The chart of 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, internal and external reporting.
These financial data seek to meet the following objectives:
Prepare audited financial statements that follow Generally Accepted Accounting Principle (GAAP) which is fair and complete.
Comply with regulations and restrictions set by governmental authorities, grant agencies and donors.
Provide comparable data over time for better budget management, business decision making and external reporting.
Chart of Accounts Structure
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 are budget fund. The amount of funds that are allocated is renewed based on budget at the beginning of each year.
Non-Budget (Designated) Funds: These funds are funded through various sources and set aside for specific purposes. These funds are usually restricted and can only use for transactions that qualify.
Orgs (4 digit): Cost centers
Accounts (5 digit): What
Revenue (5xxxx)
Labor Expense (6xxxx)
ID Charge (801xx)
Transfers (806xx)
*Accounts 5-7xxxx are used for transactions between the university and non-SPU party.
*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)
Activity Code(6 digit): What project is this for
Index Code: Pre-coded 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.
Chart of Accounts Lookup
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.
Requesting New Fund / Org / Account /Activity/Index/Detail (FOAAID) Code
FOAAI
Step 1: Look through the COA and see if there are existing FOAA that can be used and tracked with an activity code instead creating a new FOA.
Step 2: If a new FOAA is needed, please email generalledger@spu.edu with the following item.
Fill out the forms below. Please list in detail the reason why a new FOAA is needed.
Attach all backup documentation (Email conversations, contracts…etc.)
*If the fund creation request is related to donations (i.e. Giving Day) please contact Advancement gifts@spu.edu first.
*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: