Chart of Accounts

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Chart of Accounts - Entity

Distribution

Director of Accounting Services

GL Administrator

GL Accounting Manager

GL Accountant

GL Specialist

GL Viewer

Ownership

The Director of Accounting Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

‘Entity’

The Chart of Accounts’ ‘‘Entity’’ segment is the balancing segment in the GL and is used to segregate financial information for each of UVA’s four state agencies (shown in first column of following table). Within each state agency, ‘‘Entity’’ codes also mark the difference between state, local, and funds being held for agencies outside the University (e.g. scholarships, foundations, etc.). The ‘‘Entity’’ segment is structured this way to facilitate creation of financial statements for each of the four agencies and to satisfy other high-level reporting requirements. The following table displays the organization of the ‘‘Entity’’ segment and the ‘Entity’ values as they relate to state agencies and sources of funds.

		‘Entity’ Segment Values
State Agency	Agency Code	Local	State	Outside
UVA	207	10	20	80

MED CTR	209	15	25	85

UVA WISE	246	16	26	86

SWVA	948	17	27	87

Selecting ‘Entity’ Codes

Select the ‘Entity’ code value for a GL transaction based on one of the following general rules:

A Project is owned by only one Org and an Org belongs to only one Agency. Therefore, the ‘Entity’ value must reflect the agency that owns the project identified in the Project segment of the GL string.
A Project can only sponsor one category of Award. Therefore, the ‘Entity’ value must also reflect the appropriate source of funds (e.g. local, state, or outside).

Local ‘Entity’ Codes

Starting with the Project in the GL string, select the Local ‘Entity’ code associated with the state agency that owns the Project to perform such transactions as:

Depositing revenue from local sales and services
Depositing local gift revenue
Creating Journal Entries affecting projects sponsoring awards beginning with D, E, IP, or L.

EXAMPLE: Based on the table above, if you are recording the deposit of a gift to a UVA-Wise project you would begin the GL string with ‘Entity’ code ’16.’

Example string: 16.xxxxxx.2075.4510.xxxxx.0000

State ‘Entity’ Codes

Starting with the Project in the GL string, select the State ‘Entity’ code associated with the state agency that owns the Project to perform such transactions as:

Depositing revenue from state sales and services.
Creating Journal Entries affecting projects sponsoring awards beginning with FA, G, or S.

EXAMPLE: Based on the table above, if you are depositing conference registration payments at SWVA you would begin the GL string with ‘Entity’ code ’27.’

Example string: 27.xxxxxx.1110.4710.xxxxx.0000

Outside ‘Entity’ Codes

If your GL string includes a Fund Source beginning with ‘8’ (Agency Funds) you must use an ‘Entity’ code that begins with ‘8’. (A Cross-validation rule will preclude selecting ‘Entity’ codes beginning with 1 or 2 when a Fund Source beginning with ‘8’ is included in the GL string.)

Starting with the Project in the GL string, select the Outside ‘Entity’ code associated with the state agency which owns the Project to perform such transactions as:

Depositing funds to projects for outside agencies or on behalf of non-UVA organizations
Agencies ‘outside’ UVA include:

Health Services Foundation
Darden Foundation
Law School Foundation

Non-UVA groups or organizations whose money is held by UVA (for scholarships or other similar purposes):

Seven Society
Colonnade Club
ROTC Scholarships
VA Museum of Natural History

Creating Journal Entries affecting projects sponsoring awards beginning with Y

EXAMPLE: Based on the table above, if you are recording the deposit of a gift to a UVA Foundation project you would begin the GL string with ‘Entity’ code ’80.’

Example string: 80.xxxxxx.8010.4505.xxxxx.0000

NOTES:

When completing a Deposit entry in GL, select the GL debit string for Cash from the list of Aliases in the Accounting Flex Field (DFF). Do notchange the ‘Entity’ code on the Cash line of the Journal Entry.

Effective: 05/03/04

Revision: 1 12/05/04