Policies & Procedures


 

 

Section: ACT
Part: POL
Statement No.: 1.2
Date: 07/01/08
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Account Code Structure 

 

1.             The FRS identifies an account by means of an account number. The account number in the FRS is a 10-digit number (x-xxxxx-xxxx). The first digit (X-xxxxx-xxxx) refers to the ledger to which an account belongs. The next five digits, together with the first digit, identify a unique account (x-XXXXX-xxxx). The final four digits identify a specific account control or object code (x-xxxxx-XXXX).

 

2.             The first digit in the account number refers to the ledger to which an account belongs. The following is a list of values and descriptive titles:

 

General Ledger                              Description

 

                   0                                    All General Ledger

 

Subsidiary Ledger                         Description

 

                   1                                    Current Unrestricted State Funds (revenues)

                   2                                    Current Unrestricted State Funds (expenditures)

                   3                                    Institutional Trust Funds - Overhead Receipts or Contract and  Grant Funds

                   5                                    Institutional Trust Funds

                   6                                    Endowment Income

                   7                                    Special Funds / Reserve Trust Funds

                   8                                    Capital Improvement Codes - GA

                   9                                    Capital Improvement Codes - Board of Governors

 

3.             The single digit University budget code represents the five-digit code assigned by the office of State Budget to identify various State funds. In the FRS this information is carried as an attribute to the FRS account number. The budget codes and the corresponding State budget codes are:

 

                   1                                    General Administration (16010)

                   2                                    Institutional Programs & Facilities (16011)

                   4                                    Related Educational Programs (16012)

                                                         Aid to Private Institutions (16015)

                   8                                    Capital Improvement

                                                                4YY12   UNC-GA CI account

                                                                4YY21   BOG CI account

                   7                                    State Educational Assistance Authority (66010, 66011)

                                                         University Cancer Research Fund (66012)

                   0                                    Trust Funds, Contract and Grant, Overhead Receipts and

                                                         Endowments (06010)

 

4.             The purpose code identifies the broad institutional purpose to which a transaction relates. Purpose codes are designated by the Office of State Budget and/or General Administration, and apply uniformly to State Funds, Trust Funds, and Contract and Grant Funds.  This information is carried as an attribute to the FRS account number (see Gemeral Budget Purpose Code Description--ACT App 1.0).

 

5.             The department segment of the account number identifies the activity of the departmental cost center in which a transaction should be identified.  The function number assigned to a department is used for State Funds, Trust Funds, and Contract and Grant Funds.  This information is carried as an attribute to the FRS account number.

 

6.             The account identifier is a five-digit number/value which, along with the first digit (ledger) indicates a unique account.

 

7.             Object codes are used to record expense/revenue in the Subsidiary Ledger and are referred to as subcodes. A listing of expenditure subcodes can be found in the UNC General Administration Chart of Accounts. Account controls are used to record activity in the General Ledger.

 

An account control is a four-digit number used to record activity in the general ledger. Account control ranges are defined as follows:

 

Assets                                                                    1XXX

Liabilities                                                               2XXX

Fund Balances                                                       3XXX

Fund Additions                                                     4XXX

Fund Deductions                                                   5XXX

Summary Controls for                                      

    Budgets, Revenues,                           

    Expenditures                                                      9XXX