Business and Financial Services

CONTROLLER'S OFFICE

Understanding Accounting Codes

  1. Purpose
    To explain the Clark University accounting system for departmental expenses and earnings to all employees of the University.
  2. Overview
    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or codes that define exactly to which department account funds are directed to, and from which account funds are being withdrawn.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.
  3. Fund
    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.
  4. Organization
    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.
  5. Program
    The Program code (PROG)
  6. Account
    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.
  7. 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.
  8. 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
Code Activity
Grant Making
GMR Grant Making-research
GMS Grant Making-scholarship/fellowship
GMPR Grant Making-prize
GMPI Grant Making -program investment
GMC Grant Making - contributions
   
  Program Service
PSR Program Service-student recruitment
PSA Program Service-Athletics
PSI Program Service-instruction
PSP Program Service-professional devel
PSPD Program Service-Program Development
   
CS Conference/Seminars
   
F Fundraising
   
EOA Maintaining emloyee, offices,agents
   
I Investment

 

Foreign Location CODES
Code Location
CAC Central America and the Caribbean
EAP East Asia and the Pacific
EIG Europe - including Iceland and Greenland
MENA Middle East and North Africa
NAM North America
RIS Russia and the Newly Independent States
SAM South America
SAS South Asia 
SSA Sub-Saharan Africa
   

 

Foreign Location Code
Country  Code Location
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
Canada NAM North America
Mexico NAM North America
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
Argentina SAM South America
Bolivia SAM South America
Brazil SAM South America
Chile SAM South America
Colombia SAM South America
Ecuador SAM South America
French Guiana SAM South America
Guyana SAM South America
Paraguay SAM South America
Peru SAM South America
Suriname SAM South America
Uruguay SAM South America
Venezuela SAM South America
Afghanistan SA South Asia 
Bangladesh SA South Asia 
Bhutan SA South Asia 
India SA South Asia 
Maldives SA South Asia 
Nepal SA South Asia 
Pakistan SA South Asia 
Sri Lanka SA South Asia 
Angola SSA Sub-Saharan Africa
Benin SSA Sub-Saharan Africa
Botswana SSA Sub-Saharan Africa
Burkina Faso SSA Sub-Saharan Africa
Burundi SSA Sub-Saharan Africa
Cameroon SSA Sub-Saharan Africa
Cape Verde SSA Sub-Saharan Africa
Central African Republic SSA Sub-Saharan Africa
Chad SSA Sub-Saharan Africa
Comoros 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
Eritrea SSA Sub-Saharan Africa
Ethiopia SSA Sub-Saharan Africa
Gabon SSA Sub-Saharan Africa
Gambia SSA Sub-Saharan Africa
Ghana SSA Sub-Saharan Africa
Guinea SSA Sub-Saharan Africa
Guinea Bissau SSA Sub-Saharan Africa
Kenya SSA Sub-Saharan Africa
Lesotho SSA Sub-Saharan Africa
Liberia SSA Sub-Saharan Africa
Madagascar SSA Sub-Saharan Africa
Malawi SSA Sub-Saharan Africa
Mali SSA Sub-Saharan Africa
Mauritania SSA Sub-Saharan Africa
Mauritius SSA Sub-Saharan Africa
Mozambique SSA Sub-Saharan Africa
Namibia SSA Sub-Saharan Africa
Nigeria SSA Sub-Saharan Africa
Rwanda SSA Sub-Saharan Africa
Sao Tome & Principe SSA Sub-Saharan Africa
Senegal SSA Sub-Saharan Africa
Seychelles SSA Sub-Saharan Africa
Sierra Leone SSA Sub-Saharan Africa
Somalia SSA Sub-Saharan Africa
South Africa SSA Sub-Saharan Africa
Sudan  SSA Sub-Saharan Africa
Swaziland SSA Sub-Saharan Africa
Tanzania SSA Sub-Saharan Africa
Togo SSA Sub-Saharan Africa
Uganda SSA Sub-Saharan Africa
Zambia SSA Sub-Saharan Africa
Zimbabwe  SSA Sub-Saharan Africa