Chart of Accounts

Chart of Accounts

A. The College of St. Scholastica's general ledger account structure is mapped below:
Fund Org. (Dept.) Account Program Activity Code
XXXXX XXXX XXXXX XX XXX

 

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 and athletic team equipment.

70020 Travel Expense/Entertainment

Expenses for local and out-of-town transportation, lodging, meals/food.

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 Service Contracts

Payment to companies or individual who have a contract with the College.  Please see Procedures Manual, Para. A. Business Office and Administrative Services, Subpara S. Contracting with Individuals, for additional information.

70135 Professional Development

Refers to any training where skills and knowledge are attained for personal development and career advancement. Professional development encompasses all types of facilitated learning opportunities such as conference fees, webinar registration fees, materials related to the courses. Any transportation meal(s) and lodging expenses are not included and should be expensed to account 70020 travel and entertainment.

71100 Publication/Printing

Off-campus printing charges and cost of purchasing publications for reference or research.

71110 Advertising/Promotional Items

Refers to expenses associated with promoting an entity, brand, specific product or service in order to stimulate a desire to buy into the entity.  Expenses include ads (newspaper, yellow pages, radio, billboards, and company/product catalogs and online medias), promotion activities (sponsoring local events), promotional mailings, and promotional items, advertising production (idea, artwork, and audio).

71115 Trade exhibition expense

Refers to expenses incurred while participating in an exhibition organized for companies to showcase their latest products and services. Any transportation, meal(s) and lodging expenses are not included and should be expensed to account 70020 Travel and entertainment. Expenses include booth rental space, booth furniture and carpet, on floor
expenses (installation/dismantling, utilities, internet, telephone), freight and dryage exhibit display, graphics, booth accessories (signage, banners, graphics, literature racks, lighting, supplies, computer/av equipment, demo items), lead retrieval and exhibit conference fee.

71505 Software

Software is a generic term for organized collections of computer data and instructions in the form of operating systems, programs, applications and utilities that enable computers to work. Software is divided into two major categories: system software and application software. System software controls the basic functions of a computer and usually comes preinstalled with the machine. Application software handles a multitude of common or specialized tasks that the user wants to perform, such as accounting, communicating, data and word processing.

Software can be delivered and served from in-house hardware. Delivery can be via multiple methods, including but no limited to: physical media, such as a CD, DVD, flash drive or downloads via a link in an email or website. Software can also be served from a vendor via the internet through an application service provider.

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.