Chart of Accounts Structure and Maintenance

Terminology  Chart of Accounts (COA) is a created list of the accounts used by an organization to define each class of items for which money or the equivalent is spent or received. It is used to organize the finances of the entity and to segregate expenditures, revenue, assets and liabilities in order to give interested parties a better understanding of the financial health of the entity. (from Wikipedia, the free encyclopedia).  General Ledger is the backbone of any accounting system which holds financial and non-financial data for an organization and it contains all the accounts for recording transactions relating to a company’s assets, liabilities, owners’ equity, revenue, and expenses. (from Wikipedia, the free encyclopedia).

Business Office Lingo  General Ledger - In modern accounting software or ERP (Banner System is the name of the College’s software), the general ledger works as a central repository for accounting data transferred from all sub-ledgers or modules like account payable, accounts receivable, cash management, fixed assets, purchasing, and projects. (from Wikipedia, the free encyclopedia).  The Banner Finance ledger is divided in two categories; General Ledger and Operating Ledger.

Business Office Lingo  General Ledger – maintains information relevant to the organization’s balance sheet (asset, liabilities, fund balance)  Operating Ledger – contains transaction data for college revenues and expenses.  Subsidiary Ledger – maintains information and transactions relevant to the student, vendor, and staff/faculty.

Banner Chart of Accounts Structure Chart of Accounts "S" FOAPAL FundOrganizationAccountProgramActivityLocation (6 digits) (4 digits)(6 digits) General Ledger Required √ √ Not Used Used by Fixed Assets Operating Ledger Required √√√√ Used by Construction Projects Used by Fixed Assets

F O A P A L Fund Code Where funds are coming from (funding source). Banner Fund Structure:  1XXXXX – Unrestricted Funds  2XXXXX – Restricted Funds  21XXXX – Restricted Funds – Federal Grants & Scholarships  22XXXX – Restricted Funds – State Grants & Scholarships  23XXXX – Restricted Funds – Local Grants & Scholarships  24XXXX – Restricted Funds – Private Grants & Scholarships  25XXXX – Restricted Funds - Other Grants & Scholarships  26XXXX – Restricted Funds – Gifts & Donations  3XXXXX – Auxiliary Funds  4XXXXX – Loan Funds  5XXXXX – Endowment Funds  8XXXX – Agency Funds (Third party and clubs)  9XXXXX – Plant Funds  91XXXX – Plant – Unexpended Funds  92XXXX – Plant – Renewal & Replacement Funds  93XXXX – Plant – Retirement of Indebtedness Funds  94XXXX – Plant – Net Investment Funds

F O A P A L Fund Code Form BO-4900 – Request to Set up a New Fund is needed to Set Up any fund hierarchy listed below:  2XXXXX – Restricted Funds  21XXXX – Restricted Funds – Federal Grants & Scholarships  22XXXX – Restricted Funds – State Grants & Scholarships  23XXXX – Restricted Funds – Local Grants & Scholarships  24XXXX – Restricted Funds – Private Grants & Scholarships  25XXXX – Restricted Funds - Other Grants & Scholarships  26XXXX – Restricted Funds – Gifts & Donations  3XXXXX – Auxiliary Funds  8XXXX – Agency Funds (Third party and clubs)

F O A P A L Organization Code Who is responsible (department). Banner Organization Structure is based on STC’s Organizational Chart:  1XXXXX – Office of the President  2XXXXX – Instructional Services  3XXXXX – Student Services and Development  4XXXXX – Finance and Administrative Services  5XXXXX – Information Services and Planning  6XXXXX – Workforce and Resource Department

F O A P A L Organization Code Form BO-4910 – Request to Set Up a New Organization is needed to Set Up any organization hierarchy listed below:  1XXXXX – Office of the President  – Office of the President  – Public Relations and Marketing  – Foundation  – Grand Development, Accountability, & Management Services  141XXX-141XXX – Accountability and Management Services  142XXX-142XXX – Carl Perkins Grant Compliance  143XXX-143XXX – Grant Compliance  144XXX-144XXX – Grant Development  2XXXXX – Instructional Services  21XXXX-21XXXX – VP for Instructional Services  210XXX-210XXX – VP for Instructional Services  211XXX-211XXX – Distance Education  212XXX-212XXX – High School Programs and Services  213XXX – Curriculum Articulation ……and so on  22XXXX-22XXXX – Instructional Divisions  221XXX-2211XX – Division of Business & Technology  2212XX-2212XX – Math  2213XX-2213XX – Science  2214XX – Technology ……and so on  3XXXXX Thru 6XXXXX – the same methodology with its own category

