Administrative Systems

ACCOUNT CODE BLOCK

  • ‘FOAPAL’
  • 6 Components – Fund, Organization, Account, Program, Activity, Location
  • 2 Look-up lists on Rice Web Apps
    • Specific to each person’s security – “List your Fund/Org” buttons
    • List of all for campus (Finance menu, Accounting/FOPAL codes, Downloads)

FUND CODE

  • Source of funding
  • Six characters, except for A1
  • Always starts with a letter
  • First letter indicates the type of funding
    • A1 University Current Unrestricted Funds FY*
    • A2xxxx Auxiliaries (Cash Operations) FY
    • Dxxxxx Internally Designated Funds FY, w/CF*
    • Gxxxxx Donor Restricted Gifts FY, w/CF
    • Hxxxxx Endowment FY, w/CF
      Last character alpha/numeric
    • Rxxxxx Sponsored Research ITD*
      Financial reporting year same as sponsoring agency’s
      Second digit indicates funding agency
      Parent Grants end in zero; sub grants end in 1-9, a-z
    • Bxxxxx, Mxxxxx, Pxxxxx Capital Proj/Major Maint ITD
      Multi-year projects spanning more than one fiscal year
      Mostly managed by Facilities Engineering & Planning, and Housing & Dining
      B’s began in FY99, M’s & P’s phased out in FY98, some still open.

* FY ð Fiscal Year
* CF ð Fund balance carry forward
* ITD ð Inception-to-date

ORGANIZATION (ORG) CODE

  • Department/budgetary unit responsible for managing funds
  • Six characters – always numeric
  • First number indicates division
    • 0 Resource Development
    • 1 President, Baker Institute, Architecture, Public Affairs, JGS, SCS, Athletics
    • 2 Provost, Enrollment, Shepherd School, Fondren Library, Information Technology
    • 3 Humanities
    • 4 Natural Sciences
    • 5 Student Affairs
    • 6 Finance & Administration (includes Housing & Dining, F E & P)
    • 7 Engineering
    • 8 Social Sciences
    • 9 Treasurer/Investments

    • Second and third numbers indicate department
      For example, in Social Sciences, (division 8)
      • 18 Dean’s Office
      • 19 Economics
      • 31 Anthropology
      • 46 Psychology
      • 69 Sociology
      • 74 Political Sciences

      • Last three numbers indicate subgroups/budgets within a department.
        For example in History
        • 000 Primary History Department Org
        • 040 Journal of Southern History
        • 570 History Department Research

ACCOUNT CODE

  • Type of revenue or expenditure
  • Five characters – always numeric
  • Account codes can be budgetary or data entry
  • First number generally indicates activity/account type
    • 1 Assets
    • 2 Liabilities
    • 3 Control Accounts
    • 4 Fund Balances
    • 5 Revenues
    • 60 Salaries & Wages
    • 62 Fringe Benefits
    • 70 Supplies and Expenses (S&E) 70100-73999
    • 74 Facilities & Administrative Costs
    • 75 Equipment >$5,000 ($2,500 for older Rxxxxx funds)
    • 76 Construction work in progress
    • 78 Cost of Goods Sold
    • 79 Non operating income or expense
    • 8 Transfers
    • 9 Fund Balance Adjustments/Transfers

PUT THEM ALL TOGETHER

  • Accounting Shorthand
  • A1 818000 72190 is “Banner Shorthand” for:
    Current Unrestricted Funds (A1)
    in the Dean of Social Sciences office (818000)
    to purchase office supplies (72190)

PROGRAM CODE

  • Automatically assigned by Banner based on Fund/Org
  • Used by Controller’s Office for financial reporting and time and effort reporting

ACTIVITY CODE

  • Department defined values to aid intra-departmental project management and expense activity tracking
  • For more information and activity code definition, contact Crystal Davis x2478 in the Controller’s Office.

LOCATION CODE

  • Used to indicate Cost Share match for grants
  • Generally used only with payroll in research depts, but can include S&E and Equipment, depending on grant
  • Assigned in the Controller’s Office