this presentation is designed to provide you information about the budget number structure you can...

Budget Number

Structure

This presentation is designed to provide you information about the Budget Number Structure

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TUTORIAL PRESENTATION

A budget number is comprised of six different types of identification codes separated by a dash:

XX-X-XXXX-XXXX-XXXXXX-XXX

e.g. 12 -0 -3050-6600-558700-100

Cabrillo follows the uniform account structure developed by the California Community College Chancellor’s Office. Detailed information can be found in the Budget and Accounting Manual at: http://extranet.cccco.edu/Divisions/FinanceFacilities/FiscalStandar

ds/BudgetandAccountingManual.aspx

ABOUT BUDGET NUMBERS

http://extranet.cccco.edu/Divisions/FinanceFacilities/FiscalStandards/BudgetandAccountingManual.aspx

http://extranet.cccco.edu/Divisions/FinanceFacilities/FiscalStandards/BudgetandAccountingManual.aspx

The first two numbers identify the FUND


CABRILLO COLLEGE FUNDS

The second number is for LOCATION


Currently, this number should always be “0”. This is labeled as Aptos but is actually tied to all campus locations.

The third number is the COST CENTER


The cost center identifies departments, divisions and some locations. For example:

4310 - English Department

4205 - BELA Division

4025 - Watsonville Center

The fourth group is the ACTIVITY CODE


This is used to categorize expenditures by instructional discipline, instructional support, and administrative services.

It is a critical code used in the 50% law reporting to the California Community College Chancellor’s Office.

CABRILLO’S ACTIVITY CODES

The fifth group is the OBJECT CODE


This is used to identify the nature of expenditure and income. Each number within the code represents an additional level of detail.


Object Codes include but are not limited to the following:


The last group is the PROJECT NUMBER

This is used for tracking specific programs that are generally externally funded. These are usually part of the Restricted Fund 12.

Some examples are Matriculation #194, DSPS #111, and EOPS #126.

Project funds cannot be commingled with non-project funds which is why, as an example, budget could not be transferred between a project 000 and a project 194.

All parts of the budget number, especially the object code, should accurately identify the actual expenditure or revenue.

Do not use a budget number that does not match the expenditure simply because it is open and has available budget.

The Business Office will create new accounts that are necessary but do not currently exist; the budget transfer request will serve as authorization to open the budget number with the correct coding.


This is the end of this learning module.

For additional information about Business Office policies and procedures, please refer to the

Business Office Guide located at: http://www.cabrillo.edu/internal/businessoffice/


http://www.cabrillo.edu/internal/businessoffice/

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