Chart of Accounts (Account Number Structure)

The University System of Georgia uses a uniform coding scheme for the Chart of Accounts at all institutions as follows:

Category

# of Digits

Description

Fund

 

5 digits

Refers to Fund type (i.e. 10XXX is Education & General while 12XXX is Auxiliary Enterprises)

Program

5 digits

Required to record an expense in all Funds but also required to record revenue in the Auxiliary Fund.

Class

5 digits

Describes the source of funding and is used in both revenue and expenditure transactions.

Department

10 digits (VSU currently uses 7 digits)

This is unique to each area/office on campus.

Project

15 digits (VSU currently uses 3 or 4 digits)

Used to identify sponsored projects/grants on campus.

Account

6 digits

Identifies a transaction for financial reporting purposes as a Balance Sheet, Revenue or Expense item.

Budget Period

4 digits

Refers to the current fiscal year.

If department XYZ (1111111) purchased supplies, the expense would be recorded as follows:

714100-10000-1111111-11100-11000-15x

714100 = Supplies Account, 10000 = The General Fund, 1111111 = The Department No., 11100 = Program Code “General Academic Instruction”, 11000 = Class type “General Operations”, and because this is not a grant the last field would be left blank.

If department XYZ makes a deposit at the Bursary for fees, it would be recorded as follows:

10000-5x-11000-1111111-15x-470195

The order is slightly rearranged. The fund is 1st, the 5x represents the program which is not needed for a revenue (unless it relates to Auxiliary), then we have the class, department, project is blank and lastly the account# 470195 refers to miscellaneous revenue.

For frequently used Fund, Program, Class and Account numbers, please refer to the following document: Chart of Accounts