- Month End Close and Accounting Period Schedule
- Chart of Accounts Structures
- Frequently Used General Ledger Accounts-Expenses (PDF)
- Summary List of General Ledger Accounts & Descriptions
- Journal Source Code Definitions
- Instructions to Access Financial Reports On CNAV (PDF)
- Understanding CNAV Budget Reports (PDF)
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, 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 Numbers | 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 |
13120 |
Prepaid Expenses--Other |
Asset |
Expenses paid in current year, but increase, recurred, |
21491 |
Accrued Expenses--Other |
Liability |
Expenses incurred, items received or used in |
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 |
41895 |
NCAA Post Season Rev |
Revenue |
Revenue is related to NCAA Playoffs |
41901 |
Lib Fines/Lost Goods Charges |
Revenue |
Library and Athletic Departments |
41910 |
Participation Fees |
Revenue |
Grab, Service Learning, and Campus |
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, |
60250 |
Cable TV |
Expense |
|
60260 |
Internet-Database |
Expense |
|
60300 |
Advertising |
Expense |
|
60400 |
Photocopying |
Expense |
|
60420 |
Printing & Duplicating - Off Campus |
Expense |
|
61500 |
Trvl/Lodg/Meals |
Expense |
Domestic travel, lodging and meals related to |
61502 |
Travel/Mileage |
Expense |
Mileage reimbursement for use of personal vehicle |
61503 |
Travel/Lodging/Meals-International |
Expense |
International travel, lodging and meals. |
61505 |
Travel/Lodging/Meals |
Expense |
Domestic Class/Team Travel |
61506 |
Travel/Lodging/Meals-Recruiting-Dom |
Expense |
Domestic Recruiting Travel |
61512 |
Meals & Snacks-Off Campus |
Expense |
Off campus business meetings and food |
61513 |
Travell/Lodging/Meals |
Expense |
Domestic Professional Development Travel |
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 |
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 |
62160 |
Professional Service Fees |
Expense |
Payment for professional services/consulting |
62162 |
Technical Consulting Fees |
Expense |
Payment for professional services/consulting |
62163 |
Service/Software License |
Expense |
|
62716 |
Fellowship-Scholarship Expense |
Expense |
Payments to Gettysburg students for the pursuit |
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 |
64205 |
Software Maint-Instit systems |
Expense |
IT contracted recurring maintenance costs for |
64206 |
Software Maint-Desktop |
Expense |
IT contracted recurring maintenance |
64310 |
Rental--Equipment |
Expense |
|
64315 |
Rental--Vehicles |
Expense |
|
64360 |
Rental--Other |
Expense |
|
65000 |
Supplies & Materials - General Office |
Expense |
Department office supplies and other |
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 |
66061 |
Software-Desktop |
Expense |
IT Dept=Newly purchased for |
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.