable costs on Federal grants Rollup
structure Subcodes Most commonly used
subcodes Revenue subcode listing Expense
subcode listing Available Resources FAS
Glossary
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Related Systems (not comprehensive)
Student Information System (BANNER)
Human Resources Mgt System (HRMS)
Procurement Svcs/ Inventory
Student Receipts
Receivables
Payroll, Benefits
Stock Requisitions
Encumbrances
Purchase Orders
Fund Raising Information System (ADVANCE)
Gifts
FOM Work Order
Work In Process (FAMIS)
FAS
Charges
Endowment Income
Vendor Payments
Distribution
Endowment Fund System (EFS)
Accounts Payable
On-Line FAS Reports
On-Line Transactions
Monthly FAS Reports (AM092s and Rollups)
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FAS building blocks
General information regarding the structure of
Dartmouths financial reporting
Accounts An account is established to track an
area of activity within the college. All FAS
accounts have six digits beginning with 0, 1, 2,
3, 4, 5, 6, 7, or 9. Each six digit account is
related to one ledger, one rollup code, one
budget number, and multiple subcodes or account
controls. Attributes Account attributes are
non-dollar characteristics of an account (e.g.,
title, responsible person, budget number, report
distribution, address, rollup code). The account
number stands alone until the attributes are
defined. The attributes provide meaning to the
account. Subcode/Account Control Subcodes and
account controls are four-digit numbers which
serve to identify the nature of the activity
posted to an account. Subcodes correspond to
subsidiary ledgers (S/L), and account controls
correspond to general ledgers (G/L). The
combination of one account plus one subcode is
sometimes called the ten-digit account. Subcodes
are grouped into logical ranges. At the highest
level, revenues are classified in the range 0000
- 0999 expense subcodes are 1000 - 9999.
Within that broad classification, there are
further classifications. For example, the1000's
are employee compensation and benefits. The
relationship between accounts and subcodes is
many-to-many. That is, any single S/L account
can use the entire range of subcodes and any
single G/L account can use the entire range of
account controls.

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General Ledger General Ledger (G/L) accounts are
all preceded by a zero (0-XXXXX). G/L accounts
are balance sheet accounts carrying information
about assets, liabilities, and fund balances. The
G/L accounts, as balance sheet accounts, have a
continuing life across fiscal years G/L
accounts begin the new fiscal year with the
previous year's ending balance. An account
control is used with the General Ledger Accounts
to designate the account classification as an
asset (1XXX), liability (2XXX), fund balance
(3XXX), fund addition (4XXX), or fund deduction
(5XXX). (For example, one ten-digit G/L account
might be 010000.1000) Contact the Controllers
Office for the correct account control(s) to use
with your General Ledger account.
General ledger account number Account
description Responsible person Account
address Report distribution Account status
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Subsidiary Ledger Subsidiary Ledger (S/L)
accounts may be preceded by any of the digits 1
through 9. The S/L accounts are operating
accounts tracking revenues and expenses and are
the accounts used by the general accounting
community in the daily operations of the college.
The S/L accounts (except for project accounts in
the 5, 7, or 9 ledgers) are closed out each year
that is, most S/L accounts begin the new fiscal
year with a -0- balance. A 4 digit subcode is
used with Subsidiary Ledger accounts to designate
revenue and/or expense line items within an
account. (For example, 200000.1000.) Except for
those subcodes which are hardcoded, the subcodes
provide flexibility within a general category
where departments may account for various revenue
or expenses. A comprehensive list of valid
subcodes can be found on pages 14 - 27.
Subsidiary ledger account number
Account description
Responsible person
Account address
Rollup code
Report distribution
Budget number and description
Account status
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General ledger/subsidiary ledger relationships
G/L 0-1XXXX General College Current Fund -
Unrestricted
S/L 1-XXXXX Revenue Current Fund - Unrestricted
G/L 0-2XXXX Gift Endowment Income
Reserves Current Fund - Restricted
S/L 2-XXXXX Academic Administrative Revenue
Expenses Current Fund - Unrestricted
G/L 0-3XXXX Grants Contracts Current Fund -
Restricted
S/L 3-XXXXX Athletics Auxiliaries Current Fund
- Unrestricted
G/L 0-4XXXX Loan Fund Restricted
S/L 4-XXXXX Gift Expenses Current Fund -
Restricted
G/L 0-5XXXX Endowment Fund Restricted
S/L 5-XXXXX Grants Contracts Current Fund -
Restricted
S/L 6-XXXXX Endowment Income Expenses Current
Fund Restricted
G/L 0-6XXXX Reserved for Future Use
S/L 7-XXXXX Plant Expenses Restricted
G/L 0-7XXXX Plant Fund Restricted
G/L 0-8XXXX Reserved for Future Use
S/L 8-XXXXX Reserved for Future Use
S/L 9-XXXXX Roll-UpResponsibility Program
G/L 0-9XXXX Agency Fund Restricted
Agency Expense Restricted
11 11 or mapped mapped
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What is a FAS subcode? A subcode is a four-digit
revenue or expense code used to define budget
line items within a subsidiary ledger account.
