Fiscal Affairs

General Ledger

Financial Accounting is designed to provide accurate and useful financial and statistical information to campus management, Federal and State agencies and other interested parties. Financial Accounting tracks the University’s cash flow, while maintaining the University’s accounting and financial reporting system.

SPSU utilizes a “Chart Field Combination” compatible with other institutions of the University of Georgia. The Chart Field Combination, commonly referred to as the Chart of Accounts, is composed of the Account Code, Fund, Department, Program, Class, Budget Reference, and Project/Grant ID.

Below is a brief description of each distinguishable piece of the Chart Field Combination:

1. Account Code – Account codes are designated by a 6 digit numeric code. There are two major types of account codes, Revenue and Expenditure account codes.
   1. Revenue Account Codes, 4XXXXX, are used to record funds receive for the sales of merchandise or rendering of services.
   2. Expenditure Account Codes, 5XXXXX to 8XXXXX, are used to purchase goods or services.
      
      

      Account Code	Type	Description
      5XXXXX	Personal Services	Salaries & Fringes
      6XXXXX	Employee & Student Travel	Lodging, meals, etc.
      7XXXXX	Operating Supplies & Expenses	Paper, Services, Phone, & Equipment under $5,000
      8XXXXX	Equipment/Capital Outlay Expenses	Purchases of equipment over $5,000, Capital Leases, Building Improvements, etc.

      
      
2. Fund Group – Fund Groups are designated by a 5 digit numeric code. The Fund Group identifies the source of the funds. USG Institutions may only use the standard Fund Groups which are defined in Section 2.2 of the University of Georgia’s BPM.
3. Department – Departments are designated by a 7 digit numeric code. This classification is used to denote the identity of an operating unit or budget unit. Departments are unique to institutions within the University System of Georgia.
4. Program Code – Program Codes are designated y a 5 digit numeric code. USG Institutions may only use the standard Program Codes which are defined in Section 2.2 of the University of Georgia’s BPM. Program Codes also correspond to functional areas defined by the National Association of College and University Business Officers (NACUBO). The Program Code indicates how the funds are intended to be used.
5. Class Code – The Class Code, also known as the Funding Source, is designated by a 5 digit numeric code that denotes the specific source of funding for both Revenues and Expenditures. This is unique to the State of Georgia and is not part of the NACUBO accounting standards.
6. Budget Reference – Indicates the year revenues, expense, and encumbrances originated. The Budget Reference coincides with the State of Georgia Fiscal year for budget basis accounting.
7. Project/Grant ID – May be up to 15 characters in length and is used to identify revenue and expenses for a project or sponsor.
   

For more information regarding the University of Georgia’s Chart Field Combination policies and procedures please see: http://www.usg.edu/fiscal_affairs/bpm_acct/bpm-sect02.pdf

Procedures and Forms:

University System of Georgia Business Procedures Manual

Account Request Form

AP Adjustment/Journal Entry

Department Request Form

Project Indicators Request Form

Fiscal Affairs
Building V
1100 S. Marietta Pkwy
Marietta, GA 30060

Phone: 678-915-7459

Fax: 678-915-7301