Understanding Accounting Codes
To explain the Clark University accounting system for departmental expenses and earnings to all employees of the University.
Clark University's accounting system operates electronically and generates a General Ledger and related subsidiary reports of monthly expenses and budget status. Each accounting entity is made up of four segments, or codes that define exactly to which department account funds are directed to, and from which account funds are being withdrawn. Following is a guide to the four types of accounting codes used in Banner.
The Fund code is a code of up to six characters indicating the type of fund to which the account belongs. The first two digits of the code indicate the fund source of the account.
- 10XXXX - Operating expenses. 10OPER, 10COPA, 10RENT, and 10HOUS all fall into this category.
- 15XXXX - Designated funds that are segregated from operational funds for reasons determined by management. Short term project, special events, and student organizations fall into this category.
- 20XXXX - Restricted spending accounts primarily funded by earnings from an endowment.
- 21XXXX - Funds restricted by donor for particular purposes.This category is also funded by earnings.
- 2AXXXX - 2ZXXXX, 23XXXX - 24XXXX - Federal, State, local, and private grants.
- 40XXXX - Student loan funds.
- 60XXXX - True endowments and funds functioning as endowments.
- 71XXXX - Annuity funds.
- 72XXXX - Unit trust funds.
- 80XXXX - Plant funds for the physical facilities of the University.
The Organization code (ORGN) primarily correlates to a departmental budget, and general indicates a department or a cost center or projects within a department. Some organizational codes are restricted to University revenues.
The Program code (PROG)
The Accounting code (ACCT) correlates to the exact expenditure of the account.
- 1XXX - Asset, referring to the balance sheet account.
- 2XXX - Liability, also referring to the balance sheet account.
- 3XXX - Control account to the General Ledger.
- 4XXX - Net asset and/or a fund balance.
- 5XXX - Revenues.
- 6XXX - Compensation, including payroll and fringe benefits.
- 7XXX - General expenditure account.
- Index numbers
Finally, apart from the four accounting codes, index numbers (INDEX) may also used in defining an accounting entity. The index number acts as a short cut for commonly used account strings. In some instances, entering only an index number in Banner will default in the appropriate FUND, ORGN, and ACCT codes relevant to that particular charge.
- Activity and Location
Federal Reporting on the Form 990 requires Clark University to track and report activity occuring outside the United States by both location and activity. This requires that purchases, reimbursements, and payments be coded with both an ACTIVITY and LOCATION code.
|FOREIGN ACTIVITY CODES|
|GMPI||Grant Making -program investment|
|GMC||Grant Making - contributions|
|PSR||Program Service-student recruitment|
|PSP||Program Service-professional devel|
|PSPD||Program Service-Program Development|
|EOA||Maintaining emloyee, offices,agents|
|Foreign Location CODES|
|CAC||Central America and the Caribbean|
|EAP||East Asia and the Pacific|
|EIG||Europe - including Iceland and Greenland|
|MENA||Middle East and North Africa|
|RIS||Russia and the Newly Independent States|
|Foreign Location Code|
|Antigua||CAC||Central America and the Caribbean|
|Barbuda||CAC||Central America and the Caribbean|
|Aruba||CAC||Central America and the Caribbean|
|Bahamas||CAC||Central America and the Caribbean|
|Barbados||CAC||Central America and the Caribbean|
