Arkansas State University converted from the FRS (Financial Records System) for accounting to BANNER on January 1, 2006. Under the new accounting system, accounts are developed to be consistent with your departmental organizational structure.
The chart of accounts is divided into six sets of accounts referred to as the pneumonic ‘FOAPAL ‘ and is as follows:
1) Fund
2) Organization
3) Account
4) Program
5) Activity
6) Location
The primary chart of accounts is the fund, organization, account and program codes. These account elements are used for classification, budgeting, recording and reporting. The remaining two accounts, activity and location, are used to provide specific performance-related detail for transactions.
Overview of Chart of Accounts
The Fund is a six character numeric code that identifies a self-balancing set of accounts and identifies ownership. Fund codes are established in a hierarchy of up to five levels which roll up to the previous level within that hierarchy.
For example:
291000 Federal Financial Aid
291100 Federal Work Study
291101 Federal Work Study Main
291102 Job Location Development Program
291103 America Reads Program
291104 Dept of Education Control Acct
Federal Work Study Main, Job Location Development Program, America Reads Program and Dept of Education Control Acct all roll up into 291100 Federal Work Study and all of those accounts roll up into 291000 Federal Financial Aid. This configuration aids in reporting purposes under the BANNER accounting system.
All grant funds, plant funds, and agency funds have their own unique fund account number under this system.
The Fund numbering sequence is as follows:
100000 thru 199999 are Current Unrestricted Funds
200000 thru 299999 are Current Restricted Funds
300000 thru 399999 are Auxiliary Enterprises
400000 thru 499999 are Loan Funds
500000 thru 599999 are Endowment Funds
600000 thru 699999 are (Reserved for Future Use)
700000 thru 799999 are Plant Funds
800000 thru 899999 are (Reserved for Future Use)
900000 thru 999999 are Agency Funds
Organization is a six character numeric code that identifies a budgetary department and to the specific department or organization responsible for the monies. Fund codes are established in a hierarchy of up to eight levels which roll up to the previous level within that hierarchy. For example:
413000 Assistant VC for Student Affairs
413200 Residence Life
413220 Residence Halls
413221 University Hall
413222 Arkansas Hall
413223 Kays Hall
413224 Twin Towers
Twin Towers, Kays Hall, Arkansas Hall, and University Hall roll up into 413220 Residence Halls which rolls up into 413200 Residence Life which rolls up into 413000 Assistant VC for Student Affairs.
The Organization numbering sequence is as follows:
100000 thru 199999 reports to the President
200000 thru 299999 reports to the VC- Research and academic Affairs
300000 thru 399999 reports to the VP-Finance and Administration
400000 thru 499999 reports to the VC-Student Affairs
500000 thru 599999 reports to the VC-University Advancement
600000 thru 999999 are reserved for future use
Account is a six character numeric code that identifies assets, liabilities, control accounts, fund balances, income, expenditures and transfers. Account codes are established in a hierarchy of up to four levels. Examples are:
511000 Tuition
511100 Undergraduate
511110 Summer II-Undergraduate
511111 Resident-Undergraduate Summer II
511112 Nonresident-Undergraduate Summer II
Resident-Undergraduate Summer II and Nonresident-Undergraduate Summer II roll up into 511110 Summer II-Undergraduate which rolls up into 511100 Undergraduate which rolls up into 511000 Tuition. The account number is very similar to the four digit object code in the old FRS system.
The Account numbering scheme is as follows:
100000 thru 199999 are Assets
200000 thru 299999 are Liabilities
300000 thru 399999 are Fund Balances
400000 thru 499999 are Control Accounts
500000 thru 599999 are Revenue Accounts
600000 thru 699999 are Personal Services
700000 thru 799999 are Expenses
800000 thru 899999 are Transfers
900000 thru 999999 are Fund Additions and Deductions
Program codes are four digit numeric codes that identify a function which aids in classifying transactions across organizations and accounts. Arkansas State University utilizes a program coding similar to the programs defined by the National Association of College and University Business Offices (NACUBO). Program codes may be established in a hierarchy of up to five levels. Examples of some program codes are Academic Support, Research, Public Service and Institutional Support. An individual example of how this rollup works is as follows:
3000 Auxiliary Operations
3040 Other Sports
3041 Mens Track
3042 Mens Baseball
3043 Mens Golf
Mens Golf, Mens Baseball, and Mens Track roll up into 3040 Other Sports which rolls up into 3000 Auxiliary Operations.
The Program Code numbering scheme is as follows:
0000 thru 0009 are Revenues
1000 thru 1099 are Education and General
1100 thru 1199 are Instruction
1200 thru 1299 are Research
1300 thru 1399 are Public Service
1400 thru 1499 are Academic Support
1500 thru 1599 are Student Services
1600 thru 1699 are Institutional Support
1700 thru 1799 are Operation and Maintenance of Plant
1800 thru 1899 are Scholarships and Fellowships
1900 thru 1999 are Other Educational and General
2000 thru 2999 are Self Insurance
3000 thru 3999 are Auxiliary Operations
4000 thru 4999 are Other Program Expenses
5000 thru 5999 are Agency Accounts
6000 thru 6999 are Endowment Funds
7000 thru 9999 are Reserved for Future Use
Activity is an optional six digit alpha-numeric code that is non-hierarchical and is used to further define an object of expenditure. Examples of these codes are:
DRED05 Driver Education CY 2005
DRED06 Driver Education CY 2006
Location is an optional six character alpha-numeric code that identifies physical locations. This code is primarily used in the purchase and tracking of fixed assets. Location codes are created in a hierarchy of up to five levels.
General Ledger
The general ledger carries all activity of the assets, liabilities, and fund balances of the institution. Most university personnel will have limited need for access to the general ledger accounts. The transaction detail for the general ledger is contained in the operating ledger.
Required account elements for the general ledger are the Fund and Account codes.
Examples of some general ledger account numbers would be:
Fund Account Name
110000 110500 Educational and General-Claim on Cash
910007 110500 Student Government Association-Claim on Cash
262002 110500 Hemingway-Pfeiffer Restoration-Claim on Cash
740012 180100 New Residence Hall-Construction in Process
210025 231100 Housing-Faculty Housing Deposits
Operating Ledger
The operating ledger contains all the transactional detail for departmental operating accounts after January 1, 2006. Prior to this date, the detail is carried within the FRS System and may still be accessed through inquiry. Examples of this detail are revenues, expenditures and transfers. Data that is maintained within this ledger are the budget, year to date activity, encumbrance activity and grant activity.
Required account elements for the operating ledger are the Fund, Organization, Account and Program FOAP codes. The activity and location codes are optional. Examples of subsidiary ledger account numbers are:
Fund Organization Account Program
E&G Controllers Office Nonclass-Admin Fiscal Oper
110000 311011 611100 1620
E&G History Dept Postage Instruction
110000 257401 710101 1110
Advancement Dir. Planned Giving Office Supplies Otr. Inst. Sup
138001 550001 711302 1630
Carl Perkins Grant ASUTC-Adult Ed Tuition & Fees Acad. Sup.
220115 212222 711103 1450