Subcodes functionally classify revenue(s) and
expense(s) within an account that is, subcodes
define more precisely what type of revenue or
expense is posted to an account. 'Flexible'
subcodes exist where a broad category has been
assigned, such as 2000 - 2099 for SUPPLIES
within these flexible subcodes, the department is
at liberty to track different types of supplies
separately. For reporting purposes, they all
have the same meaning.
2010 pencils
2020 staples
2030 paper clips
Hard-coded - you will note that certain
subcodes within the 2XXX range have been
hard-coded. That is, you MUST use them for that
type of expense. For example
2370 - 2379 Computer Software
2170 - 2179 Stationary Supplies
The use of hard-coded (specifically defined)
subcodes has been limited to those subcodes which
are consolidated for College-wide reporting or
are required to be separately identifiable for
external sources. All compensation subcodes have
been hard-coded. What is a FAS account
control? Account controls function like subcodes
in that they classify accounting categories.
Rather than revenue and expense, account controls
classify assets, liabilities, and fund balances
within a general ledger account (0-XXXXX). The
same four digit number can mean two very
different things depending on whether it is used
as a subcode or an account control. Subcode 4010
indicates a miscellaneous expense when used with
a subsidiary ledger account (e.g. 200000.4010)
however account control 4010 indicates a
restricted gift when used with a general ledger
account (e.g. 010000.4010).
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Proper subcode usage
Why is proper subcode usage important? It
insures consistent campus-wide financial
reporting. It allows for meaningful financial
analysis.
It serves to guarantee that indirect cost
proposals, tax returns, etc. are prepared on a
consistent basis and able to withstand an audit
by the federal government or other outside agency.
When are incoming funds considered revenue vs.
purchased services-internal? Sales to
non-Dartmouth organizations and personal sales to
employees and students should be recorded as
revenue. However, provision of goods or
services to other College departments is not a
sale this type of transaction is considered a
purchased service-internal and should not be
recorded in a revenue subcode (0XXX). Purchased
services-internal should be recorded in a 51XX
subcode. Failure to follow these rules could
subject the College to inaccurate reporting
for financial, tax, and indirect costing which
could result in potentially significant tax
liability and federal penalties.
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Proper subcode usage (continued)
How do I know what subcode to use?
There is a complete subcode listing with some
explanatory text on pages 14 27 of this
document --OR-- Visit the Dartmouth
Administrative Guide via the Colleges website.
The sixth section Financial Accounting
Reporting contains the complete list of FAS
subcodes and is update regularly --OR-- Use
the Escape-L option in FAS'T'LOOK (with cursor
positioned in any Subcode/Account Control field).
If you believe you know the leading digit(s),
entering them before using ESC-L makes for a more
efficient query!
Beginning list of subcodes that start with a 2.
If you have questions concerning a compensation
subcode, contact the Payroll Office.
For general questions on what subcode
is appropriate, please contact the
Controller's Office (ext. 6-3011 or Blitz
FAS_RESEARCH) prior to submitting the transaction.
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Unallowable costs on federal grants
The following costs were identified by the
federal government as unallowable for either
direct or indirect costs. If you incur one of
these costs you MUST use a subcode in the range
of 3600 - 3699, when the expense is
entertainment, or 3950 - 3999, for all others
costs listed below.
Alcoholic beverages Alumni activities
Institution-furnished automobiles for personal
use Defense and prosecution of criminal and
civil proceedings, claims, appeals and patent
infringements Donations and contributions made
by an institution Entertainment Insurance
against defects Fines and penalties Goods
and services for personal use of employees
Housing and personal living expenses of an
institutions officers Memberships in any
civic, community or social organization or
country club Selling or marketing of goods or
services Trustees travel Executive and
legislative lobbying
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Rollup structure You can visualize the way rollup
works by thinking of it as a tree.
