10.30.45 Chart of Accounts (COA) Account Framework

2022-06-30

The framework was designed to allow for a simplified method of the preparation of financial statements. The accounts are broken out in five levels to align with college business-type activity reporting. The framework was created with a hierarchy of five (5) levels and field length of seven (7):

  1. Account Type (assets, liabilities, equity, revenue, expenditures) Monetary Account Type in PeopleSoft.
  2. Account Classification (current, non-current, operating, non-operating, etc.)
  3. Reporting Class (cash and cash equivalents, short-term, long-term, etc.)
  4. Reporting Sub-Class (non-student, student, non-depreciable, depreciable, etc.)
  5. Detail Chartfield Value (exempt staff salary, faculty salary, Pell grant expense, interest expense and revenue, etc.)

All accounts in hierarchy levels 1 through 4 are budgetary only (colleges may budget at these levels but accounting activity is not allowed to be recorded in these accounts).

10.30.45.1 Asset Accounts (Assets)

See also: 10.30.45.1 Asset Accounts Types and Classifications

Hierarchy Level Hierarchy Level Account Range Hierarchy Level Budgetary Account Hierarchy Level Lead Account Description
Account Type 1000000-1999999 1000000 Assets
Account Classification 1000000-1099999 1000002 Current Assets
Reporting Class 1000000-1009999 1000003 Cash and Cash Equivalents
Reporting Class 1010000-1019999 1010003 Short-Term Receivables
Reporting Sub-Class 1010000-1010999 1010004 Non-Student Accts Receivable
Reporting Sub-Class 1011000-1011999 1011004 Student Accounts Receivable
Reporting Class 1020000-1029999 1020000 Short-Term Investments
Reporting Class 1030000-1039999 1030000 Inventories
Reporting Class 1040000-1049999 1040000 Prepaid Expenses
Account Classification 1100000-1199999 1100002 Non-Current Assets
Reporting Class 1100000-1109999 1100003 Long-Term Receivables
Reporting Sub-Class 1100000-1100999 1100004 Non-Student A/R
Reporting Sub-Class 1101000-1101999 1101004 Student Accounts Receivable
Reporting Class 1110000-1119999 1110003 Long-Term Investments
Reporting Class 1120000-1129999 1120003 Capital Assets
Reporting Sub-Class 1120000-1120999 1120004 Non-Depreciable Capital Assets
Reporting Sub-Class 1121000-1121999 1121004 Depreciable Capital Assets
Account Classification 1200000-1299999 1200002 Deferred Outflows of Resources

10.30.45.2 Liability Accounts (Liabilities)

See also: 10.30.45.2 Liability Account Types & Classifications

Hierarchy Level Hierarchy Level Account Range Hierarchy Level Budgetary Account Hierarchy Level Lead Account Description
Account Type 2000000-2999999 2000000 Liabilities
Account Classification 2000000-2099999 2000002 Current Liabilities
Reporting Class 2000000-2009999 2000003 Accounts Payable
Reporting Sub-Class 2000000-2000999 2000004 Accounts Payable Gen.
Reporting Sub-Class 2001000-2001999 2001004 Other Accounts Payable Liabilities
Reporting Class 2010000-2019999 2010003 Accrued Liabilities
Reporting Sub-Class 2010000-2010999 2010004 Accrued Liabilities General
Reporting Sub-Class 2011000-2011999 2011004 Payroll Liabilities / HCM Payables
Reporting Sub-Class 2012000-2012999 2012004 Due-To College or Other State Agency
Reporting Class 2020000-2029999 2020003 Compensated Absences
Reporting Class 2030000-2039999 2030003 Deposits Payable
Reporting Class 2040000-2049999 2040003 Unearned Revenue
Reporting Class 2050000-2050999 2050003 Current Portion, Long Term Debt
Account Classification 2100000-2199999 2100002 Non-Current Liabilities
Reporting Class 2100000-2109999 2100003 Compensated Absences
Reporting Class 2110000-2119999 2110003 Pension Liability
Reporting Class 2120000-2129999 2120003 Unamortized Premium
Reporting Class 2130000-2139999 Long Term Debt
Reporting Class 2140000-2149999 2140003 Long Term Installments and Leases Payable
Account Classification 2200000-2299999 2200002 Deferred Inflows of Resources

10.30.45.3 Equity Accounts (Equity)

See also: 10.30.45.3 Equity Accounts Types & Classifications

Hierarchy Level Hierarchy Level Account Range Hierarchy Level Budgetary Account Hierarchy Level Lead Account Description
Account Type 3000000-3999999 3000000 Equity
Account Classification 3000000-3099999 3000002 Net Investment in Capital Assets
Account Classification 3100000-3199999 3100002 Other Equity

