UMBC’s Chart of Accounts (COA) is designed to meet some of the following objectives:
Comply with external financial reporting requirements (State, GAAP, OMB,etc.)
Improve access to financial info in support of faculty and staff
Provide flexibility for future growthIntegrate with Human Resources and
Student Admin Systems
What is a ChartField?
In PeopleSoft, the Chart of Accounts is comprised of informational fields that provide the basic structure to segregate and categorize
transactional and budget data.
Each informational field is called a
Chartfield Name Design FormatBusiness Unit 5 AlphanumericTransaction Code 4 AlphanumericFund 4 NumericDepartment 5 NumericProgram Operational 3 AlphanumericProgram Financial 3 NumericProject/Grant 8 NumericSource of Funds 5 NumericAccount 7 NumericBudget Year 4 AlphanumericStatistics Code 3 AlphanumericCurrency Code 3 Alphabetic
Combining a series of “ChartFields”
What is a Chart String?
A “Chart String”is used to define, identify,
categorize, and sort a transaction
What is a Chart String?
Each transaction will require the following ChartFields:BusinessUnit
Fund Tcode Department Program
In addition, at least one of the following ChartFields may berequired on each transaction:ProgramOP
Project/Grant Source ofFunds
BUSINESS UNIT - the General Ledger Business Unit (GLBU) represents a set of financial records, business practices, and reporting requirements for an independent entity. Equivalent to State Agency Code “R41” or FAS campus code 05. UMBC will have one GLBU = UMBC1
TCODE- denotes the type of transaction. Examples of transaction types are receipts, disbursements, adjustments, payables and receivables.
To record an adjustmentto increase revenue andincrease cash.
To record an adjustmentto decrease revenue andreduce cash.
To record an adjustmentto decrease expendituresand increase cash.
To record an adjustmentto increase expendituresand reduce cash.
FUND - Segregates financial information for the purpose of carrying on specific activities and attaining certain objectives in accordance with GASB guidelines and State regulations
List of Active Funds
Fund Group Class Category Designation
1111 Current Unrestricted Un-Allocated State Supported E&G
1112 Current Unrestricted Un-Allocated Self Support - Auxiliary
1113 Current Unrestricted Un-Allocated Self Supported - E&G
1253 Current Restricted Sponsored Self-Supported E&G
1263 Current Restricted Financial Aid Self Supported - E&G
2120 Loan Unrestricted Unexpended
2240 Loan Restricted Loans Student
3180 Endowment Unrestricted Endowment
4120 Plant Unrestricted Unexpended
4130 Plant Unrestricted Renewal and Replacement
4170 Plant Unrestricted Retirement of Indebtedness
4220 Plant Restricted Unexpended
4230 Plant Restricted Renewal and Replacement
4270 Plant Restricted Retirement of Indebtedness
5220 Agency Restricted Unexpended
7120 Component Unit Unrestricted Unexpended
Note the most common funds are highlighted in bold.
DEPARTMENT - an organizational unit responsible for business transactions. The unit will have employees and usually has a budget.
Sample Department List10000 - Campus
10276 - UMBC President10280 - Office of the President10359 - Information Technology
10336 - Ofc of Information Technology10114 - Instructional Technol10118 - New Media10119 - OIT Infrastructure & Support10426 - Business Services - OIT10315 - Applications10427 - IT Administration
10137 - Delta10360 - Office of the General Counsel
10468 - General Counsel10467 - Government&CommunityRelations10281 - Human Relations10335 - Legal Affairs
10450 - Instructional Systems Design10100 - Summer/Winter Special Program
10436 - Summer Programs10437 - Winter Programs10438 - Special Programs
10148 - DPET Bus Services/Admin10439 - Program Developmnt Shady Grove10441 - English Language Center
10451 - ELC Non Credit10452 - Intensive English
10442 - DPET Marketing10443 - Non DPET10457 - Entrepreneurship
PROGRAM (FINANCIAL) - is an on-going, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. Financial Programs will be used to comply with external reporting classifications defined by State, GAAP, etc. and on expense transactions only
ACCOUNT - classifies business transactions by categories that include assets, liabilities, net asset (fund balance), revenue and expenditures
Seven numeric positions will be used (NNNNNNN)
The number is composed of three parts.
First digit = Accounting Class (1=Assets, 2= Liabilities, 3= NetAssets, 4= Revenue, 6~8=Expenses).
Second through the fifth digits = State Object Code ( RSTARSfinancial accounting system account)
Sixth & Seventh digits = UMBC defined for additional detail beyondRSTARS.
Sample Personnel Accounts
Object ACCOUNT Object Desc Title
01 Personnel6010101 Personnel Regular Faculty
6010102 Personnel Regular Exempt
6010103 Personnel Regular Non Exempt
6010104 Personnel Graduate Assistants/Fellows
6010111 Personnel Contractual Faculty
6010112 Personnel Contractual Exempt
6010113 Personnel Contractual Non exempt
6010400 Personnel Overtime Earnings
6010500 Personnel Shift Differential
6012000 Personnel Student (Other)
6012005 Personnel FWS Student
PROJECT/GRANT - an event or activity that has a specific beginning and end date. This ChartField provides the link for financial transactions to the project/grants management software modules.
PROGRAM (OPERATIONAL)- is an on-going, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. Operational Programs will be developed and designed for campus purposes. FOR FUTURE USE.
SOURCE OF FUNDS - denotes funds or revenues collected by an entity and allows for budget limitations and reporting by source as required by policies and/or regulations. UMBC is required to report by State, Federal and Special Sources.
BUDGET YEAR - the Budget Year corresponds to UMBC’s fiscal calendar and denotes a fiscal year. Format is FYNN. Example: Fiscal Year 2004 = FY04. Budget Year will always default to current fiscal year.
STATISTICS CODE - is used for attaching non-monetary units of measure to transactions for financial analysis and reporting. FOR FUTURE USE.
CURRENCY CODE - denotes the type of currency used in a financial transaction. Since UMBC only uses U.S. Dollars, the Currency Code will default to: Currency Code = USD.