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Financial Systems

SMU Chart of Accounts

SMU's financial system accumulates and reports financial information to those responsible for administration of University funds.  The University's financial accounting system, PeopleSoft Financials for Public Sector, 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 ledger, it also performs the specialized functions of fund accounting, encumbrance reporting, and grants management.  The system maintains a financial database from which standard reports are produced.

Accumulators known as ChartFields are used to track and report on transactions.  The chart fields are Fund, Account, Organization, Project/Grant, Program, and Sub-Class.  Chart fields are maintained by Financial Systems Support.

Fund

Funds segregate financial information for the purpose of carrying on specific activities and attaining certain objectives in accordance with regulations, restrictions, and limitations.  They maintain a self-balancing set of accounts to record cash and other financial resources, together with related liabilities and residual equities or balances.

Length  2 characters 
Type Numeric 
Use  Distinguish transactions for traditional fund accounting.  Used by Grants and Contracts to
distinguish funding source group.
Examples  10 - Unrestricted Fund

12 - Designated Fund

20 - Current Restricted Fund

25 - Plant Fund

30 - Endowment 
Required  Yes 

Click here to download the complete list of Funds.

Account

Accounts classify transactions as expenditure, revenue, asset, liability, or equity (fund balance) transactions.

Length  4 characters 
Type Numeric 
Use  Accumulate transactions by natural classification
Examples  Cash

Accounts Receivable

Accounts Payable

Tuition Revenue

Supplies Expense
Required  Yes 

Click here to download a complete list of Accounts (SMU Community only).

Organization

Organization codes (Orgs) represent a department or discrete operating unit within the University.  Budgeting and reporting occur at the Organization level.

Length  6 characters 
Type Numeric 
Use  Accumulate transactions for each individual reporting/budgetary unit
Examples  Office of the President

College Anthropology

Dean of Students

Controllers Office
Required  Yes 

To view a list of Orgs for your area, contact your Financial Officer.

Project / Grant

Project / Grant IDs segregate and track grant and project encumbrances, revenues, and expenditures.

Length  7 characters 
Type Alpha-numeric (alpha character(s) denote(s) type of grant or responsible area for non-grants)
Use  Accumulate transactions for particular grants, projects, or events (used instead of subclass when there is a specific start and end date or when payroll costs will be charged.)  Also used to track costs of phases or segments within a larger project.
Examples  Electrical Magnets

Dorm Renovation

President's Visit
Required  Only for Grants and Contracts 

To view a list of Projects / Grants for your area, contact your Financial Officer.

Sub-Class

Sub-class is a flexible accumulator.  Sub-class codes are utilized for a variety of purposes, depending on the situation. For example, sub-classes are used to track individual travel receivables.  Individual schools or departments can tailor sub-class for specific reporting needs.  However, there are university-wide sub-classes to capture revenues and expenses for specific transaction-types such as University Donations and Training Costs.

Length  5 characters 
Type Numeric or Alpha-numeric
Use  Sub-account to track individual receivables

Sub-account to further break down revenues and expenses

Accumulator for a particular event or type of expense that repeats from year to year

Accumulator for specific University-wide transaction types not covered by an Account
Examples  Travel Receivables

Mock Court Trial Competition

University Donations
Required  Only for Travel Receivables

View a list of University-wide sub-classes.  To view sub-classes for your area, contact your Financial Officer.

Program

Programs are groups of related activities directed toward the accomplishment of sets of identifiable objectives. Program codes are not assigned by a user when inputting a transaction into the system. A system process runs monthly that assigns program codes to transactions based upon a set of criteria.  Program categories are used for financial and statutory reporting.

Length  5 characters 
Type Alpha
Use  System-populated on revenue and expense lines in the Ledger based on transaction criteria to provide reporting by functional category
Examples  INST - Instructional Support

ACAD - Academic Support

STUD - Student Services
Required  Yes (but not at the time of input)

Click here to download a list of Programs.