This procedure explains the method for making application and receiving approval to establish new accounts. It also describes the structure used in assigning account numbers to each account. An approved application for account number must be on file for all authorized expenditure accounts other than state accounts established before 1985.
The initial step in setting up an account with the university is the completion of an application for account number (1026) and obtaining all signature approvals by the fiscal agent through the vice presidential level. The account application is then forwarded to the Controller's Office where it will be executed upon the approval of the director of Financial Affairs/controller.
After the account application has been approved, the account is assigned a six digit account number as follows:
N - N N N N NThe first digit denotes the accounting system ledger in which the account transactions are posted. The second through the sixth digits is a unique number denoting the account. For accounts funded through appropriation to the university, the ledger number alternates between one and two based on whether it is an odd or even numbered fiscal year. A fiscal year is the twelve month period between July 1 of one calendar year and June 30 of the following calendar year, the latter year being used to name the current fiscal year period.
These six digits combined with a four digit subcode (line item) explained in section A4 of this manual comprise the ten digit account number referred to throughout this manual.
Until formally approved account applications and signature cards are on file with the Controller's Office, no budgets can be loaded or expenditures made.
Instructions for preparing the application for account number are explained in section M2 of this manual.
Questions regarding account applications should be
directed to the Controller's Office located in room E212. The controller
may be reached at phone extension 3522.