Accounting Resources

 

Month End Close and Accounting Period Schedule

Gettysburg College's fiscal year runs June 1- May 31st.  The fiscal year is determined by which calendar year May 31 falls.  A fiscal year is further divided into accounting periods.  Accounting periods are numbered starting with the first month of the fiscal year.

The Accounting office facilities processing of financial transactions from various campus administrative and service providers.  CNAV reports are updated daily with previous day's information.  Financial reports for a month end period will not be final (i.e. numbers will no longer change) until the Accounting Office has processed transactions from internal service providers for the respective accounting period (i.e. month has closed).  Accounting periods are typically closed by the 10th business day of the next calendar month with new CNAV reports available on the 11th business day.  Occasionally and for various reasons, processing delays are encountered.  The Accounting Office will attempt to update the campus community of these delays via the digest and the Accounting office webpage.

Transaction Date

Accounting Period

Final Month End CNAV
Reports Available

June 1-30, 20xx

1

(A)

July 1-31, 20xx

2

(A)

August 1-31, 20xx

3

11th day of September

September 1-30, 20xx

4

11th day of October

October 1-31, 20xx

5

11th day of November

November 1-30, 20xx

6

11th day of December

December 1-31, 20xx

7

11th day of January

January 1-31, 20xx

8

11th day of February

February 1-28, 20xx

9

11th day of March

March 1-31, 20xx

10

11th day of April

April 1-30, 20xx

11

11th day of May

May 1-31, 20xx

12

11th day of June (B)

Month end close processing includes posting of such items as transportation, paymentnet/pcard, telephone, dining services, postage, printing, utilities, and college store activity.

Please Note: Grant periods are unique to each grant and begin on the respective grant's award start and end date and may cross several fiscal years.
          (A) Available after fiscal year end close is final and next fiscal year budget load is completed, generally mid August.
          (B) Final versions are available after fiscal year end close is final, generally mid August.

Chart of Accounts Structure

Gettysburg College's Chart of Accounts consists of many different funds, departments, programs, and projects that allow the College to track various financial activities within its general ledger.


ACCOUNT NUMBER- Consists of 6 parts (In the following order)
Part 1             Part 2             Part 3                Part 4             Part 5             Part 6

ACCOUNT -    FUND -       DEPARTMENT -   PROGRAM -  CLASS CODE - PROJECT ID

(5 digits)      (5 digits)       (5 digits)         (2 digits)       (2 digits)       (7 digits)

EXAMPLE   65000-11100-61500-51-00-000000


Part 1 - ACCOUNT:
represents what types of expenditure you have incurred or type of revenue generated, i.e. travel, lodging, security fines, participation fees, etc.

Account Code #s

Account Code Category

Account Code Descriptions

10000- 19999

Assets

Items College owns

20000- 29999

Liabilities

Obligations of College

30000- 39999

Fund Balance

Net Assets of College

40000- 49999

Revenues

Services provided by College

50000-59999 

Payroll Expenses

Expenses related to Payroll of the College

60000-89999

Operating Expenses

Expenses related to the business of the College

 


Part 2 -  FUND:
represents the funding source for where the money resides, i.e. Operating vs. Plant fund

Fund Code #s

 

Fund Code Descriptions

11100-19999

 

Current Unrestricted Funds

20000-29999

 

Current Restricted funds

30000-39999

 

Loan Funds

40000-49999

 

Endowment Funds

50000-59999

 

Deferred Funds

70000-79999

 

Plant Funds

91000-99999

 

Agency Funds

 


Part 3 -  DEPARTMENT:
represents a true operational entity, or an activity conducted by that entity i.e. Financial Services department or Midnight Madness Program

Department #'s

 

Department Description

00000

 

Institutional Bypass (general)

10000- 19999; 64000- 64599

President/Human Resource Divisions

20000- 25999; 27000- 29999

Provost Divisions

26000- 26999

 

Information Technology Division

30000- 39999

 

Enrollment/Educational Services Division

40000-49999

 

College Life Division

50000-59999

 

Development & Alumni Relation Division

60000-69999

 

Finance and Administration Division

 


Part 4 - Program:
represents an area in which a Department resides in a higher educational institution, i.e. instructional, Academic support, or student services

Program #'s

 

Program Description

00

 

Institutional Bypass (generally reserved for revenue accts)

01

 

Instruction

11

 

Research

21

 

Public Service

31

 

Academic Support

41

 

Student Services

51

 

Institutional Support

61

 

Operations and Maintenance

71

 

Auxiliary Enterprise

 

 

 

Part 5 CLASS CODES:

 

 

 

Part 6 - PROJECT/GRANT ID: represents a special grant received or a project that is being tracked separately, such as a construction project.  The term of project or grant is usually for a limited period of time, such as one to three years.

