Chart of Accounts
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Page 1
What is a Chart of Accounts?
 A list of all accounts names and numbers
 Illustrates the University’s organisational hierarchy in
terms of numerical values
 Used to split revenue and expenses to allow
reporting by different categories
 A means of categorising financial transactions
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Page 2
Why change?
 To support the move from cash to accrual accounting
 To classify Revenue, Expenses, Assets, Liabilities in
accordance with UTS Management Structure
 To ensure accurate reporting of the University’s
financial position
 Provide accurate analysis of Income & Expenditure
against budget
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Page 3
General Definitions of Chart of Accounts
Income
 Revenue from various sources.
 Examples of revenue, student
fees, sales, grants
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Expenses
 Expenses are paid for as they are
consumed.
 Examples of expenses are:
salaries, travel, stationery,
electricity etc.
Page 4
General Definitions of Chart of Accounts
Liabilities
Assets
 Amounts owed to the University
by other organisations or
students.
 Have lasting value, which is
utilised over time. NB: UTS only
recognises assets with a value
greater than $5,000 individual
items
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 Amounts owed by the University
to Creditors or Staff.
 Examples of Liabilities would be:
leave provisions, loans owing etc
Page 5
What is the change?
Today
–
2 Segments
•
•
Cost Centre/Project
Category
From Jan 5
–
–
–
7 segments
Cost Centre & Project separated
6 Of 7 segments relate to the cost centre or organisation unit
•
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Page 6
7 Segments of Chart of Accounts
Company
UTS or associated organisation
Organisation Unit
Location
Faculty / Division / Unit
Campus / Geographical Location
Activity
None or Specific Project Research Grant
Natural Account
Type of Expense/ Income / Asset / Liability
Future
Intercompany
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(Defaults)
(Defaults)
Page 7
Company Segment…
Consolidated
00
UTS
02
Insearch
03
accessUTS
04
AusAid
05
UTS Childcare Inc
06
Company
Organisation Unit
Location
Activity
Natural Account
Future
UTS Union
07
Students Association
08
2SER-FM
09
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Intercompany
Page 8
Organisation Unit Segment…
Faculties
Business
100000 - 119999
DAB
120000 - 139999
Education
140000 - 159999
Engineering
160000 - 179999
FIT
180000 - 199999
HSS
200000 - 219999
Law
220000 - 239999
NMH
240000 - 259999
Science
260000 - 279999
IIS
280000 - 299999
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Page 9
Company
Organisation Unit
Location
Activity
Natural Account
Future
Intercompany
Organisation Unit Segment…
Administration
Company
VC
500000 - 519999
DVC
520000 - 539999
Location
CFO
540000 - 579999
Activity
PVC (Teaching & Learning)
560000 - 579999
PVC (Research)
580000 - 599999
Executive Director (Org Supp)
600000 - 619999
Registrar
620000 – 639999
PVC (International)
640000 - 659999
VP (Alumni & Development)
660000 – 679999
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Page 10
Organisation Unit
Natural Account
Future
Intercompany
Location Segment…
Total UTS
000
Total Australia
100
–
–
–
–
–
–
UTS (Default)
Broadway
Haymarket
Kuring-gai
Gore Hill
Other NSW
Total Overseas
–
–
–
–
–
–
Malaysia
Singapore
China
Indonesia
Vietnam
Other Overseas
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110
120
130
140
150
190
Organisation Unit
500
Natural Account
Company
Location
Activity
Future
510
520
530
540
550
590
Intercompany
Page 11
Activity Segment…
Operating
0000000 - 0999999
- Short Courses
0100000 - 0199999
- Special Purpose
0200000 – 0299999
- Repairs & Maintenance
0300000 – 0399999
Company
Organisation Unit
Location
Activity
External Research
1000000 - 1999999
Natural Account
Internal Research
2000000 - 2999999
Future
Scholarships
3000000 - 3999999
Prizes
4000000 - 4999999
Capital Works
5000000 - 5999999
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Page 12
Intercompany
Natural Account Segment…
Balance Sheet
Company
Assets
10000 - 19999
Liabilities
20000 - 29999
Equity
30000 - 39999
Organisation Unit
Location
Activity
Natural Account
Future
Intercompany
Profit and Loss
Income
40000 - 59999
Expenses
60000 - 99999
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Page 13
Future Segment…
Company
Organisation Unit
Location
Activity
Natural Account
 Defaults
Future
Intercompany
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Page 14
Intercompany Segment…
Company
Organisation Unit
Location
Activity
 Defaults
Natural Account
Future
Intercompany
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Page 15
Example…
Company
0 2
UTS
5 4 2 0 1 0
FSU
1 2 0
Broadway
0 1 5 4 0 9 9
Data Cleansing
Natural Account
6 1 1 1 0
Salaries
Future
0 0 0 0 0
Default
0 0
No
Organisation Unit
Location
Activity
Intercompany
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Page 16
Demo
Help me work out my new code!
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Page 17
What does this mean for me?
 Use the new Chart of Accounts from 5 Jan
 7 segments instead of 2
 Support tools located on FSU website
 Mapping tool
 Coding dictionary
 Payment request form will no longer be used – use stamp or
write the new code and details onto supplier invoice
 Use the new codes when sending mail and when you contact
the switchboard for long distance calls
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Page 18
Need Help?
If you encounter a problem or simply have a
question while coding, you should:
Go to the FSU
Website
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Ask local COA rep
Page 19
Contact your
Management
Accountant
Liaison Officer
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Page 20