BANNER Chart of Accounts
Overview of BANNER Chart of Accounts (FOAPAL)
The BANNER Enterprise Resource Planning (ERP) System is a comprehensive, integrated management tool that serves as a repository for TRU's administrative and financial data.
The University's chart of accounts is a coding structure used to classify financial transactions. Financial data is stored in the Chart of Accounts (FOAPAL) that capture and report on data by:
The Banner Finance System is further enhanced by the use of FAST (Financial Administrative Support Tool) product that is fully integrated with the BANNER System. It provides simple and user friendly access to Financial and Administrative information.
The FAST account code structure is that of BANNER and consists of the following elements:
Fund - 6 digits required
Organization - 6 digits required
Account - 6 digits required
Program - 6 digits defaulted
Activity - 6 Characters optional
Location - 6 Characters optional
All financial transactions must include a valid FOAPAL code. Each required element is structured in a hierarchy providing the ability to "roll up" balances for reporting purposes. The roll up accounts have less than 6 digits while the ‘data-enterable’ accounts are ALWAYS 6 digits in length.
The fund code portion of FOAPAL is based on Fund Accounting principles to recognize both external and internal restrictions placed on funds. The fund code has six digits with the first two digits of each code identifying the major type of funding. The remaining digits are used for desired sub-funds in a hierarchy structure to provide various levels of reports. The university's chart of accounts includes 11 major funds:
10xxx – General Operating Funds
15xxx – Professional Development (PD) Funds
16xxx - Internal Research Funds
19xxx – Ancillary Services Funds
20xxx – Capital Funds
30xxx – Specific Purpose – Internally Restricted Funds
35xxx – Bursaries and Trust Funds
40xxx – Specific Purpose – Externally Restricted Funds
45xxx – External Research Funds
50xxx – Endowment Funds
90xxx – Other Entities Funds*
*Consists of TRU Foundation & TRU Alumni Association
General Operating Funds
The General Operating Funds are used for core on-going operating activities, for approved programs and administrative support, with the majority of its revenue coming from government operating grants and student tuitions. Once allocations have been approved, budget transactions are completed by the Budget Office to the various 10xxx accounts. Operating budgets can be transferred between faculties and departments within the general operating fund but can not be transferred to other funds such as ancillary, specific purpose, research, etc.
Professional Development Funds
The Professional Development funds are used to record allocations of Professional Allowances available to member’s of TRU’s Faculty Association and the related expenditures.
The Ancillary Funds are used for on-going operating activities provided on a self-supporting basis. Some of these services include the Bookstore, Campus Activity Center, Parking, Printing, and Conference & Housing Services.
The Capital Funds account for monies designated for the acquisition of capital assets such as land, building and major renovation projects within the University, with the majority of its funding coming from Provincial government certificates of approval and authorized capital borrowings. The fund also records the cumulative investment in capital assets by the university and includes equipment, etc. paid for by designated parts of resources received by other funds.
Specific Purpose – Internally & Externally Restricted Funds
Accounts in the Specific Purpose Funds include self-funded projects, conferences, service contracts and course development generally set up for one time purposes. Funding comes from a variety of sources such as registration fees, contract revenue, grants, donations and endowments. For Externally Restricted Specific Purpose Funds, the funding restrictions are stipulated by the sponsors. Internally Restricted Accounts have restrictions set up by the University.
Bursaries and Trust Funds
Bursaries and Trust Fund include funding and expenditures for Student Aid Trust Fund, TRU Bursaries, and Awards.
The Research Funds include all research projects funded through externally sponsored programs, restricted grants and contracts, and research funded from internal sources. Restrictions placed on these funds by sponsors can often define or inhibit how funds can be spent; specify reporting requirements; detail the specific granting period and outline terms for the use or return of funds upon grant termination. To ensure the university meets these administrative obligations, the Financial Reporting unit in the Finance Department is responsible for the financial administration of all sponsored research accounts.
The Endowment Funds receive money donated for endowments some of which are then passed to and held by the Thompson Rivers University Foundations. The purpose of the Foundation is to encourage financial support of the University through donations from individuals, corporations and foundations to fund scholarships, bursaries and other university purposes; and to promote a continuing interest in the University and in higher education in general.
Other Entities Funds
The Other Entities Fund provides accounting for the TRU Foundation and the TRU Alumni Association, affiliated with the University but not controlled or consolidated in the University's financial statements. The University's chart of accounts is used for recording purposes, however, each entity is responsible for its own financial records and reporting.
This 6 digit code makes up the last half of the FAST code and identifies the unit within the TRU organization. It is structured in a hierarchy along the lines of the University organization chart. For example, the following is a brief overview of the organization codes structure. Please refer to the detailed listing for specific codes.
20xxxx VP Academics
30xxxx VP Advancement
40xxxx VP Open Learning
70xxxx VP Finance and Administration
80xxxx Thompson Rivers University
90xxxx Other Entities
The 6 digit account code is used to classify transactions as to revenue, expense, asset liability or fund balances. They are structured with the following number ranges:
10xxxx Cash and Cash Equivalents
12xxxx Accounts Receivable
14xxxx Prepaid Expenses
15xxxx Long Term Investments
18xxxx Capital Assets
20xxxx Accounts Payable and Accrued Liabilities
21xxxx Wages & Benefits Payable
22xxxx Deferred Revenue
23xxxx Long Term Liabilities
24xxxx Capital Lease Obligations
25xxxx Deferred Capital Contributions
41xxxx Invested in Capital Assets
42xxxx Internally Restricted Net Assets
43xxxx Unrestricted Net Asset
44xxxx Net Assets Restricted for Endowment Purposes
52xxxx Lab, Course and Other Fees
53xxxx Sales Revenue
58xxxx Other Revenue
59xxxx Internal Revenues & Transfers (nets with Internal Expenditures)
61xxxx Wages & Benefits
70xxxx Supplies and Fees
71xxxx Professional Fees
72xxxx Contracted Services
73xxxx Interest, Bank Charges and Related Exp.
74xxxx Cost of Goods Sold
75xxxx Travel, Membership and Training
76xxxx Advertising, Promotion and Recruitment
77xxxx Maintenance, Equip. and Renovations
78xxxx Bursaries, Awards and Scholarships
79xxxx Other Expenses
80xxxx Internal Expenditures (nets with Internal Revenue)
Please refer to the full listing of Balance Sheet and Income Statement accounts for more detail.
The 6 digit program code is a required FOAPAL element and can be used by Finance to identify functions within the general operating or other funds for internal and external reporting purposes. The program code automatically defaults to 999999 so users do not need to change this code on most of their transactions.
The 6 digit Activity code is an OPTIONAL field when coding financial transactions. It can be used by account holders to "tag" transactions within their FAST accounts (fund / organization codes) and it provides the ability to group transactions for a specific project or activity regardless of subcode. It can sometimes be used instead of opening a new FAST code.
Activity code must be established in the BANNER Activity Code Table prior to data entry of any transactions as the code is validated against this table. Client Services will add a new code to the table upon request and once established the code may be used by anyone.
The 6 digit Location code is another optional field. It can be used by account holders to flag and group transactions by location. This code must also be established in a BANNER table prior to use. For more information regarding this code please contact Client Services Department.
The Chart of Accounts will change over time as accounts are added or removed. The following detail was captured from BANNER as at March 16, 2009. If you require assistance identifying a particular code, please contact Client Services within the Finance department. Note that the 6 digit codes are ‘data-enterable’ while the others are set up for reporting purposes.