Chart of Accounts | Capital University, Columbus Ohio
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Chart of Accounts

  • Welcome to Capital University's Chart of Accounts (COA) Redesign Website. This website will be your one stop shop for information and support during and after the COA redesign. The new COA is planned to go live on April 22, 2019.

    The COA is a listing of all account numbers in the University’s financial system that allows departments to track revenues and expenses that impact their budgets. It also allows the University to record our assets (e.g. cash, investments, buildings), liabilities (e.g. debt, accounts payable to vendors), and net assets. This is information is used as the basis for financial reporting and making decisions.

    •  April 4, 2019 – 2nd preview of budget reports in the new COA is open for viewing in Synoptix Test environment. Budget managers should view their reports and report change requests not reflected to eday@capital.edu by Friday April 12, 2019.

    Training & Resources

    The first round of user trainings occurred in February and March. A recorded version of this training is available below. Additional sessions to help users navigate the changes and answer questions will be conducted in April (dates and times will be announced shortly). The following downloadable tools, training video and quick reference guides are designed to improve understanding and make this transition as easy as possible for you.

    Introduction to the New Chart of Accounts

    ACCOUNT NUMBER STRUCTURE

    A new 20 digit chart of account has been created to replace the current 12 digit chart, which is more than 30 years old. While these changes will result in some additional complexity, they will provide greater flexibility and improved reporting capabilities. 

    The new chart also has 5 components versus 3 components of the old chart. The component are as follows:

    • Fund: 2 digit that identifies the source of funding for your transaction
    • Location: 2 digit that identifies the campus incurring the expense. Note there is a forth location identifying general University expenses that cannot be associated to anyone campus.
    • Department: 6 digit number identifying your administrative unit.
    • Object: 5 digit number that describes the transaction taking place. E.g. Supplies, travel, salary, etc.
    • Activity: 5 digit number that identifies restricted accounts, projects, student organizations, trips as well as provides for an optional tracking of activities specific to your department.

    The Quick Reference Guide (PDF) will assist you in selecting the various components to build your accounts.

    This table translates the fund numbers from the old chart to its equivalent number in the new chart.

    OLD FUND NEW FUND
    21 -  Current Unrestricted 10 – Current Operating (Unrestricted)
    22 – Current Unrestricted (Internally designated) 11 – Current Internally Restricted
    23 – Current Temporarily restricted 20 – Current – Temporarily restricted
    51 – Unexpended Plant Fund 12 – Unexpended Plant Fund
    60 – Agency Fund Now part of Fund 10 (Current Operating)

     The following are additional resources to help you identify the various components to use in the new chart.


    Updated Forms

    All finance forms have been updated for the new chart of accounts. These forms are available for use beginning April 15, 2019.


    Frequently Asked Questions

    The COA redesign will impact the entire University and many of our systems. Please review the FAQ (PDF), which answers common questions you may have. If you work with account numbers in any way, it will be very important for you to familiarize yourself with the information attached. Further questions can be emailed to finance@capital.edu.