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Datatel Accounts

This guide explains the structure of Datatel account numbers, consisting of 15 digits: the first 10 represent cost centers, while the last 5 relate to revenue or expense types. Each component is essential for tracking the university’s finances, adhering to board and government regulations. Fund levels categorize restrictions, and division codes represent various university departments. Function categories help classify expenses for financial reporting. Understanding this structure aids in accurate financial management and compliance across all university units.

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Datatel Accounts

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  1. Datatel Accounts Consist of 15 numbers, the first 10 are the cost center, the last 5 are the type of revenue or expense

  2. Account Number StructureFund Division Function Unit ObjectX XX XX XXXXX XXXXX Each component of the account number is required to report and track the university’s revenue/expense/asset/liabilities in accordance with board and government requirements.

  3. Fund • Indicates level of restriction and whether ending year net assets roll separately to new years. • 1 Unrestricted • 2 Designated • 3 Temporarily Restricted • 4 Permanently Restricted

  4. Division • Indicates what division or purpose the activity pertains to • 00 General • 01 President’s Office • 02 Academic Affairs • 03 Student Life • 04 Advancement • 05 Finance • 06 Admissions • 08 IT • 09 Athletics • 10 Facilities • 11 Dining • 12 Bookstore • 14 NCPR • 15 Community & Employee Relations • 16 University Communications • 91 Student Activities

  5. Function • Used for expense transactions to classify the expense category for financial statement reporting purposes. • 00 General • 01 Instruction • 02 Research • 03 Public Svc • 04 Acad Support • 05 Student Svcs • 06 Institutional Support • 07 Oper & Maint of Plant • 08 Student Financial Aid • 09 Auxiliaries • 89 Capital • 91 Agency • 99 Pre July

  6. Unit • Used to indicate unique department, gift, endowment, capital project, etc. • Unit contains 5 characters, the first 3 will indicate the responsible department, i.e. all Biology Units begin 100. • When viewing accounts on line, Datatel will display unit number and name.

  7. Object • Used to indicate type of revenue, expense, asset or liabilities and the codes are used consistently across all units. • Object contains 5 numbers and the first number indicates type as follows. • 1 asset • 2 liability • 3 net assets • 4 revenue • 5 expenses When viewing accounts online Datatel will display object code and name. A list of object codes is available at http://www.stlawu.edu/business/object-codes

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