10.30.45.4 Revenue Accounts (Revenue)

See also: 10.30.45.4 Revenue Accounts Types & Classifications

Hierarchy Level Hierarchy Level Account Range Hierarchy Level Budgetary Account Hierarchy Level Lead Account Description
Account Type 4000000-4999999 4000000 Revenue
Account Classification 4000000-4099999 4000001 Operating Revenue
Reporting Class 4000000-4009999 4000005 Student Tuition and Fees
Reporting Class 4010000-4019999 4010000 Auxiliary Enterprise Sales
Reporting Class 4020000-4029999 4020000 Grants and Contracts
Reporting Sub-Class 4020000-4020999 4020001 State Grants and Contracts
Reporting Sub-Class 4021000-4021999 4021000 Local Grants and Contracts
Reporting Sub-Class 4022000-4022999 4022000 Federal Grants and Contracts
Reporting Class 4030000-4039999 4030000 Other Operating Revenue
Reporting Class 4040000-4049999 4040000 Other Revenue and Financing Sources
Reporting Class 4050000-4059999 4050000 Interest on Loans to Students
Account Classification 4100000-4199999 4100000 Non-Operating Revenue
Reporting Class 4100000-4109999 4100001 Appropriations
Reporting Class 4110000-4119999 4110000 Federal Pell Grant Revenue
Reporting Class 4120000-4129999 4120000 Investment Income
Reporting Class 4130000-4139999 4130000 Other Non-Operating Revenue
Account Classification 4200000-4299999 4200000 Capital Revenues
Reporting Class 4200000-4209999 4200001 Capital Appropriations
Reporting Class 4210000-4219999 4210000 Cash Capital Contributions
Reporting Class 4220000-4229999 4220000 Non-Cash Capital Contributions

10.30.45.5 Expense/Expenditure Accounts

See also: 10.30.45.5 Expenditure Accounts Types & Classifications

Hierarchy Level Hierarchy Level Account Range Hierarchy Level Budgetary Account Hierarchy Level Lead Account Description

Account Type

5000000-5999999

5000000

Expenses

Account Classification 5000000-5099999 500000 Operating
Reporting Class 5000000-5009999 5000003 Salaries and Wages
Reporting Class 5010000-5019999 5010003 Benefits
Reporting Class 5020000-5029999 5020003 Scholarships and Fellowships
Reporting Class 5030000-5039999 5030003 Supplies and Materials
Reporting Class 5040000-5049999 5040003 Capital Expenses
Reporting Class 5050000-5059999 5050003 Services
Reporting Class 5060000-5069999 5060003 Utilities
Reporting Class 5070000-5079999 5070003 Depreciation
Reporting Class 5080000-5089999 5080003 Other Expense
Reporting Sub-Class 5080000-5080999 5080004 Travel
Reporting Sub-Class 5081000-5081999 5081004 Other Expenses
Account Classification 5100000-5199999 5100002 Non-Operating
Reporting Class 5100000-5109999 5100003 Loss on Disposal
Reporting Class 5110000-5119999 5110003 Interest on Indebtedness
Reporting Class 5120000-5129999 5120003 Remittances

10.30.45.6 Chartfield

Since accounts are global, the SetID is always WACTC and is controlled by SBCTC staff. Each account has a number of configurable settings including Monetary Account Type, Statistical Account, Budgetary Only, Control Account and Attributes (crosswalk value to AFRS).

Figure 1: SetID

Since accounts are global, the SetID is always WACTC and is controlled by SBCTC staff.

Figure 2: Chartfield Attributes

Example of Chartfield Attribute Values

10.30.45.7 Statistical Chartfields

In addition to financial accounts, ctcLink also uses certain fields to track statistical values.  These values should be excluded when searching or querying the Local ledger.

10.30.45.7.a Payroll Staff Months (SMO)

This is a non-fiscal statistical field used for recording payroll staff months within ctcLink. These values are generated in HCM and summarized by the accounting chartstring. SMO should not calculate for volunteers, employees in agency or custodial funds. It is unique to the CTC system and therefore not found in the SAAM manual.

However, these values cross-walked to AFRS and are used by OFM and the Legislature to determine the CTC system FTEs by fund.
A non-faculty staff month is equal to 174 hours (the average available work hours in a month). A staff month calculation is the percent of time an employee works relative to the standard staff hours in a pay period. A full time employee should generate .50 staff months each pay period.

Figure 3: Calculate Payroll Staff Months (SMO)

To calculate SMO: Divide Actual Hours by Full-Time Pay Period Hours; then multiply that sum by Standard Pay Period Hours for the Pay Cycle divided by Standard Hours Per Month.

To calculate SMO: Divide Actual Hours by Full-Time Pay Period Hours; then multiply that sum by Standard Pay Period Hours for the Pay Cycle divided by Standard Hours Per Month.
 The actual hours may vary depending on the type of employee.  A full-time employee should generate one SMO each month with 12 SMO equaling one FTE.  For a full description of the calculation please see the HCM Manual (future).

It is important to include staff months when making salary and benefit transfers between funds since it will result in incorrect reporting of FTE to the state.

Since SMO is not an accounting value, it does not record a debit and credit.  It only reports a single line with a positive or negative value.

10.30.45.7.b State Allocation (SAL)

This is a non-fiscal statistical field used for recording state allocations by fund and appropriation.  The values are added to ctcLink by State Board staff based upon the allocation schedule provided to the college by the Operating Budget director.

 


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