Chart of Accounts: Fund

The Fund chartfield is a 4-character alphanumeric value which identifies source of money. Fund identifies the source of financial support and demonstrates restrictions imposed by the governing board or in accordance with regulations, restrictions, or limitations imposed by sources outside the institution. It is a required field on revenue, expense, and transfer transactions.

Fund is used to describe, in broad terms, the source of the transaction. In most cases, fund is presented in a summary form and is shared among departments. For example, all departments will share one “Sales and Service” Fund and other chartfields will provide information on the specific department and activity. Individual funds beyond the summary level are not established for internal unrestricted purposes. Funds for gifts, endowments and sponsored projects will also be in summary form. For example, a private gift uses a “Private Gift” fund, and a federal contract may use a “Federal Contracts” fund. The granular related information for the purpose or activity related to each gift or sponsored project is tracked using the Project chartfield.

Purpose/Use

A new Fund chartfield may be established when:

  • A fund source is needed to track an external restriction imposed by the governing board or in accordance with regulations, restrictions, or limitations imposed by sources outside the institution.

Numbering Convention

  • There is no numbering convention in the Fund field. It can be any random 4-character alphanumeric value.

Attributes

Field Name Type Length Description

Set ID

AN

5

See Set ID description in Account chartfield attribute.

Fund

AN

5

An alphanumeric value assigned to a fund.

Effective Date

Date

 

The date that the attributes and definitions associated with a fund go into effect.

Effective Status

AN

1

Fund status as of Effective Date:

  • A = Active
  • I = Inactive

Description

AN

30

30-character fund description

Short Description

AN

10

10-character fund short description

Budgetary Only

AN

1

Y/N value, indicate whether the value is to be used for budgetary purposes only. A budgetary fund will not be available for recording actual transactional entries.

Award Type

AN

1

For sponsored project funds, Award Type designates an award as one of the following:

1 - Cooperative Agreement

2 - Contract

3 - Grant

4 - Gift

Restriction Code

AN

1

Code indicating whether a fund can be used for any operating purpose or is subject to special restrictions established by external

agencies or The Regents:

R – Restricted (default)

U – Unrestricted

G – General

Budget Code

AN

1

Code indicating whether fund is budgeted (i.e., incorporated into the annual budget, including State of California support, nonresident tuition fees, registration fees, endowments, and miscellaneous other funds) or non-budgeted (including certain discretionary funds, or funds provided for a limited time period and specific purpose, such as federal contracts and grants, private gifts and grants, special agreements with state and local agencies, and other special income)

B – Budgeted

N – Non-Budgeted (default)

OH Offset Fund

AN

5

Fund used to record indirect cost (i.e., F&A or overhead) offset.

UCOP Fund Group Code

AN

6

Code between 000000-999999 that indicates the category to which a fund belongs in UCOP’s accounting structure; used to generate many campus and UCOP reports. It identifies activity in a consistent manner across campuses.

Unexpended Balance Account

AN

10

Unexpended Balance account for the fund; used in combination edits to prevent invalid use of Unexpended Balance account

Fund Class

AN

4

Code indicating the type of fund to be used to determine the appropriate Transaction Code for UCOP equity transfer reporting purpose:

CURR – Current

UNXP – Unexpended Plant

RIND – Retirement of Indebtedness

INCA– Invested in Capital Assets

RRPL – Renewal and Replacement

LOAN – Loan

ENDW - Endowmenta

Values

Refer to the Inquiry Reports for a list of valid values.