Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number is new – There are currently about 10,000 account combinations

Chart of Accounts The CARS account format: XX-XXXX-XXXX-XXXX Fund Cost Ctr Account Project Examples: XXXX Business Office Travel 11-XXXX Festival Playhouse Travel

Chart of Accounts The Datatel account format: XX-X-XXXXX-XXXXX Fund Function Unit Accounts Examples: Business Office Travel Festival Playhouse Travel

Datatel Account Components XX-X-XXXXX-XXXXX Fund – Function – Unit - Account Funds: Unrestricted, Temporarily restricted, and Permanently restricted Examples: Fund 10 is still Fund 10 Study Abroad Fund 12 is now Fund 10 Fund 11 is generally Fund 20 or 21

Datatel Account Components XX-X-XXXXX-XXXXX Fund – Function – Unit - Account Functions: Categories of expenses used for financial statement presentation purposes

Datatel Account Components XX-X-XXXXX-XXXXX Fund – Function – Unit - Account Units: Now 5 digits instead of 4 Includes: Cost centers Project numbers (used with “11” accounts) Agency accounts Other types of categories

Datatel Account Components XX-X-XXXXX-XXXXX Fund – Function – Unit - Account Accounts: Now 5 digits instead of 4 Includes: Assets & Liabilities Revenues Expenses Transfers and Fund Balances

Datatel Account Conversion Tool Tool to assist in looking up account numbers Will be posted on Business Office website If you cannot locate your number, please contact us, preferably by

Behind the Scenes in the Business Office All new chart of accounts – All account combinations must be created before being used – We will provide personal assistance with account lookup in the short term and refer people to the website

Behind the Scenes in the Business Office All new vendors – Vendor information was not brought over with the new system from CARS – We are working now to add the most significant, recurring vendors – Most check requests and invoices will require us to add the vendor in the system IRS regulations require that we must have Form W-9 on file before we can make a payment

What you can do to help Please try to use your full account numbers – Use the lookup tool on the website – Use a “cheat sheet” – Use check request forms with your account numbers already filled in