he use of a financial system makes it possible to accumulate and report financial information to those responsible for administration of University funds. The University's financial accounting system is specifically designed to support the financial management of colleges and universities. In addition to the standard accounting functions of accounts payable, accounts receivable and general ledgers, it also performs the specialized functions of encumbrance control, fund accounting, and grants management. The system maintains a financial data base from which standard reports are produced. Funds are assigned to account numbers which are identified by a specific number and title. Within account number, the funds are assigned major classifications in accordance with the purpose of use.

Account numbers are used for administration and management of identifiable activities. An account number consists of seven (7) digits. These digits are codes which indicate the agency, vice-presidential area, class, sub-class, and type and source of funds.

The first digit indicates the State Agency.

1 = University of Oklahoma, Norman campus (State Agency 760).
2 = Law Center (State Agency 761).
3 = Geological Survey (State Agency 760).

The second digit indicates the President/Vice President/Provost area to which this account number is associated. The number designation is as follows:

1 = President
2 = Provost
3 = Administration and Finance
4 = Student Affairs
5 = University Affairs
6 = Oklahoma Geological Survey
7 = Law Center
8 = Construction
9 = Other
0 = Research Administration

The third digit indicates the class of funds.

1 = Institutional Income. All cash received for tuition, fees, etc., is deposited in these accounts. (1X1-8XXX)

2 = Educational and General Operating Budget. Normally called E & G Part I, these accounts, which are funded primarily by an allocation from the State Regents and tuition and fees, operate under the constraints of a budget. Overspending the budget is not allowed. (1X2-7XXX)

3 = Open.

4 = Service Units. These accounts are self-supporting enterprises. The purpose is to provide services to the University departments at a lower cost than outside business enterprises. (Computer Services, Telecommunications, etc.).(134-XXXX)

5 = Restricted Funds. Grant and Contract funds are received from local, state, and federal governmental agencies and other sources and monitored by the Grants and Contracts Administration Office. (1X5-XXXX)

6 = Plant Funds. These are accounts are for construction and renovation projects. The funds come from public and private sources. (1X6-XXXX)

7 = Agency Special Accounts. These are self-supporting accounts with income from sales, dues, and donations. They include the Athletic Department, Housing and Food Service accounts, student organizations, loans and endowments, and other self-supporting organizations. (1X7-XXXX)

8 = Imprest Cash. Controlled by Financial Support Services, this account (198-1101) is used to pay all bills under $300.

9 = Clearing Accounts. Used only by Financial Support Services for accounting functions.

Within the university's accounting system, organizational codes are maintained for each university department (e.g., within Dean/Director and President/Vice President/Provost levels). These organizational codes consist of four levels (two digits to each level). The first level identifies the President/Vice Presidents/Provost level, the second level identifies the College/Departmental level and the third level identifies the Departmental Unit level. The fourth level is not currently utilized. Each account number is assigned a corresponding organizational code.

These codes are assigned by Financial Support Services when the account is originally established and are intended to reflect accurate data to insure that financial information is assimilated and distributed correctly by various university departments.

During the course of events, a department may be organizationally reassigned to another Dean/Director and/or President/Vice President/Provost level. As such, it is imperative that the organizational code be changed to the correct code when the department is reassigned. The Dean/Director must notify the corresponding President/Vice President/Provost of the reassignment who will then be responsible for notifying the University Controller and/or Financial Support Services. Upon notification, Financial Support Services is responsible for modifying the organizational code structure within the accounting system.

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