Accounting Services Guide
Explaining the Charts of Accounts
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The University’s business processes and decisions are anchored on the flow of specific financial information/data between various stakeholders. Providing such information on the University’s activities is an important function of the accounting and reporting system which should
capture, classify, record, and communicate relevant, reliable, and comparable financial information for purposes of:
Budgetary accounting and reporting, including reporting of actual against approved budget estimates
General purpose financial reporting
Management information
Statistical reporting
The Chart of Accounts (COA) serves as the foundation of the University’s financial record keeping system. It provides a logical structure that facilitates the classifying and recording of financial information. An account is a unique record for each type of asset, liability, surplus, revenue and expense. An important purpose of the COA is to segregate expenditures,
revenues, assets and liabilities so that the reader can quickly get a sense of the financial health of the specific department/organization they are reviewing.
Accounting Services Guide
Explaining the Charts of Accounts
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High level overview of account structure
U of W General (0) Operating (10) Strategic Provisions (15) Collegiate (20) Ancillary (30) Restricted (0) Sponsored Research (40) Designated Funds (50) Internal Research (60) Major Capital (80) Non-affiliated (90) Current Trust (1) Scholarships (11) External Scholarships (13) Prizes (15) Awards (17) Bursaries (19) Mennonite Chair (29) Other Restricted (39) Campus Development (49) General Unrestricted (89)
Accounting Services Guide
Explaining the Charts of Accounts
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General & Restricted (0)
Chart of Accounts Structure
In the University’s general and restricted financial system there are 5 components available to capture and report financial information, as follows:
Required on all transactions Optional
Fund (‘0’) Division (2 digits) Department (4 digits) Account (5 digits) Future use (3 digits)
Fund Identifies the transaction as a University of Winnipeg activity. For general and restricted activity this will always be ‘0’
Division Identifies the financial activity of the University against the appropriate source of funding. E.g.: Operating, Sponsored Research, Capital,
Collegiate
Department Identifies the University operating unit or designated fund. E.g.: President’s Office, Theology, Kinesiology. This number is assigned by Financial Services. You can request a new/additional department number if you want to track a specific grouping of revenue/expenses. Account Identifies the nature of the expenditure, revenue, asset or liability.
E.g.: salaries, travel, office supplies, utilities. You are expected to choose the most appropriate, logical account number/description when determining the account code
Future use Optional code used for specific reporting needs of departments to identify specific activities when necessary. This number is assigned by Financial Services. You can request a new/additional future code if you want to track a specific grouping of revenue/expenses within a specific department.
Accounting Services Guide
Explaining the Charts of Accounts
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Division
General Fund
The general fund includes the unrestricted and internally restricted operating and ancillary activities of the University and the Collegiate.
Division Name Description
10 Operating Fund The primary teaching, administration and academic activities of the University (E.g.: the University’s core mission).
15 Strategic Provisions Appropriations from the operating fund to provide for future funding support of initiatives within the Strategic and Academic Plans of the University.
20 Collegiate The primary teaching, administration and academic activities of the Collegiate (E.g.: the Collegiate’s core mission).
30 Ancillary Commercial activities of the University including housing and printing services. They are “sales-producing” or “self-supporting” activities to the University’s primary operating activities of instruction and research.
Restricted Fund
The Restricted Fund includes activities of the University and the Collegiate where restrictions on the use of the funding have been set by external entities or internal decisions of the institution. Within each of the restricted categories, funds are restricted to specific purposes.
Division Name Description
40 Sponsored Research Resources dedicated to research activities at the University where funding is received from external sources
50 Designated Funds Resources and expenditures designated for specific purposes (E.g.: I Heart UWinnipeg Dinner, MDP McArthur Fdn Grant, Prairie Isotope Project)
60 Internal Research Resources dedicated to research activities where funding is sourced from the University’s operating budget
80 Major Capital resources dedicated to the building, equipment and other physical assets of the University as well as special capital grant projects, deferred maintenance projects and major renovation projects 90 Non-Affliated Resources and expenditures for organizations that operate in
conjunction with the University, but do not form part of the University accounts. (E.g.: Menno Simons, IUN, Virtuosi)
Accounting Services Guide
Explaining the Charts of Accounts
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Department
The Department code is assigned by Financial Services to help units within the University track revenues and monitor expenditures for a particular group of services.
Start Finish Description
1100 - 1199 President’s sector 1300 - 1399 UW relations
2100 - 2199 Vice President Academic 2400 - 2499 Student services
2600 - 2699 Institute of Urban Studies 3100 - 3199 Vice President Finance 3200 - 3299 Financial services 3300 - 3399 Athletics
4000 - 4199 Arts & Sciences, Business, Kinesiology 4200 - 4299 Education 4300 - 4399 Graduate studies 4400 - 4499 Chairs 4500 - 4599 Theology 4600 - 4699 PACE 4700 - 4799 Library 4800 - 4899 Collegiate 5100 - 5200 Ancillary services 5600 - 5699 Work study 5800 - 5899 Capital projects
Account
Assets:
Start Finish Description
10100 - 10499 Cash and cash equivalents 12010 - 12699 Accounts receivable 12700 - 12799 Insurance claims receivable 12800 - 13199 Due to/from related parties 14010 - 14399 Inventory
15010 - 15999 Investments 16010 - 16099 Prepaid expenses 18010 - 19499 Capital assets
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Explaining the Charts of Accounts
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Liabilities:
30010 - 32649 Accounts payables and accrued liabilities 32650 - 32899 Current portion of long term debt
33010 - 33099 Student fees payable to other organizations 33110 - 33990 Other accounts payable
36100 Deferred contributions
36500 Obligation – Compensated absences 36600 Pension obligation
37010 - 37599 Deferred revenue 38010 - 38599 Long term debt
Revenues:
60100 - 62300 Grant revenue 63010 - 64999 Student revenue
65010 - 65799 Sales revenue – products & services 66000 - 66020 Investment income
67050 - 68199 Gifts & bequests 69010 - 69999 Other Income
Expenses:
70101 - 71799 Salaries & benefits
72000 - 72999 General expenses & supplies 73100 - 73599 Travel & development 74000 - 74099 Utilities
74100 ?????? ??????
