Embedded Files
Setting Up the New Grant Account
- ACC Grant numbering nomenclature
- Each new grant will be assigned a unique account number.
- The account structure is as follows:
- Fund--Element-of-Cost--Unit Number--Object Code--Location
- The Fund is based on the funding source: federal, state, local, or private status.
- Fund 31 = Federal. Any project that is funded directly by a federal agency or its subsidiary or any project whose funding source can be traced to a federal agency (e.g., by the existence of a CFDA, Code of Federal Domestic Assistance, number) belongs in Fund 31.
- Fund 32 is for state accounts
- Fund 33 for local government accounts
- Fund 34 for private grants and contracts
- Fund 36 is for gift accounts
- Fund 37, Scholarships, is not administered by Grant Accounting
- The Element-of-Cost (major purpose of the project) will be assigned one of the functional classifications defined in the audit guide (i.e. instruction, academic support, etc.).
- 1= Instructional: Includes all activities that are part of instructional programs of any type, department research and public service that are not separately budgeted, department chairs who still spend significant time in instruction. Exclude academic administration, when the primary assignment is administration
- 2 = Research: Includes all specifically budgeted research activities
- 3 = Public Services: includes all activities that primarily provide non‐instructional services beneficial to individuals and groups external to the institution
- 4 = Academic Support: Includes all activities that support the institution's primary missions, such as administration, curriculum development, technical support.
- 5 = Library: includes activities related to the retention, preservation, and display of educational materials.
- 6 = Student Services: Includes expenditures for the office of admissions, registrar, and to the well‐being, and support of students outside the context of formal instruction.
- 7 = Institutional Support: includes expenditures for the executive management, fiscal and business operations, human resources, facilities management, and community/alumni relations.
- 8 = Operations/Maintenance of Plant: includes operation and maintenance of physical plant.
- 9 = Scholarships/Fellowships: includes scholarships and fellowships, tuition remissions, and exemptions.
- 0 = Unnamed: use this element of cost for all facilities grants.
- The Unit number is determined on the availability withing the ERP system. All grant unit numbers begin with the number 9. Unit numbers may be re-used after 10 years. This 5‐digit number must be unique for all Datatel accounts. (It is the basis for all searches in Screens XS19 and XS20.) For gift accounts, the number starts with “85;” the final 3 digits are issued in sequence. For grant & contract accounts, the Unit Number consists of the following segments:
- Grant/contract account identifier: the first digit must be “9.”
- Funding year: Although fiscal years vary among funding sources, the second digit of the Unit Number should reflect the major portion of the project’s activity. Usually, we will continue the same unit number for multi‐year projects.
- Numerical sequence: Each new account is assigned the next sequential number for the final 3 digits. Occasional exceptions are made for groupings of account numbers that relate to the same major project and funding source.
- The Object Codes are based on the chart of accounts expense categories.
- The Location is the campus identifier.
- For all grant accounts, the two digit location code at the end of the GL account string will always be 00.
- Account File Set-up procedures
- All grant accounts are saved on the Grants network drive by fiscal year.
- Each grant folder will store the following information:
- grant contract
- Reconciliation spreadsheet
- Tracking spreadsheet
- Journal Entry Template
- Misc folder containing ERP backup documentation
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