9-70000 President
9-82345 F OM
9-81005 Employee Expense
9-86542 Employee Health
9-85430 Maintenance
9-87654 Celebrations
9-85100 Employee Benefits
1-23456 Holiday Parties
2-34567 Fitness Workshops
6-12345 Campus Trees
3-56789 Employee Classes
4-67890 Employee Vacations
Rollup Structure The rollup code represents the
organizational relationships among Dartmouth
departments. It works as follows Each six
digit account has as an attribute denoting the
person responsible for that account. That person
reports to another person, and so on in a series
of relationships that can be visualized as a
tree, gradually ascending to the highest level
with a single person. Rather than track all
those relationships on a person-to-person basis,
a rollup code was established. Each account has
one rollup code. That rollup code has a
responsible person associated with it (when the
person changes, the rollup code does not, so the
entire hierarchy does not need to be changed to
accommodate personnel changes). Each rollup code
has one or more account(s) pointing to
it. Rollup codes have six digits and always
begin with a 9. The higher numbers roll up to
lower numbers. The lowest number (the highest
rollup code) is 9-70000, the President of the
College, whos rollup code encompasses all
operating accounts (Subsidiary Ledgers 1,2,3,4,
and 6).
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Most commonly used subcodes
FAS SUBCODE LISTING MOST COMMONLY USED
SUBCODES
Tuition Fees General Revenue Annual
Fees Exempt AP Salaries Tenured Tenure Track
Faculty Salaries Non-Exempt AP Salaries Enrolled
Student Wages Work Study - Enrolled
Students Other Fees - Individuals Moving
Allowances Supplies Photocopier Supplies Books
Publications Maintenance Repairs Minor
Equipment Computer Equipment costing 2,500 or
more Travel - College Rooms, Meals and Other
Travel Expenses Conference Program
Fees Miscellaneous Memberships Dues Advertising
Promotion Postage Freight Purchased Services
External Purchased Services Internal Professional
Fees External Printing Internal Printing
0100 0300 0440 1050 1100 1300 1400 1450 1860 18
70 2000 2280 2300 2500 2600 2670 3400 3700 3800 4
000 4300 4500 4600 5000 5100 5200 5500 5600
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Revenue subcode listing Definitions Revenue -
inflows of cash (or other assets) received in
exchange for goods or services provided to
customers. Policies and Restrictions The
full FAS subcode is 4 digits. For example,
General Revenue is 0300. The fourth digit in a
subcode is almost always zero. In a few select
ranges of subcodes, users may utilize the fourth
digit to provide a more granular allocation of
revenue. These subcodes should be used in cases
where it is necessary to track program related
revenue or where a particular type of revenue
needs to be tracked separately. Only the
subcodes that are noted below as ending in 9
can be used with the full four digits. (Some
older request forms and journal entry cards use
only the first three digits of the subcode when
these forms are received in the Controllers
Office the final digit is assumed to be zero.)
Departments should be careful in the use of the
fourth digit (other than zero) and should ONLY
use it when there is a need for more specific
information. Reminder Provision of goods or
services to other College departments does not
generate revenue. These inter-departmental
exchanges are considered purchased
services-internal and should be recorded in the
51XX subcode range. 0100 - 0190 TUITION
FEES College charges to enrolled students for
tuition, room and board, application fees and
other miscellaneous fines and charges. 0200 -
0260 FEDERAL STATE REV Revenues from federal
and state sources pursuant to grant and contract
agreements. 0270 GC IDC RECVR-INDUST 0280 GC
IDC RECOVRY-PRIV 0290 GC IDC
RECOVERY-FED Indirect Cost Recovery from
Industry, Private, and Federal sources. 0300 -
0430 GENERAL REVENUE Other operating revenues
of the College, excluding endowment and gift
income. 0440 ANNUAL FEES Revenues received on
an annual basis only.
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Revenue subcode listing (continued) 0450 - 0459,
0460 GENERAL REVENUE 0470 - 0479 RENT
REVENUE 0480 - 0489 GENERAL REVENUE 0490
INTEREST INCOME 0495 INVSTMT GAINS/LOSSES (To
be used only by Controller) 0500 UNCOLLECTIBLE
RECVBL 0620 ENDOWMENT INC AE 10 (To be used
only by Controller) 0630 ENDOWMENT INCOME (To
be used only by Controller) 0760 SALE OF GIFTS
IN KIND (To be used only by Controller) 0770
UNRESTRICTED GIFTS (To be used only by Gift
Recording) 0800 TRSF TO CUR RESTR 0810 TRSF TO
DESIG RESERV 0820 TRSF TO LOAN FUND 0830 TRSF
TO ENDOWMENT 0840 TRSF TO PLANT FUND 0850 TRSF
FRM DESIG RESRV 0860 TRSF FROM LOAN FUND 0870
TRSF FROM ENDOWMENT 0880 TRSF FROM PLANT
FUND CAUTION When transferring monies to/from
designated reserves or other fund groups, you
MUST use the proper subcodes for transfers on
both sides of the transaction - please call
General Accounting before submitting journal
entries if you are unfamiliar with this type of
transaction. All transfers must be approved by
the fiscal officer of your cost center and the
Controller.