Project #'s

 

Project ID Description

1400000- 1999999

 

Professional Development Grants

2200000- 3499999

 

Sponsored Research/Foundations Grants

3500000- 3799999

 

Academic Equipment Projects

3800000- 3899999

 

Capital Projects

3900000- 3999999

 

IT Projects

5750121- 5750206

 

Athletics Projects

4000000- 5750120; 5750207- 6590000

 

Facilities Plant Projects

Summary List of General Ledger (G/L) Accounts and Descriptions

Account

Description

Description

Long Description

12200

A/R--Other

Asset

Monies deposited in current year, but represent revenue earned (services provided) in prior year.

13120

Prepaid Expenses--Other

Asset

Expenses paid in current year, but increase, recurred, or used in following years (i.e. multiple year contracts)

21491

Accrued Expenses--Other

Liability

Expenses incurred, items received or used in current year but not to be paid for until next year.

21530

Deferred Income

Liability

Monies received in advance of when service provided.

41158

Fees--Workshops

Revenue

Conferences, Workshops, and Clinics

41705

Ticket Sales

Revenue

Music performance and events

41708

Subscription Sales

Revenue

Magazines & Periodicals Sales

41709

Advertising/Program Sales

Revenue

Newspaper and Department Ads sales

41720

Miscellaneous Sales

Revenue

CD sales, T-shirts, Book Sales

41890

Miscellaneous Income

Revenue

Music performances, DJ services, and Campus Recreation Forfeit Fee

41895

NCAA Post Season Rev

Revenue

Revenue is related to NCAA Playoffs such as reimbursement, ticket sales, program sales, merchandise, and per diem activity.

41901

Lib Fines/Lost Goods Charges

Revenue

Library and Athletic Departments

41910

Participation Fees

Revenue

Grab, Service Learning, and Campus Recreation Intramural Registration Fees

53003

Staff Wages - Casual

Expense

53005

Staff Overtime

Expense

53020

Faculty-Honoraria Wages

Expense

Faculty honoraria wages

54001

Student Wages- Non Work-study

Expense

60100

Post Office Charges

Expense

Postage

60120

Air&Ground

Expense

UPS/FedEx charges

60200

Telephone

Expense

60203

Wireless Service

Expense

Cellular phone expenses, including reimbursements

60250

Cable TV

Expense

60260

Internet-Database

Expense

60300

Advertising

Expense

60400

Photocopying

Expense

60420

Printing & Duplicating - Off Campus

Expense

61500

Trvl/Lodg/Meals - College Business-Domestic

Expense

Domestic travel, lodging and meals related to College Business. (eRide, Airfare, taxi, transportation department use, tolls, hotel, meals, parking, etc)

61502

Travel/Mileage

Expense

Mileage reimbursement for use of personal vehicle

61503

Travel/Lodging/Meals-International

Expense

International travel, loding and meals. (Airfare, taxi, transportation department use, tolls, hotel, meals, parking, etc)

61505

Travel/Lodging/Meals-Class/Team-Domestic

Expense

Domestic Class/Team Travel (Airfare, taxi, transportation department use, tolls, hotel, meals, parking, etc)

61506

Travel/Lodging/Meals-Recruiting-Dom

Expense

Domestic Recruiting Travel (Airfare, taxi, transportation department use, tolls, hotel, meals, parking, etc)

61512 

Meals & Snacks-Off Campus

Expense

Off campus business meetings and food purchased from outside the College

61513

Travell/Lodging/Meals-Prof Dvlp-Domestic

Expense

Domestic Professional Development Travel(Airfare, taxi, transportation department use, tolls, hotel, meals, parking, etc)

61514

Registration Fees - Domestic

Expense

Domestic training, conference and seminar fees

61515

Registration Fees - International

Expense

International training, conference and seminar fees

61700

Entertainment - Other (limited use)

Expense

 

