Chart of Accounts (COA), Finance

Chart of Accounts (COA), Finance

Forms and PTAEO Definitions

About Project

All activities undertaken by the University are organized into projects. Projects enable departments to track work activities from budget set-up through completion of the activity.

Each project has a unique 7-digit number that is automatically assigned. The project number is an essential segment in the Chart of Accounts and must be part of all financial transaction records. The duration of a project may be limited to a specific period or may continue indefinitely if the project represents an ongoing activity.

There are 2 main project categories:

  • Operating
  • Sponsored

Project Attributes

Each project must have:

  • a name, which must be unique and clearly describe the purpose of the project. Can use up to 30 characters. Sponsored project names are assigned by the Grants and Contracts Pre-Award Offices. Other project types are named by the departments.
  • a functional classification, which indicates the purpose of the activity . This provides the ability to summarize and report by major program. There are 12 functional classification codes. See the Functional Classification Matrix.
  • a project-owning organization that is responsible for monitoring and managing the project. However, a project can be linked to other organizations for charging purposes.
  • a project manager who is responsible for conducting the activity of the project. On a sponsored project, the principal investigator is the project manager.
  • a start date. End dates are optional.

Project/Award & Project/Organization Linkages

A project/award and a project/organization linkage must be established during the set-up process. Linkages are used to validate data entry and ensure that only the appropriate project/award and project/organization combinations are debited and/or credited.

About Functional Classifications

Each project is classified according to its primary purpose in one of the following functional classes. Each project may have only one functional classification assigned to it. For a list of the project functional classification rules for specific divisions and organizations, refer to the Functional Classification Matrix.

01 Education All educational activities offered either for credits toward a degree or certificate, or on a non-credit basis.
  • Academic courses
  • Educational programs
02 Academic support Resources and programs to support the academic missions of the University.
  • Libraries, museums, and galleries (except public access and events)
  • Academic computing, audio-visual and photographic services
  • Recruitment and start-up for faculty primarily engaged in teaching
03 Student life and services Programs and resources provided for the benefit and support of students outside the context of the formal instructional program.
  • Residential colleges and programs
  • Student activities including varsity and intramural athletics
  • Student administrative offices such as the Registrar, Bursar, Admissions, and Financial Aid
04 Organized research Research efforts that are separately budgeted and accounted for, including cost sharing where required by the award, and which meet at least one of the following criteria:
  • There is a competitive or review process to establish the project, or
  • There is a specified scope and deliverables.
This classification includes:
  • Sponsored research projects including clinical drug trials
  • Institutionally funded research projects meeting the definition above.
05 Research training Activities directed toward provision of practical research training, usually at the postgraduate (including postdoctoral) level.
  • Sponsored research training programs
  • Research fellowships
06 Research support Resources and programs that support the research missions of the University.
  • Core scientific facilities
  • Biological, chemical and radiation safety
  • Research administration
  • Recruitment and start up for faculty primarily engaged in professional practice and training.
07 Professional practicum Professional practice and training. These activities take place primarily in the professional schools.
  • Patient care services and practice administration
  • Clinical training such as residency programs
  • Drama productions and legal services
  • Recruitment and start up for faculty primarily engaged in professional practice and training
08 Public services Programs and activities directed toward the community. These may be funded from a variety of sources, both institutional and external.
  • Libraries, museums and galleries public access and events
  • Community services and outreach activities
09 Other scholarly activities Research, development and scholarly activities that are neither organized research nor direct educational and instructional activities, and are not formally budgeted and accounted for.
  • Faculty leaves
  • Journals and editorships
  • Faculty directed activity not readily assignable to other classifications
10 Administration Planning and management of financial, physical and human resources.
  • Institutional, school or departmental administration
  • Information technology and computing support
  • Dean, department chair or other administrator recruitment
11 Facilities Operation and maintenance of physical plant.
  • Custodial services
  • Grounds maintenance
  • Non-capital alterations and renovations
  • Facilities administration
12 Institutional external affairs Activities directed toward external constituencies on behalf of the institution
  • Development and fund raising
  • Public affairs
  • Government relations

About Operating Projects

Operating projects are activities supported by all fund sources other than sponsored awards. An operating project cannot be linked to a sponsored award. Any project funded wholly or in part by a sponsored award must be classified as a sponsored project.

Capital projects are a specific type of operating project undertaken to extend the useful life of an asset or to create a new asset, and are managed by the Office of Capital Management. Projects of this type are generally expected to exceed $50,000 in total expenditures. If you think a project your organization is considering might be a capital project, contact the Office of Capital Management at 432-3060.

About Sponsored Projects

Sponsored projects are activities funded wholly or in part by sponsored awards, most notably by grants and contracts. Important aspects of the project (e.g. its start and end dates) are determined by the terms of the sponsored award it is linked to.

Project Form

Click for Project form.

Last Updated: June 29, 2009 (jp).