Account Number Structure | KCTCS

Administrative Procedures

Account Number Structure

Policy Number: 5.1.1-P

Current Effective Date: 06/01/2018

Original Effective Date: 04/01/2009

Revision Dates: 04/01/2009, 09/01/2009, 10/01/2017

Revision Number: 3

Revision Summary:

Responsible Official: Director of Procurement to Payment

References:

1. Purpose

To provide detail regarding the Chart of Accounts structure in PeopleSoft Financials.

2. Scope

This procedure applies to all KCTCS employees.

3. Delegation, Duties and Responsibilities

3.1

The Chart of Accounts structure used by KCTCS contains elements labeled chartfields that include the following:

  1. Business unit
  2. Account
  3. Fund
  4. Department
  5. Program
  6. Project/Grant
  7. Class

3.2

Business Unit

  1. 5 digits
  2. This field refers to the College or System Office department.

3.3

Account

  1. 5 digits
  2. This field is used to identify assets, liabilities, fund balance, revenues, and expenditures.

3.4

Fund

  1. 2 digits
  2. This field identifies the appropriate fund group for the account.

3.5

Department Identification (ID)

  1. 6 digits
  2. This field identifies the departments within each Business Unit (previously titled “organization”).

3.6

Program

  1. 5 digits
  2. This field is used for the classification of revenue and expenses by functional category for higher education financial statements.

3.7

Project/Grant

  1. 15 digits
  2. This field is used to identify separate grants, gifts, endowments, and capital projects.

3.8

Class

  1. 5 digits
  2. This field provides additional identification for Business Units and/or Department ID chartfields.
  3. If additional identification is not required, the default value of “00” is used.