1. Determining the Complete General Ledger (G/L) Account Number
Format: # # - # # # # # - # # # # #
(Fund – Department – Object Code)
Step 1: Determine the Department number that is responsible for the transaction
It is the responsibility of the Department’s Budget Officer to ensure that adequate budget is available for each transaction
Step 2: Determine the appropriate Fund number
Please refer to the Department List with Fund and Signing Authority on the Business Office website to confirm if the Department is considered to be Fund 10 or Fund 11
Fund 10 – includes departments that receive budget from the University. These departments are closed out at the end of the fiscal year (May 31st) and no balances are carried over to the next fiscal year.
Fund 11 – includes departments that are not budgeted by the University. These departments’ descriptions begin with “NB,” meaning Non-Budgeted and are typically funded by grants, program revenue, and/or gifts. These departments’ balances are carried over from fiscal year to fiscal year.
Gifts for Fund 10 and Fund 11 Departments must be coded to Fund 15, Object Code and submitted to the University Advancement office for further processing
Fund 15 – includes gifts intended for Fund 10 and 11 departments. Fund 10 and 11 departments with gift funds are to spend out of Fund 10 or 11, NOT Fund 15, using the appropriate expense Object Code. The Business Office will release gift funds from Fund 15 to Fund 10 or 11 as spent. Please note that accounting guidelines requires gift funds to be used first, prior to any University budget or other kind of revenue.
There are other Funds used for specific purposes and do not apply to most departments
Fund 12 – for KCLU only
Fund 80 – for Facilities Operations & Planning Only
Step 3: Determine the Object Code that best describes the nature of the transaction
Please refer to the Object Code Dictionary on the Business Office website to determine which object code is best
Do NOT choose Object Codes based on where budget or revenue is