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Expense subcode listing Definitions Expense -
Goods or services (i.e., resources) used in
operating the institution. Policies and
Restrictions The full FAS subcode is 4 digits.
For example, supplies is 2000. The fourth
digit in a subcode is almost always zero. In a
few select ranges of subcodes, users may utilize
numbers 1-9 for the fourth digit to provide a
more granular allocation of expense for their
department. These subcodes should be used in
cases where it is necessary to track "program"
related costs or where a particular type of
expense needs to be tracked separately. Only
the subcodes that are noted on the following
pages as ending in 9 can be used with the full
four digits. (Some older request forms and
journal entry cards use only the first three
digits of the Subcode when these forms are
received in the Controllers Office the final
digit is assumed to be zero.) Departments
should be careful in the use of the fourth digit
(other than zero) and should ONLY use it
when there is a need for more specific
information. The Accounts Payable system will
not allow checks to be processed against
payroll subcodes (1000-1799), benefits subcodes
(1900-1999) or subcodes set aside for purchased
services - internal (5100-5190). Please note
that use of the 40XX (MISCELLANEOUS) range of
subcodes should be used ONLY if there is no
other suitable subcode to describe the expense
item. These miscellaneous items must be
scrutinized carefully by central administration
in the preparation of the institutions financial
statements and indirect cost proposal to insure
that the items are properly classified.
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Expense subcode listing (continued) 2000 - 2099
SUPPLIES 2100 - 2160 SUPPLIES Consumable
supplies. 2170 - 2179 STATIONERY SUPPLIES Costs
for any paper (including envelopes) used for
written correspondence. 2180 - 2189
PHOTOGRAPHIC MATERIAL Expenditures for film,
product supplies and other photographic
materials. 2190 - 2199 FINISHED PHOTOS Payments
for finished film prints or other finished
photographic products. 2200 - 2240
SUPPLIES Consumable supplies. 2250 - 2259
PHOTOCOPYING 2260 PHOTOCOPIER
PURCHASE Photocopier equipment costing under
2,500 2270 - 2279 PHOTOCOPIER
CONTRACTS Rentals, leases or service contracts of
photocopy equipment. 2280 - 2289 PHOTOCOPIER
SUPPLIES 2290 - 2299 PHOTOCOPY SERVICES Charges
for photocopier services provided by College
facilities or external sources. 2300 - 2319
BOOKS PUBLICATIONS 2320 - 2360 BOOKS
PUBLICATIONS Expenditures to purchase books,
periodicals, newspapers, films, brochures,
subscriptions, or the like. 2370 - 2379
COMPUTER SOFTWARE
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Expense subcode listing (continued) 2380 - 2399
BOOKS PUBLICATIONS 2400 - 2490 BOOKS
PUBLICATIONS Expenditures to purchase books,
periodicals, newspapers, films, brochures,
subscriptions, or the like. 2500 - 2549
MAINTENANCE REPAIR Routine maintenance and
minor repair of equipment including service
contracts (except on photocopiers - see subcode
.2270). Note M R stands for Maintenance and
Repair 2550 - 2559 M R COMPUTERS 2560 - 2569
M R AUTOS 2570 - 2579 M R
MATERIALS/LABOR Cost of materials and outside
labor used for repairs. 2580 - 2589 M R
FURNITURE 2590 - 2599 M R TECHNICAL
EQUIP 2600 - 2619 MINOR EQUIPMENT PURCH-NON
CAP 2620 MINOR EQUIPMENT PURCH-NON CAP Purchases
of equipment costing less than 2,500. For
example, office equipment, office furniture
costing less than 2,500. 2630 - 2639
ACCESSORIES, REPLACEMT-NON CAP Purchases of
equipment accessories, equipment replacement
parts, and equipment upgrades costing less than
2,500. 2640 - 2649 COMPUTER ACCESSORIES
MINOR COMPUTER EQUIP-NON CAP Purchases of minor
computer equipment, computer accessories,
replacement parts, and upgrades costing less than
2,500. 2650 - 2659 CAPITAL EQUIPMENT
PURCHASES 2660 CAPITAL EQUIPMENT
PURCHASES Purchases of equipment excluding
computing equipment, and including vehicles -
costing 2,500 and more. Purchases of accessory
equipment having an acquisition cost of 2,500 or
more and a useful life of three years or more
should be charged to these subcodes and will be
treated as a separate item of equipment for
capital inventory purposes.
