Navigation

  1. Accounts for Programs
  2. Apparel
  3. Athletic Forms
  4. Athletic Scholarships
  5. Home Contest
  6. Individual Travel
  7. Cell Phones
  8. Professional Memberships
  9. Purchasing
  10. Rate Approvals
  11. Recruiting
  12. Team Budgets
  13. Team Travel
  14. Issuing and Collecting Equipment

Return to Manual

Explanation of Accounts

Athletic Accounts reside in two different legal entities: the University and the IP Foundation.

The university and the foundation have different policies and procedures.

Example: All revenue that enters the foundation falls under the foundations policies and procedures regardless of its origin

Generally speaking, foundation rules are not as stringent as university rules. Money can flow from the foundation to the university, but not vice versa.

Requests for reports on your accounts can be handled by the Athletics Business Manager.

Account Structure

The University account structure has two pieces of information: the Fund the Cost Center.

Funds

A fund is where the cash is located.

The fund describes the funding source. For example, a Gift Fund is where gifts are deposited.

Funds are made up of eight (8) digits and the first four help describe the fund. For example, Gift Fund numbers have the following structure: "5106XXXX".

Cost Centers

Cost Centers describe long -lived activities and functions.

Cost Centers are made up of 10 digits. The first 7 digits of Athletic Cost Centers are always "2002021" or "2002022".

The last 3 digits of a Cost Center describe the program.

In athletics, when the eighth digit is "1," it's related to "Recruiting", when it's "2," it's related to "Team Travel" and when it's "0" it's everything else (e.g. general operations)

The final two digits are related to the area within Athletics.

Example 2002022105 is Men's Soccer Recruiting. The eight digit, "1," signals recruiting while the last two digits, "05," signal Men's Soccer.

Fund and Cost Center Combinations

General Ledger Accounts (G/L Accounts)

All transactions use a G/L Account in combination with the Fund and Cost Center.

G/L Accounts are descriptions of the transaction. Examples: sales, gifts, interest, travel, equipment, payroll, etc.

G/L Accounts are made up of six digits. The first three digits designate the descriptive group, and the last three designate the specific description.

G/L Accounts that start with a "4" are income accounts, and accounts that start with a "5" are expense accounts.

Common Athletics G/L Accounts

Foundation Accounts

The Foundation account structure is more like a standard checkbook. It has a simple account number of seven digits.

Foundation Account Listing