The object of this material is to provide an explanation of the account numbering system of East Carolina University. The statement is arranged to facilitate reference and account number identification as well as to provide a broad explanation of the format and content of the University's Chart of Accounts.
The account coding system:
The account numbering system provides a consistent method of identification of the accounts in which a transaction is to be recorded. Unique identification of accounts within the University is used in the system. Standard meaning is assigned to each number within a segment.
The Account Numbers appear on the Budget and Expenditure Reports and other reports and are used on personnel and payroll forms, requisitions, budgets, transfers of funds, and other documents of a financial or budgetary nature affecting the University accounts. The Account Numbers provide a means of interpreting and classifying data into an abbreviated and condensed format.
To maintain standard coding of information and avoid unnecessary duplication of numbers and effort, all deletions and additions to the Chart of Accounts must be approved by the Comptroller's Office.
Information and assistance in the coding of accounting transactions can be obtained by contacting the accounting office which maintains records for the particular type of funds involved (State, Trust or Contract).
Each Account Number for funds contains the Budget Code, the Purpose Code, Department Code, and Expenditure Object Code.
Budget Expenditure Code Purpose Department Object ___________ ___________ ___________ ___________ Example: 16065 101 12 2600
Budget Code (XXXXX): This five digit code is assigned by the Office of State Budget to identify various State appropriated and state reported funds. The Budget Codes assigned to East Carolina are:
The Purpose Code identifies the broad institutional purpose to which a transaction relates. Purpose Codes are designated by the Office of State Budget and/or the UNC General Administration. A detailed listing and general definition of Purpose Code members is presented in the Appendix.
The expenditure object code is used to classify expenditures and appears at the end of the account number as follows:
Expenditure Budget Ledger Code Code Acct. No. Object ___________ ___________ ___________ ___________ 16065 2 17090 2600
The expenditure object code hierarchy of classification is as follows:
XOOO Class Object XXOO Major Object (E.C.U.) XXXO Minor Object (E.C.U.) XXXX Subsidiary Object
The higher level objects are standardized and controlled by the UNC General Administration. East Carolina University Objects are coded at either the major, minor, or subsidiary object level.
The expenditure objects extend from the 1000 class object to the 8000 class object. For detailed listings, refer to the Appendix.
Unlike the expenditure object code, the revenue object is a fixed portion of the account number and is not subject to change on a transaction-by-transaction basis. Revenue objects are assigned by the University's Comptroller's Office, and are not selected for use by University personnel.
The revenue object code is used to classify revenue sources. It appears in the last field of the account number.
Budget Ledger Account Code Code No. Object ___________ ___________ ___________ ___________ 16065 2 17090 0490
The University Comptroller's Office assigns the appropriate revenue object and sub-account.
The revenue object code numerical range is from 0001-0999.