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Introduction

The chart Chart of accounts Accounts (COA) is a series and combination of codes that translates the University’s business activities into structured financial data. These data are then used for business analysis, financial decision making, and internal and & external reporting.

These financial data seek to meet the following objectives:

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The Chart of Accounts can be broken down into the following elements.

• Funds (6 digit): Funding Source

  • Budgeted Funds:  Funds that ends with a XXX002  xxx002, 30200x, or 121001 are budget fundfunds. The amount of funds that are allocated is renewed based on budget at the beginning of each fiscal year based on the budget.

  • Non-Budget (Designated) Funds: These funds are funded through various sources and are set aside for specific purposes. These funds are usually restricted and can only use be used for transactions that qualify.

• Orgs (4 digit): Cost centersCenters

• Accounts (5 digit): WhatNature of Transaction

  • Revenue (5xxxx)

  • Labor Expense (6xxxx)

  • Expenses (7xxxx)

  • ID Charge (801xx)

  • Transfers (806xx805xx, 808xx)

*Accounts 5-5xxxx and 7xxxx are used for transactions between the university and non-SPU partyUniversity and external parties (reimbursements & RFPs).

*If Accounts 8xxxx can only be use for transactions within SPU and should not be used with accounts 5-7xxxx unless it is a budget change request (BCR)is used, no accounts starting with 5-7xxxx should be impacted.

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• Activity Code (6 digit): What project is this forAdditional Information used to track types of transactions or events.

• Index Code: Pre-coded Fund, Organization, Account, Activity Code (FOAA) for maintenance charges (reserved for Facilities use)

• Detail Code: Pre-coded FOAA for Scholarship, Tuition, Fee and Room & Board Charges (reserved for OUS, SFS and Registrar use)

  • If you need to set up a new Scholarship or Fee Charges that needs to be charged to the students' account, please fill out the detail code form below.

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If the COA is showing “I” Inactive or “N” non-data entry please do not use them in your JV request or deposit transmittals. They are either roll-ups or closed.

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Requesting New Fund / Org / Account /Activity/Index/Detail (FOAAID) Code

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*If the fund creation request is related to grant money received, please contact Office of Sponsored Programs osp@spu.edu. Check page Grants and Designated Funds for more details.

FOAAI Request Forms:

Detail Code Request Form

FOAAID Request Forms can be found here:

General Accounting Forms