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CPCC New Hire GL Training: Understanding Account Formats and Codes

Welcome to CPCC's New Hire GL Training, guided by Instructor Dawud Q. Ziyad, Interim Systems Accountant for Finance & GL Systems. This training will cover the essential components of the account format, including Fund, Purpose, VOE, Object, and Unit codes. We’ll discuss various fund codes, purpose codes, and object codes, along with real-world examples to illustrate each category. By the end of the session, participants will have a clear understanding of how to utilize these codes effectively in financial reporting and management.

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CPCC New Hire GL Training: Understanding Account Formats and Codes

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  1. WELCOME TO CPCC NEW HIRE GL TRAINING COLLEAGUE SYSTEM INSTRUCTOR Dawud Q. Ziyad – Interim Systems Accountant Finance & GL Systems

  2. ACCOUNT FORMAT XX-XXX-XX-XXXXXX-XXXXX 5 COMPONENTS Fund-Purpose-Voe-Object-Unit

  3. ACCOUNT FORMAT • XX – FUND CODE • XXX – PURPOSE CODE • XX – VOE CODE • XXXXXX – OBJECT CODE • XXXXX – UNIT (DEPARTMENT) CODE

  4. FUNDXX-XXX-XX-XXXXXX-XXXXX • Fund Codes • 0X Institutional Funds • Examples 01 Current Unrestricted • 02 Current Restricted • 05 Proprietary • 07 Plant Funds

  5. FUNDXX-XXX-XX-XXXXXX-XXXXX • Fund Codes • 1X State Funds • Examples 11 Current Unrestricted • 17 Capital Outlay • 2X County Funds • Example 21 Current Unrestricted

  6. PURPOSE CODEXX-XXX-XX-XXXXXX-XXXXX • Purpose Codes • 1XX – Institutional Support • Example 120 – Financial Service • 2XX – Curriculum Instruction • Example 220 – Associate Degree • 229 – SELF SUPPORTING (INST) • 3XX – Continuing Education • Example 310 – Occupational Ed Instruction

  7. PURPOSE CODEXX-XXX-XX-XXXXXX-XXXXX • Purpose Codes (cont’d) • 4XX – Academic Support • Example – 421 – Curriculum • 422 – Continuing Education • 5XX – Student Support • Example – 510 – Student Services • 6XX – Plant Operations & Maintenance • Example – 610 – Plant Operation • 620 – Plant Maintenance

  8. PURPOSE CODEXX-XXX-XX-XXXXXX-XXXXX • Purpose Codes (cont’d) • 7XX – Propriety/Other • Example 711 – LAB FEES • 720 – Bookstore • 8XX – Student Aid • Example 824 – Pell • 830 - Scholarship • 9XX – Capital • Example 910 – Building & Grounds • 920 - Equipment

  9. FUND & PURPOSExx-xxx-xx-xxxxxx-xxxxx • 17-920 – State Funded Equipment • 21-620 – County Funded Plant Maint • 05-711 – Institutional Lab Fees • 11-220 – State Associate Degree

  10. VOE CodeXX-XXX-XX-XXXXXX-XXXXX • Institutional funds (0X) always ’00’ • Example 01-310-00-527000-32504 • State & County funds mostly ’97’ • Example 11-421-97-531110-31500 • 21-421-97-512000-31500

  11. VOE CodeXX-XXX-XX-XXXXXX-XXXXX • VOE Codes – State Accounts Only • 0X – Undefined – Example 00 • 1X - Vocational Education-Federal • 2X - Vocational Education – Non-Federal • 3X – Priority Program/CIP • 4X – Summer Term • 5X – Performance Funding Carryover • 6X – Area Coordinators

  12. VOE CodeXX-XXX-XX-XXXXXX-XXXXX • VOE Code (cont’d) • 8X – Miscellaneous Allotments • 9X – Non-Categorical • Examples • 11-220-22 – State funded Faculty account • 17-922-80 – State Capital/HB 275 Equipment

  13. OBJECT CODESXX-XXX-XX-XXXXXX-XXXXX • Object Codes • Institutional Funds (0X) Only • 1xxxxx – Assets – 111199 Claim on Cash • 2xxxxx – Liabilities • 3xxxxx – Fund Balances - 370100 • 4xxxxx – Revenues – 494100 Gifts • 5xxxxx – Expenses

  14. OBJECT CODESXX-XXX-XX-XXXXXX-XXXXX • XXXXXX – NCCCS Chart of Accounts Object Code • 531110 – In-State Ground Transportation • 527000 – Other Supplies • 527990 – SUPPLIES – BUDGET CONTROL

  15. UNIT CODE (DEPARTMENT)XX-XXX-XX-XXXXXX-XXXXX • Unit Code (Department) • 1xxxx – President’s Office • 2xxxx – Executive Vice President • 3xxxx – Instruction • 4xxxx – Education Support Services • 5xxxx – Administrative Services • 6xxxx – CPCC Service Corps • 7xxxx – CPCC Foundation

  16. Account Numbers • 02-421-00-518200-31549 • 05-711-00-527000-32150 • 11-220-22-531110-32151 • 21-610-97-539500-20425

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