05.101 Explanation of University Fund Structure Management

Vice Chancellor of Business Affairs

Updated March 1, 2026; Updated July 1, 2006; Updated November 1, 1986; Effective April 1, 1978; supersedes former Administration Policy No. ACG1.10, “Explanation of University Account Code Structure”

Office of State Controller, Office of State Budget and Management, UNC-Chart of Accounts, General Accepted Accounting Principles, Government Accounting Standards Board (GASB)

Policy Details:

1. 1. Purpose

      To provide uniform guidance for the establishment and maintenance of a fund code within the Ellucian Banner Finance module. The Fund, Org, Account, and Program (FOAP) chart of accounts segments that create a chart string are used to record financial and budgetary transactions in the Ellucian Banner Finance module.

   2. Scope

      This policy applies to all UNCW Divisions, Colleges, and Departments. The fund structure explained herein is used for all university funds. The fund and account structure adheres to the uniform University of North Carolina Chart of Accounts. Fund structure is designed to accommodate the financial reporting requirements of various agencies and is flexible enough to provide the data needed for university internal financial reporting.

   3. Policy

      A. Explanation of Fund Code Structure in Ellucian Banner

      The fund code or chart string is comprised of 38 digits divided into the following parts:

      1. Fund (6 digits)

      2. Organization (5 digits)

      3. Account (6 digits)

      4. Program (3 digits)

      5. Activity (6 digits) (Optional)

      6. Location (6 digits) (Optional)

      7. Index (6 digits) (Optional)

B. Definitions 

1. 1. Fund - identifies the fund by the source of funds.
      
      
   2. Organization - identifies which function or department the funds belong to (i.e. the budget authority). 
      
      
   3. Account - identifies what type of balance sheet (assets and liabilities) account or operating statement (expenditures or revenues) account.
      
      

      Designation as follows:

      Assets: 4XXXXX

      Liabilities: 5XXXXX

      Fund Balance: 3XXXXX

      Revenues: 1XXXXX

      Expenditures: 9XXXXX

   4. Program - identifies the functional purpose for which funds are spent or received. 

   5. Activity - identifies specific projects, events, or initiatives associated with a transaction.

   6. Location - identifies the physical location associated with certain assets or transactions.

   7. Index - shortcut identifier used to simplify data entry by automatically populating elements of the chart string.