Create the account whose purpose matches your need and fund type. Correctly creating an account facilitates its management.
|Account Type||Account Purpose(s)|
|State Operating|| |
|Income Fund Reimbursable (IFR) || |
|Dormitory Income Fund Reimbursable (DIFR)|| |
|State University Tuition Reimbursable (SUTRA)|| |
The type of state account and the account number are determined based on information provided from the department when the account is created.
The beginning digits of a state account represent the fund type and are generally consistent with the information in the table:
|Beginning Digits||Fund Type |
|01, 02, 03||Construction Fund|
|18||Student Aid |
|8709||Dormitory Income Fund Reimbursable (DIFR) |
|90, 91, 94, 95||Income Fund Reimbursable (IFR)|
|96||State University Tuition Reimbursable (SUTRA) |
A NACUBO Code is assigned to all accounts. When possible, the 3rd and 4th digits of state accounts are used to represent the NACUBO classification. This sets the functional classification standards for all colleges and universities.
We are committed to following set industry standards in account classification and transaction processing. It is important to make sure accounts have the correct NACUBO classification as this information drives financial reporting and is used for comparisons to peer institutions.
A complete listing of the chart of accounts can be found in SIRI on the support tables dashboard.
NACUBO sets the functional classification standards for all colleges and universities.
Create a new state account to reorganize or to track allocation and expenditure detail with respect to the NACUBO function classification. State accounts include:
All new state accounts are now established with a sub account which is the seventh and eighth digits of an account. Sub-accounts provide units with the opportunity to group expenditures or similar activity and provides flexibility to add sub accounts in the future.
An account should be re-purposed (title, entity or unit change) or closed if the account no longer serves the purpose it was originally intended for.
Criteria to Close an Account
A master (XXXXXX-00) account cannot be closed if there are sub accounts that will remain open. The balances in all sub accounts associated with the master account must first be cleared to close the master and all associated sub accounts.
Criteria to Close an Account by Funding Source:
|State Operating||IFR||SUTRA||DIFR||Transaction Type to Clear Balance |
|Annual Allocation (1) ||Must be $0||Must be $0||Must be $0||Must be $0||eBudget Revision|
|Free Balance ||Must be $0 (2)||N/A||N/A||N/A||IDI|
|Cash Balance ||N/A||Must be $0 (3)||Must be $0 (3)||NA||Revenue Transfer|
|Encumbrance (4)||Must be $0||Must be $0||Must be $0 ||Must be $0|