75000 - 75099 Repairs & maintenance 75200 - 75299 Contracted services
76010 - 76699 Cost of sales of goods & services 77100 - 77999 Library purchases
78000 - 78199 Furnishings & equipment > $1000 78200 - 78789 Major renovations/capital expenditures 78790 Amortization – intangible assets
Internal Transfers/recoveries/departmental revenues:
79201 - 79339 Internal charges & recoveries, departmental income 79890 - 79999 Trust expenditures81100 - 81399 Transfers in/out
81400 - 81800 Scholarship/Bursary etc. expenditures 81900 - 81999 Gifts to related parties
Accounting Services Guide
Explaining the Charts of Accounts
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Future Use
If a department thinks that it would be useful to track specific further information within a department they can contact financial services to discuss their needs and uses for the information. Future codes are assigned by financial services on an as needed basis. They may be numeric, alpha, or alpha/numeric.
Coding Examples
Required on all transactions Optional
Fund Division Department Account Future use
0 (General) 10 (Operating) 3201 (Financial Services) 72050 (Office Supplies) 000 (N/A) 0 (General) 20 (Collegiate) 4801 (Collegiate Regular Session) 73110 (Travel) PPT (Travel Advance) 0 (General) 40 (Sponsored Research) 8034 (NSERC) 70342 (Student Research Asst.) 000 (N/A)
Accounting Services Guide
Explaining the Charts of Accounts
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Trust (1)
Chart of Accounts Structure
In the University’s Trust financial system there are 5 components available to capture and report financial information, as follows:
Required on all transactions Optional
Fund (‘1’) Division (2 digits) Trust Account (4 digits) Activity (5 digits) Future (3 digits)
Fund Identifies the transaction as University of Winnipeg Trust activity. For trust activity this will always be ‘1’
Division Identifies the type of fund. E.g.: Scholarships, Bursaries, Capital Projects Trust Account Unique identifier for each individual trust fund. Trust funds are usually
designated for a specific purpose and the trust account number allows the University to track expenditures against gifts for the designated purpose. You can request a new/additional trust account if you will be tracking a specific designated grouping of gifts/expenditures.
Activity Identifies the nature of the expenditure, revenue, asset or liability. E.g.: Scholarships, awards, prizes. You are expected to choose the most appropriate, logical account number/description when determining the activity code
Future Optional code used for specific reporting needs of trust funds to
identify specific activities within the fund when necessary. This number is assigned by Financial Services on an as needed basis.
On an annual basis the University of Winnipeg Foundation allocates an agreed percentage of the income from the Endowment Fund to the University for spending in the current year for each of the designated trust funds. At the end of each fiscal year, any unspent balance is rolled over for spending in subsequent fiscal years. The University also has the option of returning a portion of the unspent funds to the University of Winnipeg Foundation Endowment Fund to be re-invested and provide for growth of the fund in the future.
Accounting Services Guide
Explaining the Charts of Accounts
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In addition, other revenue sources are received in trust such as annual gifts from donors and transfers from the operating or restricted fund.
Division
11 Scholarships 13 External Scholarships 15 Prizes 17 Awards 19 Bursaries 29 Mennonite Chair 39 Other Restricted 49 Campus Development 89 General UnrestrictedTrust Account
The trust account is assigned by Financial Services to facilitate the tracking of revenues and expenditures for a designated purpose.
Start Finish Description
1000 - 1999 University Funds 2200 - 2299 Theology Funds 2300 - 2399 Collegiate Funds
2400 - 2499 Collegiate Alumni Funds 2500 - 2599 Board of Regent Funds 2600 - 2699 Opportunity Funds 2700 - 2799 Alumni Funds 2800 - 2899 Grad Studies Funds 3000 - 3099 Future Funds
3710 Mennonite Chair Fund 4000 - 4199 Library Funds
4200 - 4299 Lecture Series Funds
4400 - 4599 Miscellaneous Restricted Funds 6000 - 6499 Strengthening the Links Funds 6500 - 6599 Capital Funds
Accounting Services Guide
Explaining the Charts of Accounts
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Activity
Revenues:
Start Description
67000 Balance unspent at the beginning of fiscal year 67050 Gifts, Grants & Bequests
67095 Income Allocation – U of W Endowment Fund 67100 Investment Income – current
67140 Investment income - endowment 67150 Income Allocation - endowment
Expenses:
81100 Transfers to U of W Endowment Fund (Residuals) 81200 Transfers to/from operating
81300 Intrafund Transfers 81400 Scholarship Expenditures 81410 Prize Expenditures 81420 Award Expenditures 81430 Bursary Expenditures 81600 Lecture Expenditures 81700 Other Expenditures
81900 Gift allocation to Foundation
Future Use
If a department thinks that it would be useful to track specific information within a trust account they can contact financial services to discuss their needs and uses for the
information. Future codes are assigned by financial services on an as needed basis. They may be numeric, alpha, or alpha/numeric.
Coding Examples
Required on all transactions Optional
Fund Division Department Account Future use
1 (Current Trust) 11 (Scholarships) 1036 (Art History SS) 67150 (Inc. Alloc from
Endowment) 000 (N/A) 1 (Current Trust) 19 (Bursaries) 2660 (Opportunity Fund) 81430 (Bursaries Awarded) 003 (DCE)
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Explaining the Charts of Accounts
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