|Belize||CAC||Central America and the Caribbean|
|Cayman Islands||CAC||Central America and the Caribbean|
|Cpsta Roca||CAC||Central America and the Caribbean|
|Cuba||CAC||Central America and the Caribbean|
|Dominica||CAC||Central America and the Caribbean|
|Dominican Republic||CAC||Central America and the Caribbean|
|El Salvador||CAC||Central America and the Caribbean|
|Gremada||CAC||Central America and the Caribbean|
|Guadeloupe||CAC||Central America and the Caribbean|
|Guatemala||CAC||Central America and the Caribbean|
|Haiti||CAC||Central America and the Caribbean|
|Houndoras||CAC||Central America and the Caribbean|
|Jamaica||CAC||Central America and the Caribbean|
|Martinique||CAC||Central America and the Caribbean|
|Nicaragua||CAC||Central America and the Caribbean|
|Panama||CAC||Central America and the Caribbean|
|St. Kitts& Nevis||CAC||Central America and the Caribbean|
|St. Lucia||CAC||Central America and the Caribbean|
|St. Vincent & the Grenadines||CAC||Central America and the Caribbean|
|Trinidad & Tabago||CAC||Central America and the Caribbean|
|Turks & Caicos Islands||CAC||Central America and the Caribbean|
|British Virgin Islands||CAC||Central America and the Caribbean|
|Australia||EAP||East Asia and the Pacific|
|Brunei||EAP||East Asia and the Pacific|
|Burma||EAP||East Asia and the Pacific|
|Cambodia||EAP||East Asia and the Pacific|
|China (including Hong Kong)||EAP||East Asia and the Pacific|
|East Timor||EAP||East Asia and the Pacific|
|Fiji||EAP||East Asia and the Pacific|
|Indonesia||EAP||East Asia and the Pacific|
|Japan||EAP||East Asia and the Pacific|
|Kiribati||EAP||East Asia and the Pacific|
|Korea||EAP||East Asia and the Pacific|
|Laos||EAP||East Asia and the Pacific|
|Malaysia||EAP||East Asia and the Pacific|
|Marshall Islands||EAP||East Asia and the Pacific|
|Micronesia||EAP||East Asia and the Pacific|
|Mongolia||EAP||East Asia and the Pacific|
|Nauru||EAP||East Asia and the Pacific|
|New Zealand||EAP||East Asia and the Pacific|
|North Korea||EAP||East Asia and the Pacific|
|Palau||EAP||East Asia and the Pacific|
|Papua New Guinea||EAP||East Asia and the Pacific|
|Philippines||EAP||East Asia and the Pacific|
|Samoa||EAP||East Asia and the Pacific|
|Singapore||EAP||East Asia and the Pacific|
|Solomon Islands||EAP||East Asia and the Pacific|
|South Korea||EAP||East Asia and the Pacific|
|Tawain||EAP||East Asia and the Pacific|
|Thailan||EAP||East Asia and the Pacific|
|Timor-Leste||EAP||East Asia and the Pacific|
|Tonga||EAP||East Asia and the Pacific|
|Tuvalu||EAP||East Asia and the Pacific|
|Vanuatu||EAP||East Asia and the Pacific|
|Vietnam||EAP||East Asia and the Pacific|
|Albania||EIG||Europe - including Iceland and Greenland|
|Andorra||EIG||Europe - including Iceland and Greenland|
|Austria||EIG||Europe - including Iceland and Greenland|
|Belgium||EIG||Europe - including Iceland and Greenland|
|Bosnia & Herzegovina||EIG||Europe - including Iceland and Greenland|
|Bulgaria||EIG||Europe - including Iceland and Greenland|
|Croatia||EIG||Europe - including Iceland and Greenland|
|Czech Republic||EIG||Europe - including Iceland and Greenland|
|Denmark||EIG||Europe - including Iceland and Greenland|
|Estonia||EIG||Europe - including Iceland and Greenland|
|Finland||EIG||Europe - including Iceland and Greenland|
|France||EIG||Europe - including Iceland and Greenland|
|Germany||EIG||Europe - including Iceland and Greenland|
|Greece||EIG||Europe - including Iceland and Greenland|
|Greenland||EIG||Europe - including Iceland and Greenland|
|Holy See||EIG||Europe - including Iceland and Greenland|
|Hungary||EIG||Europe - including Iceland and Greenland|
