General Ledger

Accounts Payable (AP)

• Pays vendors and processes invoices
• Handles purchasing system (Jaggaer) transactions
• Processes JP Morgan procurement card charges

Travel & Expense (T&E)

• Reimburses employees for approved work‑related expenses
• Includes travel, mileage, meals, and similar costs

Grants & Contracts

• Tracks spending for grant‑funded research and projects
• Ensures expenses follow sponsor rules
• Supports required grant reporting

Billing

• Creates invoices for customers and sponsors
• Used to request reimbursement for costs incurred

Accounts Receivable (AR)

• Tracks incoming payments
• Shows who has paid and who still owes money
• Provides visibility into unpaid invoices

Asset Management (Capital Assets)

• Tracks major equipment and property owned by UND
• Records asset purchases, transfers, depreciation, and retirements

Treasury (Cash Management)

• Manages administration of cash deposits and payments
• Reconciles financial activity with bank records

Budget (Commitment Control)

• This is the budget module for Finance through commitment control
• Helps departments monitor available budget
• Prevents overspending before purchases are made
• Shows real‑time budget balances

An account is a record in our accounting system that tracks the financial activities of a specific asset, liability, equity/fund balance, revenue or expense. It is the framework of how financial transactions are summarized and presented in the financial statements. At UND there are different sets of accounts used for recording transactions versus establishing a budget. The Account chartfield is required to be completed)

• Transaction Accounts: Used to record actual financial transaction activity.
• Budget Accounts: Used to record budgeted revenue and expenses in commitment control. Budget accounts always end in “000”.

Account Types:

• 101001 - 171005 – Asset Account Codes​
• Assets are resources owned by UND. ​
• Examples: Cash, Investments, Receivables, Inventory, Prepaid Expenses, Capital Assets​
• 201001 - 235005 – Liability Account Codes​
• Liabilities are debts owed by UND.​
• Examples: Accounts Payable, Accrued Liabilities, Deposits, Amounts Held for Others, Pension Liability, Long-term Liabilities (Bonds Payable and Notes Payable) ​
• 310001 – 340001 – Equity / Fund Balance / Net Position Accounts​
• Net position is the residual interest in the assets that remain after deducting liabilities. ​
• Only the UND Controller’s office should enter journal entries directly to an equity/fund balance account code.
• 440005 – 491015 – Revenue Account Codes​
• Revenues are inflows of assets to UND resulting from the sale of products or the rendering of services to customers. ​
• Examples: Tuition & Fees, Grants & Contracts, Appropriations, Charges for Services/Sales, Auxiliary Services (Housing, Dining, Parking, Athletics, Bookstore, etc.), Donations, Investment Income​
• 511002 - 730020 – Expense Account Codes​
• Expenses are outflows of assets from UND resulting from the purchase of products and services.​
• Examples: Operating Leases, Interest Expense, Minor Equipment, Payroll, Travel, Lab Supplies, Office Supplies, Food, Repairs, Printing, Utilities, etc.​

ACCORDIAN: FUND (REQUIRED): Funds are used to track specific resources and how they are used. This is necessary because many funds are derived from different sources and have restrictions on how those resources can be spent. Each fund has its own assets, liabilities, revenues and expenses, creating a separate and balanced set of accounts. All funds are required to be budgeted for a transaction to be allowed to post to a fund.

The different types of funds utilized at UND are:

• 10000-14999 – Auxiliary Funds​: Unrestricted funds which furnish services directly or indirectly to students, faculty or staff and which charge feeds directly relating to, but not necessarily equal to, the costs of services. Examples: bookstore, foods service, housing and student centers. ​
• 17000-17999 – Athletics Funds​: A fund range reserved for the Athletics department (1040) for their tracking purposes. ​
• 20000-23999– Local Fund​: Funds at the University that are not supported by money received from the ND Legislature or tuition charged to students. The money is received from student fees, box office receipts from campus productions, gifts, investment income, parking fines, late feeds, rental of campus facilities, and other sources.​
• 26000-26999 – Alumni Foundation Flow-Thru Fund​: These funds are used to record transactions that will be reimbursed from UND Alumni Association & Foundation funds. At the end of each month, UND Procurement & Payment Services will provide UND Foundation with a summary of all transactions that posted to the 26XXX funds. The UND Foundation review the transactions and processes a reimbursement to UND that is deposited into the corresponding 26XXX fund.​
• 28000-28999 – Local (Unexpended Plant) Fund​: Local funds that have been authorized for capital projects purposes. Gifts, grants, bond proceeds and other revenue received/designated for plant improvements are recorded in this group of funds.​
• 30000-35999 – Appropriated Funds​: Funds appropriated by the ND State legislature. This includes money received directly from the legislature and tuition charged to students.​
• 38000-39999 – Appropriated Capital Improvement Funds​: Funds appropriated by the ND State legislature for specific capital projects. ​
• 40000-49999 – Grant & Contract Funds​: These are restricted funds that are provided via an award from a third-party grantor. Funds from grant and contract awards are recorded as federal, state or private grant and contract revenues.​
• 50000-57999 – Scholarship Funds​: These are restricted funds provided by a donor for the purpose of providing scholarships and fellowships for the institution’s students. ​
• 62500-69999 – Loan Funds​: These are restricted funds that are held for the purpose of providing loans to students. ​
• 70200-70499 & 72000-78999 – Quasi Endowment Funds​: These are funds that are designated for a specific purpose by the board, rather than by donors. ​
• 70001-70199 & 70500-71999 – Endowment Funds: ​These are restricted funds that has been given by a donor to support the institution with explicit instructions that the value of the initial gift be held in perpetuity. Only the income generated by the investment of these funds can be used to support UND. ​
• 79000-79299 – Other Restricted Fund​s: Funds that contain gifts that have been given by a donor with a restriction on the use of the fund. Both the initial investment and the income generated by the investment can be used to support UND. ​
• 82500-84999 – Fiduciary Funds: Funds that are owned and controlled by a third party, that are held by the campus as custodian or fiscal agent. ​

An operating unit at UND. All UND departments are assigned a department number.

Departments are organized into units/colleges and every unit/college reports to a Vice President.

The Department is an Optional Chartfield in a journal entry.

Projects are used to accumulate transactions related to a specific grant, capital project, UND Athletics team, or UND Foundation fund number. All projects, excluding UNDF0XXXXX projects, are required to be budgeted. The naming convention for projects is as follows:

• UND00XXXXX – UND Grants & Contract project ID
• UNDP0XXXXX – UND Grants & Contracts program project ID
• UNDA000XXX – UND Athletics project ID
• UNDCXXXXXX – UND Facilities capital projects project ID
• UNDF0XXXXX – UND Foundation fund project ID

This chartfield is optional but if a project is used, the PC Bus Unit (UND01), Project, Activity (1), and An Type must be completed.

Programs are used for tracking purposes for specific departments on campus. They are not required to be budgeted. Programs are an optional chartfield in a journal entry.