Account Coding

The full account coding structure is a seventeen-digit number set composed of five subsets called FUND, LOCATION, FUNCTION, ACTIVITY, and OBJECT.
Example: 11-0-1-42XXXX-5303524

Fund

The fund code consists of two digits, which identify a fund, grant, or project. Examples of these funds are Current Funds, Loan Funds, Auxiliary Enterprises Funds, Endowment Funds, Plant Funds, and Restricted Gift Funds. Below are examples of these funds:

Location

The location code consists of one digit. It identifies which Seattle University location the entry pertains to. Although additional locations may be incorporated in the future, the university is currently using only one location:

Function

The function code consists of one digit. It identifies how the funds are used at the university.

Activity

The activity code consists of six digits. An activity rolls up as a part of a reporting unit. As a result, an activity could refer to reporting units such as: Office of the President, Mailing Services, Controller's Office, Bookstore, School of Education, Mechanical Engineering Department, Provost, Human Resources, Math Department, Philosophy Club, Minority Student Affairs, etc.

Below is a sample list of these organizations:

Journal Entry Example 1: Expense Classification Correction

Donor Relations accidentally attributed expenses related to lighting to the wrong object code.  They had selected 5300525 for Prof Services–Other.  Recognizing this error, they corrected the expense to be 5700420 for Equipment- Lease/Rental.  To do this, they completed a Journal Entry Request Form for $180.02. The reason provided was "Expense classification corrections". The following information illustrates some of the key information to capture:

Journal Entry Example 2: Activity Classification Correction

For the annual gala, a photographer was hired. This expense was accidentally attributed to the wrong reporting unit because of the activity code selected. The activity code selected was 266010 for Donor Relations. The activity code selected should have been 266020 for Gala. To correct this, they used a Journal Entry Request Form. The reason provided was, "Reclassify photographer for Costco Breakfast from Donor Relations to Gala." The following information illustrates some of the key information in this journal entry example:

Account Coding Example 1: Purchase Requisition

A purchase requisition is a document expressing the need to purchase items. Creating a requisition will be handled in ProcureSU. Once a shopper submits a requisition, a requisitioner must approve and attribute the correct GL code to the item. For the hypothetical example below, Human Resources has selected an approved vendor from the ProcureSU catalog to place an online advertisement for a new position. When submitted through ProcureSU, the requisition will automatically be routed through the appropriate approvals and will generate a PO once complete. In this instance, the requisitioner will be responsible for entering the correct GL code:

Account Coding Example 2: Reimbursement Form for Travel

A faculty member has been approved to travel to a relevant conference in San Francisco. For reimbursement after their trip, in ProcureSU, the user will select the Reimbursement form and fill in the necessary fields. The requisitioner will then enter the correct coding for the travel expenses. In this instance, the trip was funded by federal grants. The faculty member works in the Seattle location and the function selected for this trip was instruction because it was a research-related trip.  The faculty member is a part of the College of Education and is seeking reimbursement for Airfare.  The coding for this check request will be 21-0-1-46XXXX-5301005. The expense is charged to:

Account Coding Example 3: Reimbursement Form for Non-Travel Food

A staff member has worked with Career Services at Seattle University for 20 years. To celebrate this anniversary, their reporting unit goes out to lunch. For reimbursement, in ProcureSU, the user will select the Reimbursement Form. Once submitted, the requisitioner will be responsible for attributing the correct GL codes. In this example, the fund to use is Non-Law, General Activity. It is for the Seattle location and its function is Academic Support because they help students find jobs. The full GL code for this expense is:

Cash Receipt Example 3

The Lemieux Library and Law Library may occasionally receives monies (e.g., library fees) for certain types of services provided to the users. The library will provide the seventeen-digit code on the cash receipt form and bring them to the Controller's Office for deposit. In this instance, the coding should be 11-0-0-30XXXX-4302030. Note that because this is a revenue, the Function should always be "0."

Cash Receipt Example 4

The School of Education conducts a free workshop called Literacy for Adults. The participants voluntarily give $450.00 to help defray the printing expenses. The amount is not revenue but an offset against printing expenses. The coding for this is 11-0-0-46XXXX-5303503 and write a short description of defrayment for printing expenses. Note that because this is a revenue, the function should always be "0."