Universities have unique obligations to regulatory agencies, grantors, donors, external customers, and other stakeholders to account for the appropriate use of funds according to their source. Fund accounting is used to accomplish this by segregating resources into categories (Funds) to identify the sources and uses of funds received. This helps UTSA to appropriately account for the funds with which it is entrusted by reporting income based on the source of funds and expenses based on their use.
Fund accounting helps UTSA:
- Enhance accountability and stewardship by carrying out and documenting the appropriate use of funds to help ensure and demonstrate compliance with legal and regulatory requirements;
- Determine financial condition by tracking the value of assets and assessing the financial impact of maintaining/replacing them;
- Facilitate planning and budgeting by determining what should be done with existing resources, and how much is needed to accomplish goals;
- Evaluate organizational and managerial performance by determining the actual cost of programs (efficiency) and whether the objectives for which the funds were received were accomplished (effectiveness);
- Determine/forecast cash flow (the amount of cash coming in, and how much is needed for contingencies); and
- Communicate relevant, clear, reliable, timely and comparable financial information to all who need to know.
The Chart of Accounts is the foundation of the UTSA financial accounting system. The Chart of Accounts provides each fund, department, Cost Center, project and grant with a unique numbering system and a common language for identifying financial transactions. The basic unit of the UTSA Chart of Accounts is the Chartfield. A Chartfield is an individual component or field which, when combined with other Chartfields, defines the accounting structure. The combination or grouping of Chartfields is called a Chartfield string. An individual SpeedChart (Speedtype), which is generally the same as the Cost Center or Project ID, will be associated with a specific Chartfield string. The Chartfield string provides financial information for UTSA departments and other units for reporting and tracking purposes. Following are the Chartfields used in the UTSA financial accounting system.
Funds form the basis of fund accounting, enabling UTSA to properly account for sources and uses of funds received. UTSA uses the following Funds:
|Fund||Purpose||Source of Funds||Restrictions|
Educational and General (E&G)
|To support general educational operations. Activities typically include faculty salaries, instructional department operating expenses, general administration, student services, campus security, operation and maintenance of E&G facilities, and research enhancement.||
|Ongoing operations that sell products and provide technical or administrative services to the UTSA community and external customers. Examples: Facilities, telephone services, animal care.||See fmog.0602.utsa.
|To support UTSA activities or special purposes for which revenue has been authorized.||
Grants and Contracts
|To provide support for research or educational programs as specified by sponsors or agencies, usually federal research or student financial aid.||Federal, state, local and private grants, contracts and agreements (majority is federal)||
|To furnish goods/services to students, faculty or staff outside the instruction and research functions of UTSA. Examples: residence halls, food service, book store, parking, intercollegiate athletics.||
|5500 – 5699
|To record receipts and expenditures of funds received from donors and external agencies in accordance with any donor restrictions.||
|To account for loans to students (short-term and long-term). Most are revolving funds: repaid principal, interest, and other charges are returned to the individual loan fund making funds available for future loans.||
|Major capital improvement projects for new construction, deferred maintenance, remodeling and renovations to existing buildings and grounds, and development of capitalizable intangible assets such as internally-generated software.||See fmog.0501.utsa, fmog.5.16.1.utsa, and fmog.5.16.2.utsa
Investment in Plant
|Carries fixed assets:
||Assets are purchased and expensed in other funds.||Not applicable (no expenditures except for amortization and depreciation expense)|
Investment in PlantOther
|Funds associated with the issuing of bonds.||
||Bond covenants and applicable State and other requirements|
|Funds held in custody for others. Example: student organizations. Residual funds should be returned to the sponsor once the purpose for the Agency Cost Center is accomplished. For more information on Agency funds see fmog.0303.utsa.||N/A (these funds do not belong to UTSA)||N/A (these funds do not belong to UTSA)|
|Funds held temporarily||N/A||N/A|
For more information on Fund purposes, funding and restrictions contact Accounting Services.
- 1xxxx = Assets
- 2xxxx = Liabilities
- 3xxxx = Fund Equity
- 4xxxx = Revenue
- 5xxxx = Expense (Salary, Wages, Benefits)
- 6xxxx = Expense
- 7xxxx = Transfers
- 8xxxx = Capital Assets
- 9xxxx = Suspense
EXAMPLE: The Account ID for Office Supplies is 63003. The Account ID begins with “6,” classifying the transaction as an expense.