F O A P A L Account Code Who are responsible (department/business office). Banner Account Structure is to capture data regarding the economic activity of the STC’s sources and uses :  – Assets  Liabilities  – Control Accounts  – Fund Balance  – Revenue  – Expenditures  – Transfers  – Fund Additions/Deductions

F O A P A L Account Code No form is necessary to set up an Account Code. Accounting Group Manager creates the account code to comply with accounting standards and regulations (GASB, GAAS, THECB, NACUBO, etc.)  – Assets  – Cash and Cash Equivalents  – Accounts Receivables  – Student Receivables  – Tax Receivables  – Federal Receivables ……and so on  – Liabilities  – Accounts Payable  – Accrued Liabilities  – Pension Liabilities  – Bond Payables…….and so on  – Control Accounts  – Fund Balance  – Revenue  – Expenditures  – Transfers  – Fund Additions/Deductions

 0100 – Unrestricted Revenue  – Research  – Student Services  – Physical Plant  9000 – Auxiliary Services  – Retirement of Indebtedness  9700 – Mandatory Transfers  9850 – Agency Accounts  – Instruction  – Public Service  – Institutional Support  – Scholarships  9210 – Renewals & Replacement  9600 – Non-Mandatory Transfer  9800 – Depreciation Expense F O A P A L Program Code

F O A P A L Activity Code and Location Code Activity Code is managed and maintained by the Facilities Planning & Construction Department and the Business Office. Location Code is managed and maintained by the Central Receiving and Fixed Assets Department.

Chart of Account Forms Forms to Set Up Fund Code and Organization Code  BO-4900 – Request to Set Up a New Fund  BO-4910 – Request to Set Up a New Organization Form to maintain/change the Financial Manager for a Fund Code and/or Organization Code  BO-4800 – Request to Change Financial Manager (Form must be submitted to change Financial Manager) A written request is necessary for any other maintenance to the chart of accounts.

South Texas College Requestto Set UpaFund Code Please check one. Restricted Fund: _____ Auxiliary Fund:_____ Loan Fund:_____ Agency Fund:_____ Unexpended Fund:_____ Renewal and Replacementt Fund:_____ Investment in Plant Fund:_____ Retirement of Indebteddness Fund:_____ Purpose: 1000 Instruction ______ 7000 Operation & Maint– Plant _____ 2000 Research ______ 8000 Scholarships ______ 3000 Public Service______ 9000 Auxiliary Enterprises ______ 4000 Academic Support_____ 9994 Non Mandatory Transfers______ 5000 Student Services______ 9995 Mandatory Transfers_______ 6000 Institutional Support______ Comments:______________________________________________________________________ ______________________________________________________________________________ Contact Person:______________________________ Telephone: _______________ _________________________________________ __________________________ Requested by(Print Name) Date _________________________________________ __________________________ Financial Manager (Signature) Date _________________________________________ __________________________ Vice President/ President*(Signature) Date *Required ifFinancial Manager reports directly to the President Business Office Use Only Responsible Person:_______________________________________________ Fund Type:_____ Predecessor Fund:_________ Organization Code:____________ ProgramCode _______ _________________________________________ _________________________________ Processed by Business Office Date Business Office Rev. 03/2010 BO-4900 Fund Name:____________________________________ *Fund Code:________________ Effective Date:____________ (Business Office Use Only) Fund Purpose:____________________________________________________________________________________________ Financial Manager:__________________________________________ Division/Department:___________________ Telephone:____________________ ______________________ Vice President:___________________________ Form BO-4900 Request to Set UP a Fund Code

Form BO-4910 Request to Set UP a New Organization

Form BO-4800 Request to Change Financial Manager

Contact Information Alma ChurchNereida Sanchez Accounting Group ManagerConstruction Accountant Myriam LopezKatarina Bugariu ComptrollerAssociate Comptroller