61701

Meals & Snacks - On Campus

Expense

College catering and dining charges

62100

Honoraria/Lecturers

Expense

Payment of Services (unless consulting or professional fee)

62119

Maj-College Artist Fee Sponsor

Expense

Department sponsorship of Majestic shows

62120

Artist Fees

Expense

Majestic Theater account used for artist fees

62121

Distributor Fees

Expense

Majestic Theater account used for distributor fees

62140

Athletic Officials

Expense

Athletic Department account used to record payment of officials at sporting events

62160

Professional Service Fees

Expense

Payment for professional services/consulting

62162

Technical Consulting Fees

Expense

Payment for professional services/consulting- computer/IT related/plant related items

62163

Service/Software License

Expense

 

62716

Fellowship-Schp Expense (limited useage)

Expense

Payments to Gettysburg students for the pursuit of study or independent research.  Research fellowship monies to further their education.  Financial Aid Office requests notification of these payments.

64110

Other Services

Expense

Examples:  Photography or DJ services

64175

General Contracts & Others

Expense

64200

Repairs & Maintenance

Expense

Use for service contracts also.

64204

Hardware Maintenance

Expense

IT contracted recurring maintenance costs for hardware&telephone switch maintenance

64205

Software Maint-Instit systems

Expense

IT contracted recurring maintenance costs for software for institutional systems=PS, R25,Server

64206

Software Maint-Desktop

Expense

IT contracted recurring maintenance costs for software for desktop use.

64310

Rental--Equipment

Expense

64315

Rental--Vehicles

Expense

64360

Rental--Other

Expense

65000

Supplies & Materials - General Office

Expense

Department office supplies and other various types of supply items.

65001

Other Supplies

Expense

65003

Supplies & Materials - Instructional

Expense

 

65004

Printing & Duplicating - On Campus

Expense

RICOH Services, ePosters

65005

Supplies & Materials - Bookstore

Expense

Bookstore department charges

65009

Supplies & Materials - Program

Expense

 

65212

Vehicle Fuel

Expense

Fuel purchased for College owned vehicles

66000

Equipment & Furniture

Expense

66001

Hardware

Expense

66005

Expans-EQ/Wiring

Expense

66006

Computers

Expense

66040

Books & Related Material

Expense

 

66060

Software-Instit Systems

Expense

IT Dept=Newly purchased and not part of a new institutional system purchase

66061

Software-Desktop

Expense

IT Dept=Newly purchased for desktop uses, tools, and packages

69110

Subscriptions

Expense

Magazines and Periodicals subscriptions

69130

Memberships and Dues

Expense

69137

Copyright/License Fee

Expense 

69181

Campus Department Services

Expense

Misc sales/services to departments

69700

Awards & Prizes

Expense

 

Journal Source Code Definitions

  • AP - Expenses that are processed through the accounts payable process
  • BSR - Development Gifts
  • CDC - College Store department charges
  • CSH - Manual journal made by financial services.  These entries are similar to ONL entries except that the entry included a debit or credit to a cash account.
  • CTR - Dining catering charges
  • DIN - Dining Services charges (boxed lunches, cookies, etc.)
  • ECC - e-Commerce receipts
  • EOY - End of Year adjustments.  These are typically entries made to record expenses in the proper accounting period/year.
  • HRP - HR/Payroll, Bi-weekly payroll postings for faculty, administrators, staff and students
  • ONL - On-line entries.  These are manual entries made by financial services.  These are usually "reclassification" items - or moving an expense from one expense category to another.
  • POS - Post Office charges
  • PRO - Purchases made using the college purchasing card
  • PSP - Print shop charges.  Charges for work done in IKON.
  • SFC - Entries being made through the cashiering office.  Generally these represent deposits posted via financial services.
  • TEL - Telephone charges. 
  • TRN - Transportation department charges
  • UNI - GoGETTemarket on campus department service charges

Please Note: Journal Source Code AP:  AP vouchers entered by the AP office on the same day and coded to the same account number will be combined into one entry on the "Actuals Ledger Journal Entries" tab.  You will need to look at the "AP Detail" tab to see the individual vouchers that make up this entry.

Journal Source Code PRO: Pcard purchases made by the same employee, in the same month, and coded to the same account number will be combined into one entry on the "Actuals Ledger Journal Entries" tab.  You will need to look at the "Pcard Detail" tab to see the individual charges that make up this entry.