In contrast with Account IDs, which indicate the object of an expense (supplies, equipment, salaries, etc.), Function codes are three-digit values that enable UTSA to report expenses in a way that helps stakeholders understand UTSA's mission-related activities and their relative importance.UTSA uses the following Functions in accordance with the functional expense classifications developed by the NACUBO.link to indicate the mission-related purpose of expenses:
|100â€“Instruction||Expenses for instructional programs, including credit and non-credit courses; academic, vocational, and technical instruction; remedial and tutorial instruction; and regular, special, and extension sessions. Expenses for departmental research and public service that are not separately budgeted are included in this classification.|
|200-Research||Organized research activities, whether commissioned by external agencies or budgeted by a unit within UTSA. Subject to these conditions, the category includes expenses for individual and/or project research as well as that of institutes and research centers. Expenses for departmental research that are separately budgeted are included in this category.|
|300-Public Service||Non-instructional services that primarily benefit individuals and groups outside UTSA, such as conferences, institutes, general advisory services, reference bureaus, radio and television, consulting, extension services, and other community service activities.|
|400-Academic Support||Support services for the primary missions of instruction, research, and public service. When information technology resources are not separately accounted for, the costs associated with the three primary missions is classified as academic support and the remainder is institutional support. Academic support also includes libraries, museums and galleries, media such as audio-visual services and information technology, academic administration and personnel providing administrative support and management direction to the primary missions, separately budgeted support for course and curriculum development, and other ancillary support services that directly assist the academic functions of the institution.|
|500-Auxiliary||Activities that provide goods or services primarily to students, faculty, and staff, and charge a fee that is directly related to the cost of the goods or services. The distinguishing characteristic of an auxiliary enterprise is that it is managed to operate as a self-supporting activity. Over time the revenues will equal or exceed expenses. Examples include residence halls, food service, college stores, parking and intercollegiate athletics.|
|600-Student Services||Activities outside the context of a formal instructional program that contribute to students’ emotional and physical well-being and intellectual, cultural, and social development. Includes programs such as student services administration, counseling and career guidance, cultural events, student activities, student newspaper, intramural athletics, student organizations, financial aid administration, student health services, student admissions, student records, and other activities that benefit students outside of formal instructional programs.|
|700-Institutional Support||Management and long-range planning for the entire university. Includes executive management, planning and programming operations, legal services, fiscal operations, administrative information technology (when information technology resources are not separately accounted for, the costs associated with the three primary missions is classified as academic support and the remainder is institutional support), space management, employee personnel and records, logistical activities that provide procurement, storerooms, printing, activities concerned with community and alumni relations, including development and fund raising and other activities that provide university-wide support.|
|800-Operation and Maintenance of Plant||The administration, supervision, operation, maintenance, preservation and protection of UTSA’s physical plant. Includes janitorial and utility services; repairs and ordinary or normal alterations of buildings, furniture, and equipment; landscape and grounds maintenance; utilities; security and safety; hazardous waste disposal; property, liability, and all other insurance relating to property; space and capital leasing; facility planning and management; and central receiving.|
|997-Scholarships and Fellowships||Scholarships and fellowships. Includes grants-in-aid, trainee stipends, tuition and fee waivers, and prizes to undergraduate students.|
The expenses in the Statement of Revenues, Expenses and Changes in Net Position in the UTSA Annual Financial Report are reported by Function.
Department ID is a six-character designation that allows responsibility identification and establishes organizational hierarchy for reporting purposes. Department IDs indicate the department, division or college to which a Cost Center or Project ID belongs, and they form the basis for departmental budgets. The first three characters are generally letters denoting the department, division or college, and the remaining characters are assigned to individual Account IDs.
EXAMPLE: The Department IDs for Academic Affairs are ACA001-ACA999.
EXAMPLE: The format for E&G (see “Fund”) Cost Centers are EGxxxx. Capital projects and sponsored projects do not generally have Cost Centers; the Project ID serves a similar purpose for these projects (cost-sharing projects may have both a Cost Center and a Project ID). Cost Centers correspond to DEFINE (legacy system) Budget Groups for converted accounts to facilitate the transition from DEFINE to UTShare/PeopleSoft.
The Project ID allows us to organize information to facilitate project management, reporting, analysis and accounting for Capital Projects and Grant (Sponsored) Projects. Each Project ID is associated with an Activity ID (see “Activity ID”).
Capital projects are identified by an eight-character Project ID. Project IDs for capital projects converted from DEFINE are in this format: SC + last six digits of DEFINE Budget Group (institutional Project IDs may have a slightly different format for deferred maintenance and renovation projects).
Project IDs for new projects managed by UT System Office of Facilities Planning and Construction (OFPC) are in this format: S + OFPC Project Number + Alpha Character. For example: Project # 401-999 will have S401999A as its Project ID.
Project IDs for new projects managed by UTSA are in the format: S + last seven digits of the project work order number. For example: Work order PP-21902223 will have S1902223 as its Project ID.
Project IDs for sponsored projects generally have ten-character Project IDs. New Account IDs have sequential numeric Project IDs, while Project IDs for Account IDs converted from DEFINE are in this format: 3 + DEFINE Budget Group + 0.
NOTE: The SpeedChart (Speedtype) for Sponsored Projects that involve Cost Sharing will have a “C” as the last character.
For converted capital projects that are institutionally managed, the Activity ID is numeric and the DEFINE sub-account is the Activity Description.
Converted capital projects and new capital projects managed by OFPC use a standard Activity ID and Activity Description as shown below.
|Activity ID||Activity Description|
All sponsored projects have an Activity ID of “1” (Activity is not significant for sponsored projects).