The object of this material is to provide an explanation of the account numbering system in the Financial Accounting System (FAS).
B. General Guidelines/Applicable Policies
The fifteen digit FAS account number is used to identify all financial transactions. The account number is arranged in an order that facilitates accounting and financial management for all funds of the University.
Account Number Structure
Each account number is grouped into four principal fields which may contain up to fifteen characters as follows:
X - X X X X X - X X X X - X X X X X
Ledger --------
Activity Identifier ----
Object Code (Subsidiary Ledger)
or ---
Account Control (General Ledger)
Project Number -------------------------------
All characters of the account number are numerical.
Account Number Fields
General Ledger
0-XXXXX Balance Sheet Accounts Shows cash
balance for trust funds.
Transactions using the General
Ledger Account Number are restricted
to the Business Office.
Subsidiary Ledger
1-XXXXX State Budget Code Accounts- Revenue
Only. Academic Affairs (16030) and
Overhead Receipts (26030) Budget
Codes.
2-XXXXX State Budget Code Accounts -
Expenditure Only. Academic Affairs
(16030) and Overhead Receipts
(26030) Budget Codes.
3-00001- State Budget Code Accounts- Revenue/
3-49999 Expenditure. Academic Affairs
(16030) Budget Code- Self Supporting
Activities.
3-50000- Auxiliary Enterprises, Sales and
3-99999 Service Trust Funds, Discretionary
Trust Funds.
4-XXXXX State Budget Code Accounts -
Revenue/Expenditure. N.C.
Agricultural Research Service
(16031) and N.C. Agricultural
Extension Service (16032) Budget
Codes.
5-XXXXX Contracts and Grants- Expenditure Only.
6-XXXXX Foundation Accounts- Expenditure Only.
7-XXXXX Gifts and Miscellaneous Trust-
Revenue/Expenditure.
8-XXXXX Capital Improvements
9-XXXXX Agency Trust Funds -
Revenue/Expenditure. Funds held by
the University which belong to
student, faculty, staff, and like
organizations.
a. Expenditure Object. These objects identify classes
of expenditures. An example of the expenditure object
code hierarchy of classification is as follows:
3000 Current Services (Class Object)
3100 Travel (Major Object)
3110 In-State Travel (Minor Object)
3111 In-State Transportation (NCSU Object)
The broadest classification of expenditures is by
class object. Budgets are assigned and controlled
at varying object levels, depending on state,
federal, and University requirements.
The expenditure object numerical range is from
1000-8999. The most detailed object code shown in
the Chart of Accounts (See Appendices) is used for
expenditure transactions.
b. Revenue Object. These objects are used to classify
revenue sources. An example of the revenue object
code hierarchy of classification is as follows:
0200 Gov't, Private, and Endowment (Major Source)
0260 Restricted Private Gifts, G & C (Minor Source)
0269 Other Restricted Private Gifts (Subsidiary
Source)
The revenue object numerical range is from 0100-09-
99. The most detailed object code shown in the
Chart of Accounts (See Appendices) is used for
revenue transactions.
c. General Ledger Account Control. General ledger account
controls are used to identify asset, liability, and fund
balance accounts. They are always used in conjunction
with a zero in the ledger field of the account number.
Transactions using these codes are normally initiated
only by the Accounting Office or Office of Contracts and
Grants. Some examples are:
1100 - Cash
3600 - Fund Balance
The general ledger account control numerical ranges are
as follows:
1000-1999 Assets
2000-2999 Liabilities
3000-3999 Fund Balances
4000-4999 Fund Additions
5000-5999 Fund Deductions
Several additional elements (attributes) which are not part of the account number are maintained in the computer files and are related to each account. These attributes are utilized for classifying revenues and expenditures in categories consistent with state, federal, and University requirements.
Budget codes identify NCSU budget lines. They are as follows:
16030 Academic Affairs
26030 Overhead Receipts
16031 N.C. Agricultural Research Service
16032 N.C. Agricultural Extension Service
Purpose code numbers, which have been designated by the State Budget Office, classify financial activity by function. See Appendices for a listing of these codes.
Organizational Unit Codes are six digit hierarchical codes that identify schools/divisions, departments, and units. Lists of these codes may be obtained by calling the Fund Accounting Office at extension 5-2149.