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Expense subcode listing (continued) 2670 - 2679
COMPUTER EQUIPMENT-CAP INV Purchases of computing
hardware costing 2,500 and more. Monitors and
keyboards purchased with the central processing
unit (CPU) are considered part of a PC system
the PC system will be charged to this subcode.
Otherwise, see Computer Accessories above. 2680
- 2689 CAPITAL FURNITURE Departmental purchases
of furniture costing 2,500 or more. Please
note these materials will not be tagged or
tracked on the equipment inventory however, it
is important to isolate these purchases by use of
a distinct subcode. 2690 - 2699 CAPITAL
REPAIRS, REPLACEMENTS AND UPGRADES Equipment
repair, replacement, and upgrade costs should be
charged to this subcode if these costs total
2,500 or more and they extend the useful life
of equipment by one year or more. The inventory
value of the original piece of capital equipment
will be updated to reflect the new value and the
revised remaining life. 2700 - 2719 RENTALS
LEASES 2720 - 2760 RENTALS LEASES Payments to
external suppliers for the use of equipment, or
internal charges from other College departments
for use of equipment (excluding photocopiers and
postage meters). 2770 - 2779 RENTAL COMPUT
EQUIPMENT 2780 - 2789 RENTAL COMPUT
TERMINALS 2790 - 2799 RENTAL OF VEHICLES Rental
of vehicles for a period of one month or
more. 2800 - 2890 RENTALS LEASES Payments to
external suppliers for the use of equipment, or
internal charges from other College departments
for use of equipment (excluding photocopiers and
postage meters). 2900 - 2990 IMPROVE
RENOVATION Major repairs (as opposed to routine
maintenance) of equipment costing less than
25,000.
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Expense subcode listing (continued) 3000 - 3039
PURCHASES FOR RESALE 3040 - 3090 PURCHASES FOR
RESALE Merchandise purchased by service
departments which will in turn be sold by the
College. 3100 - 3190 FOOD FOR RESALE Purchases
by food service departments of food which will in
turn be sold by the College. 3200 - 3290
BEVERAGES FOR RESALE Purchases by food service
departments of beverages which will in turn be
sold by the College. 3400 - 3419
TRAVEL-COLLEGE 3420 - 3490 TRAVEL-COLLEGE Transpo
rtation expenses incurred by College employees
traveling on official College business. 3500 -
3519 TRAVEL-NON-COLLEGE 3520 - 3580
TRAVEL-NON-COLLEGE Reimbursements for
individuals, not employed by the College,
traveling at the request of the College. 3590 -
3599 TRAVEL-LECTURERS Reimbursement for
non-employees presenting lectures or
participating in seminars at the request of the
College. 3600 - 3619 ENTERTAINMENT 3620 - 3690
ENTERTAINMENT Entertainment directly related to
official College business. Entertainment may
include meals and functions if they are intended
to provide hospitality to non-college
individuals. These meals and functions, although
partially social in nature, are deemed necessary
and customary in furthering the College's
business interests. 3700 - 3719
ROOMS/MEALS/OTHER 3720 - 3790 ROOMS/MEALS/OTHER L
odging, food, and other reimbursable travel
expenses incurred in the conduct of College
business.
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Expense subcode listing (continued) 3800 - 3819
CONFERENCE/PRGM FEES 3820 - 3890 CONFERENCE/PRGM
FEES Registration fees for conferences,
workshops, conventions, and professional
development programs which are job-related and
have been approved for reimbursement. 3900 -
3919 TUITION REIMB-EMPLOY 3920 - 3940 TUITION
REIMB-EMPLOY (To be used only by Human Resources
Office) 3950 - 3959 FED GOVT UNALLOW EXP 3960 -
3990 FED GOVT UNALLOW EXP Costs identified by
the federal government as unallowable as either
direct or indirect costs of federal grants and
contracts such costs include - but are not
limited to - alcohol, flowers, fines and
penalties, etc. If you have questions on the
allowability of specific costs, please contact
the Office of Grants Contracts. 4000 - 4019
MISCELLANEOUS 4020 - 4080 MISCELLANEOUS 4091 -
4099 MISCELLANEOUS Expenses not directly related
to other classified subcode ranges --- Use only
if there is no other suitable expense
subcode! 4100 - 4119 ANIMAL RESEARCH 4120 -
4190 ANIMAL RESEARCH Expenditures for housing
animals at the animal research facility. 4200 -
4219 COMPUTER USAGE 4220 - 4290 COMPUTER
USAGE Charges for computer time. 4300 - 4319
MEMBERSHIPS DUES 4320 - 4390 MEMBERSHIPS
DUES Payments made to professional organizations
for memberships.
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Expense subcode listing (continued) 4400 - 4409
PRIZES AWARDS Amounts given to students or
others in recognition of outstanding
accomplishments. 4460 - 4461 TUITION
REMISSION Tuition allowance in lieu of wages
(GRANTS CONTRACTS ONLY). 4470 - 4479
INTERNSHIP/FELLOWSHIP 4480 - 4485
SCHOLARSHIPS Amounts paid to students to cover
tuition and required fees. 4490 - 4499
FELLOWSHIPS - GC ONLY Grants paid to individuals
to assist them in pursuit of additional study or
training (GRANTS CONTRACTS ONLY). 4500 - 4519
ADVERTISING/PROMOTN 4520 - 4590
ADVERTISING/PROMOTN Expenditures for the
promotion of College activities and
organizations, for solicitation of bids or
applications, and for publication of legal
notices. 4600 - 4619 POSTAGE/FREIGHT 4620 -
4690 POSTAGE/FREIGHT Cost of separately invoiced
or incurred charges for freight, postal service,
express mail, postage meter rentals, etc. 4700
TELEPHONE Telephone and telegram expenses. 4710
OTHER CRGS DIR ADV Cost of repairs and
directory advertising. 4720 - 4729
TELEPHONE 4730 TELE-MONTHLY CHARGES Monthly
charges to departments for certain telephone
services.
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Expense subcode listing (continued) 4740 - 4750
TELEPHONE 4760 - 4769 TELEPHONE LONG
DIST Monthly toll calls by departments. 4770
TELEPHONE-BY-PASS Operator assisted long distance
calls. 4780 TELE-DATA PHONES 4790 TELEPHONE
INSTRUMNTS Rentals and purchases of phones. 4800
- 4850 REFUNDS Used to issue refunds to
consumers of College services. 4860 - 4869
INSURANCE 4870 - 4890 INSURANCE Cost of
insurance not related to property or employee
fringe benefits. 4900 - 4902 INSV A/V
SERVICES 4910 INSV A/V SERVICES 4920 INSV EQPT
RENTAL 4930 INSV A/V SERVICES 4940 INSV
SERVICES 4950 - 4990 INSV A/V SERVICES Expenditur
es for various services provided by Instructional
Services. 5000 - 5019 PURCHASED SERV
EXTRNL 5020 - 5040 PURCHASED SERV
EXTRNL Services purchased from external sources
not otherwise classified.
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Expense subcode listing (continued) 5050 - 5059
SUBJECT FEES-RESRCH 5060 LAUNDRY
SERVICES Expenditures for cleaning of uniforms,
linens, etc. 5070 - 5079 NON-HAZ WASTE
REMOVAL Expenditures for removal of non-hazardous
waste by outside companies. 5080 BANK PROC
FEES Expenditures for cost of processing credit
card transactions charged by the provider of the
services. 5090 - 5099 HAZARDOUS WASTE
DISPOSAL Expenditures for cost of removing
hazardous waste from college property by outside
companies. 5100 - 5129 PURCHSED SERV
INTRNL 5130 - 5160 PURCHSED SERV INTRNL 5170 -
5179 HAZARDOUS WASTE DISPOSAL Expenditures for
cost of removing hazardous waste from college
property by internal sources. 5180 - 5190
PURCHASED SERV INTRNL Services purchased from
internal (College) sources not otherwise
classified. Note - the same subcode must be used
on both the expense and revenue side of the
journal entry. 5200 - 5219 PROFESSIONAL
FEES 5220 PROFESSIONAL FEES 5230 - 5239
PROFESSIONAL FEES 5240 PROFESSIONAL
FEES Payments to individuals not employed by the
College or to outside companies providing
a special skill or professional service. 5250
SOFTWARE DEVEL/MAINT Payments for the development
or maintenance of software.
