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Chart of Accounts

Chart of Accounts. We’ve grown out of our old chart of accounts We needed more digits to accommodate the activities that we track Every account number is new There are currently about 10,000 account combinations. Chart of Accounts. The CARS account format:. XX-XXXX-XXXX-XXXX

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Chart of Accounts

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  1. Chart of Accounts • We’ve grown out of our old chart of accounts • We needed more digits to accommodate the activities that we track • Every account number is new • There are currently about 10,000 account combinations

  2. Chart of Accounts • The CARS account format: XX-XXXX-XXXX-XXXX Fund Cost Ctr Account Project Examples: 10-6563-7500-XXXX Business Office Travel 11-XXXX-7500-5058 Festival Playhouse Travel

  3. Chart of Accounts • The Datatel account format: XX-X-XXXXX-XXXXX Fund Function Unit Accounts Examples: 10-5-65189-54210 Business Office Travel 21-2-72030-54210 Festival Playhouse Travel

  4. Datatel Account Components XX-X-XXXXX-XXXXX Fund – Function – Unit - Account Funds: • Unrestricted, Temporarily restricted, and Permanently restricted • Examples: • Fund 10 is still Fund 10 • Study Abroad Fund 12 is now Fund 10 • Fund 11 is generally Fund 20 or 21

  5. Datatel Account Components XX-X-XXXXX-XXXXX Fund – Function – Unit - Account Functions: • Categories of expenses used for financial statement presentation purposes

  6. Datatel Account Components XX-X-XXXXX-XXXXX Fund – Function – Unit - Account Units: • Now 5 digits instead of 4 • Includes: • Cost centers • Project numbers (used with “11” accounts) • Agency accounts • Other types of categories

  7. Datatel Account Components XX-X-XXXXX-XXXXX Fund – Function – Unit - Account Accounts: • Now 5 digits instead of 4 • Includes: • Assets & Liabilities • Revenues • Expenses • Transfers and Fund Balances

  8. Datatel Account Conversion Tool • Tool to assist in looking up account numbers • Will be posted on Business Office website • If you cannot locate your number, please contact us, preferably by email

  9. Behind the Scenes in the Business Office • All new chart of accounts • All account combinations must be created before being used • We will provide personal assistance with account lookup in the short term and refer people to the website

  10. Behind the Scenes in the Business Office • All new vendors • Vendor information was not brought over with the new system from CARS • We are working now to add the most significant, recurring vendors • Most check requests and invoices will require us to add the vendor in the system • IRS regulations require that we must have Form W-9 on file before we can make a payment

  11. What you can do to help • Please try to use your full account numbers • Use the lookup tool on the website • Use a “cheat sheet” • Use check request forms with your account numbers already filled in

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