About the COA Handbook
This handbook explains Yale’s Chart of Accounts (COA) and provides information to promote effective financial management.
What is the Chart of Accounts?
The Chart of Accounts (COA) is a set of codes used to classify and record financial transactions in meaningful ways. Yale’s Chart of Accounts structure was designed to:
- Identify specific “pots” of money and where it came from
- Specify where that money can & is being used
- Record the transactions related to that money
The COA also provides the structure for reporting and monitoring financial activity at Yale. It consists of segments and descriptive attributes (see below for an explanation of the PTAEO account structure) that help the University organize financial information for:
- Internal reporting and financial management
- External reporting and compliance
- Effective management of restricted funds
What’s New at COA?
- COA Training - now offered quarterly through TMS. To register, please click here or go to www.yale.edu/training and search by course owner “Finance” and training category “Chart of Accounts”. This course is intended for University Staff, Faculty or Students working in a Business Office or performing Financial or Accounting activities. This course is designed to provide an introduction to Yale's COA structure for new users and to act as a refresher for more experienced users with information about segment intelligence and more effective COA usage.
- Requesting Multiples – If you are requesting multiple new projects, tasks or linkages or wish to close multiple projects/tasks, you may consolidate LIKE items into one request. Please see the examples below. You must complete the header of the standard COA form; then insert or include a second tab (examples below) with the detail. This is for LIKE items only. Please do not include new projects, new linkages and project closures on the same spreadsheet – each of these require a separate COA form.
- Updated COA procedures and forms (including instructions) now available. Access via “PTAEO Request Forms” page at the ppdev site.
- Expenditure Type Locator – Version 2.1
The ET Locator will help you quickly find Expenditure Type Codes along with their descriptions as well as the full ET hierarchy. For further information please refer to the ET Type Locator Guide in Quick Guides section.
- Project indicates the activity for which the money is used. [“why”]
- Task is a subset of project, and is used to identify components of the project. [“why”]
- Award indicates where the money comes from. [“funding”]
- Expenditure Type indicates the category of an account (asset, liability, fund balance, expense or revenue. [“what”]
- Organization indicates who uses the money. [“who”]
Last Updated: November 8, 2012 (jp).