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Expense subcode listing (continued) 5260 - 5269
LEGAL FEES Payments made to external legal
firms. 5270 PROFESSIONAL FEES Payments to
individuals not employed by the College or to
outside companies providing a special skill or
professional service. 5280 ROYALTIES Payments
to others of revenue received from joint
property. 5290 INVESTMENT MGMT FEE (To be used
only by Controller) 5300 - 5410 STUDENT HEALTH
SERVC Expenditures for providing health services
to students. 5420 PATIENT CARE
COSTS Expenditures for providing health services
to patients. 5430 - 5490 STUDENT HEALTH
SERVC Expenditures for providing health services
to students. 5500 - 5519 EXTERNAL
PRINTING 5520 - 5590 EXTERNAL PRINTING Charges
from off-campus vendors for printing services
(excluding photocopying - see subcode
2290). 5600 - 5619 INTERNAL PRINTING 5620 -
5690 INTERNAL PRINTING Costs for printing done
by College departments (excluding photocopying -
see subcode 2290). 5700 - 5809
SUBCONTRACTS Costs of contracting for or
transferring of grant supported work in
accordance with a formal contract. 5810 - 5819
PARTICIPANTS EXPENSE 5820 - 5880 PARTICIPANTS
EXPENSE Expenses other than travel incurred on
behalf of participants in workshops conducted by
the College mainly for non-College persons.
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Expense subcode listing (continued) 5890
UNALLOCATED BUDGET (To be used only by Budget
Office) 5900 UNSPEC DIRECT EXPNSE 5901 UNSPEC
DIRECT EXPNSE (To be used only by Budget Office
Human Resources Office) 5910 GC DIRECT COST
COSTSHARING 5915 GC DIRECT COST
COSTSHARING 6000 REPAY CUR FD-PRIN 6001 REPAY
CUR FD-INT 6010 REPAY END FD-PRIN 6011 REPAY
END FD-INT 6020 REPAY PLANT FD-PRIN 6021 REPAY
PLANT FD-INT 6030 HEHFA BOND EXP-PRIN 6031
HEHFA BOND EXP-INT 6040 REPAY CURFD
ADV-PRIN 6041 REPAY CURFD ADV-INT 6050 EXTERNAL
LOANS-PRIN 6051 EXTERNAL LOANS-INT 6070 - 6079
INTEREST EXP-EXTERNL (The .60XX subcode series to
be used only by Controller) 7800 INDIRCT COST
RECOVRY 7810 IND COST COSTSHG EXP 7820 SPECIAL
IDC 7900 IDC COSTSHRG FUNDING 7910 IDC COSTSHRG
OFFSET (These subcodes to be used only by Office
of Grants Contracts)
27
Expense subcode listing (continued) 9240
RESTR GIFTS UTILIZED Transfers of expenses to be
funded from restricted gifts - debit
4-XXXXX-9240 and credit 2-XXXXX-9240 subcode
9240 must be used on both the debit and credit
side of the transaction. 9260 ENDOW INCOME
UTILIZD Transfers of expenses to be funded from
restricted endowment income - debit 6-XXXXX-9260
and credit 2-XXXXX-9260 subcode 9260 must be
used on both the debit and credit side of the
transaction.
28
Financial accounting system glossary
ACCOUNT ACCOUNT CONTROL AGENCY
FUND ATTRIBUTES BATCH CASH
REPORT CHART OF ACCOUNTS CLAIM ON
CASH COMPOUND JOURNAL ENTRY
An accounting entity established for a specific
purpose with one individual having primary
responsibility for it. A 4 digit suffix used
with the General Ledger Accounts (0-XXXXX) to
designate the account classification as an asset
(1XXX), liability (2XXX), fund balance (3XXX),
fund addition (4XXX), or fund deduction
(5XXX). Resources held by the College who is
acting as a custodian or fiscal agent for another
organization. Non-dollar characteristics of an
account (e.g., title, responsible person, report
distribution, etc.). These attributes may be
modified upon requests submitted on a monthly
basis to Data Control. They allow the generation
of specialized reports sorted from any of the
predefined attributes. A number of similar
transactions (with same entry codes) grouped
together for processing to FAS. The processing
of the batch is controlled by a unique batch
header, record count, and batch
total. Controllers Office document which
records the daily cash receipts. The primary
source documents are the MS tickets
(Miscellaneous Receipts slips). A listing of all
accounts in the system. Each fund is a balance
sheet within itself therefore, the system
automatically maintains the claim that each
individual fund has on the institutions bank
accounts. Provides for the efficient processing
of large journal entries having one offset
account. The compound journal entry is
primarily used with subsystems and may be
recognized on reports as transactions with entry
code 49.
