Chart of Accounts

Fund (5 digits)- categorizes the funding source (e.g.: unrestricted or grant funding)

Organization (4 digits)- identifies the specific operating department

Account (5 digits)- financial classification (e.g.:  70020 "Travel")

Program (3 digits)- financial reporting category

Activity (3 digits)-Subcategory of expense or revenue activity; used only with budget analyst approval and set-up.

In most cases, only the fund or organization number and the account number need to be identified for each transaction - a total of nine to ten numbers.  Defaults have been established in the General Ledger system to complete the account string.

B.  Fund

The five digit number characterizes the funding source:

10000              -     Unrestricted (operating) fund
20000-22499   -     Federal grants

22500-22999   -     State grants
23000-24999   -     Private and foundation gifts

25000-26999   -     Miscellaneous Department

27000-27999    -    Fundraising accounts

28000-28999   -    Endowment funds

29000- 29999  -     Student organizations and fundraising activities

C.  Organization

The organization number is a four-digit number that designates departments or cost centers within the college. Each department manager is responsible for proper statement of revenues and expenditures of the assigned organization number.

D.  Account

The account classifications for departmental financial activity are:

50000 -59999        Revenues
60000 -69999        Salary and benefit expenses
70000 -79999        Operating expenses

1.  Revenue  account numbers most commonly used are described below.   56500 Registration fees 50010 Tuition-Undergraduate 50020 Tuition Graduate 50505 Student Fees-Course/Lab 59100 Endowment Fund Transfer 50530 Health Service fee 57000 – 57300 Housing 57400 – 57600 Food Service  2.  Salary and benefit expense account numbers commonly reported in departmental financial activity are described below.  Entries to these accounts are generated by payroll processing activity.

60150  Salaries - Faculty All contract wages for part-time and full-time faculty and in-kind salary expense for contributed services of sisters of the St. Scholastica Monastery serving as faculty. 60160  Salaries - Staff All wages for part-time and full-time staff including overtime, holiday and vacation pay and in-kind salary expense for contributed services of sisters of the St. Scholastica Monastery serving as staff.

60180  Salaries – Adjunct/Overload Salary costs to provide instruction in academic programs not included in annual faculty contracts. 60185 Salaries – Stipends Compensation to staff and faculty for services rendered in addition to regular job duties.

60550  Salaries – Student Employment Salary costs for student participating in the student employment program through work study contracts supervised or supported by the College.

65100  Fringe Benefits Benefit costs incurred by the College including FICA tax; retirement contributions; medical, life, workers compensation and unemployment and disability insurance; employee assistance program and other costs of employment for all salary categories.  3.  Operating expense account numbers commonly reported in departmental financial activity are described below.  Entries to these accounts are generally created by purchasing and vendor payment activity.

70010  Supplies – Office Expenses for consumable and expendable supplies used for administration of office activities and programs.  Typical expenditures include: paper, pens and pencils, College letterhead, envelopes, printer cartridges, file folders, and other supplies used by faculty and staff.  70015 Program Supplies Expenses for consumable and expendable supplies used to support specific departmental programming.  Typical expenditures include: classroom supplies, athletic  team equipment and uniforms, fundraising.

70020  Travel Expense/Entertainment/Conference Fees Expenses for local and out-of-town transportation, lodging, meals/food and conference fees.

70040  Telephone Expenses for monthly telephone service, long distance and authorized cell phone contracts.  The campus telecommunications department assesses departmental charges to this account on a monthly basis.  Other charges are posted as vendor payments are recorded.

70050  Postage & Delivery Expenses for postage, shipping and express delivery services.  The campus mailroom assesses departmental charges to this account on a monthly basis.  Other charges are posted as vendor payments are recorded.

70060  Duplicating Costs incurred by departments for all copying services on campus, including Copy Center charges and copy machine usage fees.  Departmental charges are assessed by Facilities each month.

70070  CSS Internal Catering Expenses for meals or food provided by CSS Food Service only.  Monthly charges assessed by Food Service are recorded to this account.  Other food and meals are expensed to account 70020 above.

70080  Memberships, Dues and Subscriptions  Expenses for membership and dues in professional organizations that are deemed essential to the needs of the College.  All memberships require pre-approval  by the functional vice president. 70090 Education Materials Expenses for academic departments directly relating to supplies and materials used by students in a specific course or lab.  In coordination with these expenses, students should be charged a course/lab fee to cover  the cost of supplies and equipment usage. 70110  Employment Services/Stipends Expenses paid to companies for services rendered and to individuals acting as independent contractors.  Payments to employees through the College payroll are not charged to this account.  Examples include temporary employment agencies, stipends to non-employees and payments for a specialized services.  Please see Procedures Manual, Para. A. Business Office and Administrative Services, Subpara S. Contracting with Individuals, for a determination of valid independent contractors. 70120 Consultant Payment to a consultant for services under contractual agreement.  Costs includes payments to consulting firms or individuals who provide specialized services.  Please see Procedures Manual, Para. A. Business Office and Administrative Services, Subpara S. Contracting with Individuals, for additional information. 70130 Contract Services Payment to companies or individual who have a contract with the College.  Includes performers, speakers, referees.  Please see Procedures Manual, Para. A. Business Office and Administrative Services, Subpara S. Contracting with Individuals, for additional information. 70135 Professional Development Expenses directly related to professional development including travel, entertainment, lodging, meals and seminar or conference fees. 71100 Publication/Printing Off-campus printing charges and cost of purchasing publications for reference or research. 71110 Advertising Advertising expenses paid for media ads.

79200  Equipment -Non-capitalized Equipment purchases under $5,000 which are not consumable or expendable.  These items must be purchased through the Purchasing Department. 7XXXX Other Accounts Other accounts are available for use by departments for various tracking purposes.  Please use these accounts only if budgets have been established and you have been given approval by the Budget Analyst.

E.  Program

Program codes identify financial reporting categories.  Codes are created and maintained by the budget analyst for management reporting.

F.  Activity

Activity codes are maintained to subcategorize specific activities within an account. Activity codes are created by the budget analyst for departmental reporting.