ACCTs at Oregon State University

1. ACCTs at Oregon State University An ACCT is the “What” in a transaction

2. What is an ACCT? • An ACCounT code is the FOAPAL element used to track specific financial transactions by object type and purpose. • There are two Account code categories: • General Ledger (GL) accounts • Operating Ledger (OPAL) accounts • Account codes are a 5 character field. • Examples: A2000 = GL Assets: Investments 20202 = OPAL expense: Software

3. ACCT Validation Table - FTVACCT • The form that lists all Account codes in the OSU chart, referred to as ACCT codes. • Information provided: • Account Code • Account Title • Account Type and Internal Type • Data Entry code (Y = can post using Account) • Status (A = active) • Effective and Termination dates for posting to Account.

4. Account Code Numbers • The first digit distinguishes the general ledger (GL) account codes from the operating ledger (OPAL) account codes. • GL account codes begin with an “alpha” character • OPAL account codes begin with a number • For OPAL account codes the beginning two numbers indicates type of revenue or expense.

5. General Ledger Accounts • Indexes are not used with GL account codes. • The GL account codes include 5 major sections: • Assets • Liabilities • Control Accounts • Fund Balances • Fund Changes

6. GL Asset & Liability Accounts • These accounts are used most at fiscal year-end to record accruals: • Asset account codes begin with an “A” e.g. Axxxx • Used for receivables and prepaid expenses • Liability account codes begin with a “B” e.g. Bxxxx • Used for accounts payable and deferred income

7. GL Control & Fund Balance Accounts • These account codes are generated by the system. Never use either of these account codes when processing a banner document. • Control Account codes begin with a “C” e.g. Cxxxx • Fund Balance codes begin with a “D” e.g. Dxxxx • Assets – Liabilities = Fund Balance

8. GL Fund Change Accounts • These account codes are used by Proprietary Funds (Service Centers and Auxiliaries) for movement to/from reserves. • Fund Addition account codes begin with an “E” e.g. Exxxx • Fund Deduction account codes begin with an “F” e.g. Fxxxx

9. 0xxxx Revenues 1xxxx Labor 2xxxx Supplies/Services 39xxx Travel 399xx Subcontracts 4xxxx Capital Expense 5xxxx Student Aid 6xxxx Merchandise Resale 7xxxx Overhead Recovery 79xxx Internal Reimbursement 9xxxx Transfers Operating Ledger Accounts • Indexes must be used with OPAL account codes. • Many expense account codes are “tax reportable” using either 1099 or 1042S forms. It is important to pay for all services using these specific account codes. • The OPAL account codes include 11 sections:

10. OPAL Revenue Accounts • Revenue accounts begin with a “0” e.g. 0xxxx • The 6 Revenue account code groups are: • 01xxx Student Tuition & Fees • 02xxx Government Appropriations • 03xxx Gifts, Grants & Contracts • 06xxx Sales & Services • 08xxx Other Revenues • 09xxx Internal OSU (and OUS) Sales/Services • NOTE: 09xxx can only be used with Designated Operations, Service Center, and Auxiliary Enterprise funds

11. OPAL Labor Accounts • Labor accounts begin with a “1” e.g. 1xxxx • The 6 Labor (personnel) account code groups are: • 101xx-102xx Unclassified (academic) Salaries/Pay • 103xx-104xx Classified Salaries/Pay • 105xx Student Pay • 106xx Graduate Assistant Pay (GTA/GRA) • 107xx Miscellaneous Benefits • 109xx Other Payroll Benefits (OPE) & GTA/GRA Tuition fee remissions

12. OPAL Supplies & Services Accounts • Supplies & Services accounts begin with a “2” e.g. 2xxxx • The 8 Supplies & Services account code groups are: • 20xxx Supplies and Minor Equipment • 21xxx Agricultural Related • 22xxx Communication/Postage • 23xxx Utilities, Custodial, Maintenance/Repairs • 24xxx Rentals/Leases and Services • 25xxx Medical Services & Supplies • 286xx Conference, and Non-OUS Participant Support • 29xxx Expenses for Training OSU Employees

13. OPAL Travel Accounts • Travel accounts begin with a “39” e.g. 39xxx • Each group of travel accounts have codes for field trips & off-site athletic events that involve advisors, coaches, and students. • The 3 major Travel account groups are: • 394xx In-state Travel (to or from Oregon) • 395xx Out-of-state Travel • 396xx Foreign Travel

14. OPAL Subcontract Accounts • Subcontract accounts begin with “399” e.g. 399xx • The Subcontract account code series are divided by amount: • The first $25,000 payments of each sub-award • All payments >$25,000 of each sub-award • The account code to be used is assigned by Business Affairs and the Office of Post Award Administration (OPAA)

15. OPAL Capital Expense Accounts • Capital accounts begin with a “4” e.g. 4xxxx • The Capital account code series has 4 groups: • 401xx Equipment and Vehicles • 403xx Land and Land Improvements • 405xx Buildings and Building Improvements • 407xx Infrastructure Improvements (wells, sewer systems)

16. OPAL Student Aid Accounts • Student Aid accounts begin with a “5” e.g. 5xxxx • The Student Aid account code groups are: • 51xxx-53xxx Scholarships, Fellowships, & Grants • 55xxx Participant Support • Student supported by an external grant/contract award • Student is not required to work; is not employed by OSU

17. OPAL “For Resale” Accounts • Resale accounts begin with a “6” e.g. 6xxxx • Merchandise for resale account codes are only used by Auxiliary Enterprises and Service Centers.

18. OPAL Overhead Recovery Accounts • Recovery accounts begin with a “70” e.g. 70xxx • These account codes are not to be used when processing a Banner document. • Indirect cost recovery (overhead) account codes are generated by the system. • Any adjustments to the amounts on these accounts will be made by Business Affairs.

19. OPAL Internal Reimbursement Accounts • Internal reimbursement accounts begin with a “79” e.g. 79xxx • Internal reimbursement account codes are used when one department/unit has performed a service for another. They are treated as a reduction of an expense. • 79xxx can not be used with Designated Operations, Service Center, and Auxiliary Enterprise funds. These funds use the 09xxx account series (see slide 10).

20. OPAL Transfer Accounts • Transfer accounts begin with a “9” e.g. 9xxxx • Transfer account codes should not be used lightly, as there are many “rules” associated with them. • Contact Business Affairs for specific instructions if you think a transfer code is needed.

21. Account Code Title • Account code titles are posting descriptions that define revenue and expenses in the OSU financial system. • See OUS website for detailed descriptions of each account code: http://www1.ous.edu/owfp/plsql/fpm.index_list

22. Account Code Types • There are two levels of Account Code Types: • The Internal Type code • Is the highest level of roll up for Accounts, and includes Assets, Liabilities, General Expenses, etc. • Correlates to the Data Warehouse Account Type Level 1 • and the Type code • Which is the second highest level of roll up for Accounts, and includes Cash, Receivables, Inventories, etc. within Assets. • Correlates to the Data Warehouse Account Type Level 2

23. END Account Codes at Oregon State University