|Iceland||EIG||Europe - including Iceland and Greenland|
|Italy||EIG||Europe - including Iceland and Greenland|
|Ireland||EIG||Europe - including Iceland and Greenland|
|Kosovo||EIG||Europe - including Iceland and Greenland|
|Latvia||EIG||Europe - including Iceland and Greenland|
|Liechtenstein||EIG||Europe - including Iceland and Greenland|
|Lithuania||EIG||Europe - including Iceland and Greenland|
|Luxembourg||EIG||Europe - including Iceland and Greenland|
|Macedonia||EIG||Europe - including Iceland and Greenland|
|Monaco||EIG||Europe - including Iceland and Greenland|
|Montenegro||EIG||Europe - including Iceland and Greenland|
|the Netherlands||EIG||Europe - including Iceland and Greenland|
|Norway||EIG||Europe - including Iceland and Greenland|
|Poland||EIG||Europe - including Iceland and Greenland|
|Portugal||EIG||Europe - including Iceland and Greenland|
|Romania||EIG||Europe - including Iceland and Greenland|
|San Marino||EIG||Europe - including Iceland and Greenland|
|Serbia||EIG||Europe - including Iceland and Greenland|
|Slovakia||EIG||Europe - including Iceland and Greenland|
|Slovenia||EIG||Europe - including Iceland and Greenland|
|Spain||EIG||Europe - including Iceland and Greenland|
|Switzerland||EIG||Europe - including Iceland and Greenland|
|Turkey||EIG||Europe - including Iceland and Greenland|
|United Kingdom (England, Northern||EIG||Europe - including Iceland and Greenland|
|Ireland, Scotland and Wales)|
|Algeria||MENA||Middle East and North Africa|
|Bahrain||MENA||Middle East and North Africa|
|Djibouti||MENA||Middle East and North Africa|
|Egypt||MENA||Middle East and North Africa|
|Iran||MENA||Middle East and North Africa|
|Iraq||MENA||Middle East and North Africa|
|Israel||MENA||Middle East and North Africa|
|Jordan||MENA||Middle East and North Africa|
|Kuwait||MENA||Middle East and North Africa|
|Lebanon||MENA||Middle East and North Africa|
|Libya||MENA||Middle East and North Africa|
|Malta||MENA||Middle East and North Africa|
|Morocco||MENA||Middle East and North Africa|
|Oman||MENA||Middle East and North Africa|
|Qatar||MENA||Middle East and North Africa|
|Saudi Arabia||MENA||Middle East and North Africa|
|Syria||MENA||Middle East and North Africa|
|Tunisia||MENA||Middle East and North Africa|
|United Arab Emirates||MENA||Middle East and North Africa|
|West Bank and Gaza||MENA||Middle East and North Africa|
|Yemen||MENA||Middle East and North Africa|
|Armenia||RIS||Russia and the Newly Independent States|
|Azerbaijan||RIS||Russia and the Newly Independent States|
|Belarus||RIS||Russia and the Newly Independent States|
|Georgia||RIS||Russia and the Newly Independent States|
|Kazakhstan||RIS||Russia and the Newly Independent States|
|Kyrgyzstan||RIS||Russia and the Newly Independent States|
|Moldova||RIS||Russia and the Newly Independent States|
|Russia||RIS||Russia and the Newly Independent States|
|Tajikistan||RIS||Russia and the Newly Independent States|
|Turkmenistan||RIS||Russia and the Newly Independent States|
|Ukraine||RIS||Russia and the Newly Independent States|
|Uzbekistan||RIS||Russia and the Newly Independent States|
|French Guiana||SAM||South America|
|Sri Lanka||SA||South Asia|
|Burkina Faso||SSA||Sub-Saharan Africa|
|Cape Verde||SSA||Sub-Saharan Africa|
|Central African Republic||SSA||Sub-Saharan Africa|
|Democratic Republic of the Congo||SSA||Sub-Saharan Africa|
|Republic of the Congo||SSA||Sub-Saharan Africa|
|Cote D'Ivoire||SSA||Sub-Saharan Africa|
|Equatorial Guinea||SSA||Sub-Saharan Africa|
|Guinea Bissau||SSA||Sub-Saharan Africa|
|Sao Tome & Principe||SSA||Sub-Saharan Africa|
|Sierra Leone||SSA||Sub-Saharan Africa|
|South Africa||SSA||Sub-Saharan Africa|