29
Financial accounting system glossary (continued)
CONTROL ACCOUNT CREATE CURRENT FUND DATA
CONTROL DESIGNATED FUNDS ENCUMBRANCE ENDOWM
ENT FUND ENTRY CODE FAS
General Ledger (0-XXXXX) account which records
the net balance of a detailed subsidiary ledger
or subsystem. The control balance must equal the
detail balance. This term refers to the
establishment of a new account along with its
attributes. A properly authorized
Create/Modification request should be forwarded
to FAS_PROCESSING for processing. Those
economic resources of the College which are
expendable for the purpose of performing the
primary missions of the institution and which are
not restricted by external sources or designated
by the governing board for other than operation
purposes. The Controllers Office function which
controls the collection and processing of data to
FAS through the use of various logs and
diagnostic reports. Data Control corrects data
in suspense and is responsible for distributing
the monthly accounting reports. Funds that have
been confined to a specific purpose by the
College. Commitment of dollars for items to be
purchased from the approved budget. The Budget
Balance Available (BBA) reflects only budget
dollars available for future use net of those
dollars already spent and committed. Fund where
a donor or other outside agency has stipulated,
as a condition of the gift instrument, that the
principal is to remain intact in perpetuity and
invested for the purpose of producing present and
future income which may be expended or added to
principal. A 2-digit number that characterizes a
specific type of accounting transaction. Financia
l Accounting System
30
Financial accounting system glossary (continued)
FASTLOOK FLAG FUND FUND ACCOUNTING GENE
RAL LEDGER HARDCODE INDIRECT
UPDATING JOURNAL ENTRY LEDGER MAPPED
On-line viewing function of summary and
transaction-level financial data. A 2-digit
number assigned to control activity against an
account (e.g., freeze, delete). An accounting
entity with a self-balancing set of account
controls for recording assets, liabilities, a
fund balance, and changes in the fund
balance. The procedure by which resources for
various purposes are classified for accounting
and reporting purposes in accordance with
activities or objectives as specified by donors,
in accordance with regulations, restrictions, or
limitations imposed by sources outside the
institution, or in accordance with directions
issued by the Board of Trustees. The system in
which the balance sheet accounts (assets,
liabilities, and fund balances) along with
summaries of revenues and expenses for the entire
College are maintained. Assets Liabilities
Fund Balance. All GL accounts have a unique
ledger number beginning with -0-. Refers to the
specific use of a subcode or account control
which must be used uniformly throughout the
College. A system control whereby one direct
transaction automatically causes several other
items such as claim on cash, fund balances, bank
balances, revenue, and expenditures
summaries. An accounting transaction that
records activity to FAS. An aggregation of like
accounts the leading digit of the account
number is the ledger indicator. Zero (-0-)
designates the General Ledger 1-9 designates
the Subsidiary Ledgers. A General Ledger account
that has one or several subsidiary ledger
accounts directly related to it (i.e., restricted
gifts 0-22XXX/4-22XXX.
31
Financial accounting system glossary (continued)
PLANT FUND PRO-RATE RESTRICTED
FUNDS STANDARD JOURNAL ENTRY SUBCODE SUBSI
DIARY LEDGER SUBSYSTEM SUSPENSE
The plant funds group consists of (1) funds to be
used for the acquisition of physical properties
for institutional purposes but unexpended at the
date of reporting (2) funds set aside for the
renewal and replacement of College properties
(3) funds set aside for debt service charges and
for the retirement of indebtedness on
institutional properties and (4) funds expended
for, and thus invested in, College properties. A
type of month-end automatic journal entry whereby
the system analyzes the dollars contained in a
pre-defined base account and then initiates a
journal entry with a pre-defined percentage of
the dollars analyzed, or a fixed dollar
amount. Funds which have been designated for a
specific purpose, by the donor of the fund (a
body outside the College). An accounting
transaction that is established and maintained as
a data file, which is submitted on a monthly
basis to Data Control for automatic processing to
FAS. A 4 digit suffix used with Subsidiary
Ledger accounts to designate revenue and/or
expense line items within an account. Except for
those subcodes which are hardcoded, the subcodes
provide a flexibility within a general category
where departments may account for various revenue
or expenses. Also known as S/L, this is a
secondary ledger that contains revenue and
expense accounts used in support of the General
Ledger. Financial accounting systems that are
linked to FAS such as Payroll, Accounts Payable,
Endowment, Work-in-Progress, Student Accounts,
etc. Special accounts which are a temporary
holding place for accounting transactions which
have been entered into FAS, but have an invalid
account number, or an assigned delete or freeze
flag. Data Control contacts departments to
determine what corrective action is necessary -
all suspense transactions must be cleared.