Importance
Transaction codes are used to describe the nature of an item in a consistent manner across all Departments. They are used to describe income and expenditure transactions as well as any brought forward balances and items that are recorded on the University’s balance sheet (eg assets and liabilities). This is required for reporting and control purposes. There are currently (at July 2015) 5,200 Transaction codes enabled on the system. For detailed guidance, see section 3: Transaction codes.
Format
The code consists of four characters: the first identifies what sort of account the transactions should be attributed to and the next three exactly what the transaction was. The codes you will most commonly use are likely to begin with E (for expenditure) or L (for operating income).
1st Letter |
Detail |
|
---|---|---|
A B C D |
Stipends Casual pay and other pay elements Wages Wages (no longer in use) |
Expenditure - pay |
E F |
Consumables expenditure Other non-pay expenditure |
Expenditure – non-pay
|
H K L N |
HEFCE income Academic fees and support grants Other operating income Investment income |
Income
|
P S T U V W X |
Fixed assets Bank accounts, petty cash and investments Stock Debtors Creditors Deferred capital grants Reserves and investment revaluation |
Balance Sheet |
Requesting a new Transaction code
If a new Transaction code is required, the Departmental Secretary or Administrator should email a request to the helpdesk at ufsglcodes@admin.cam.ac.uk and give the following information:
- The name of the required Transaction code
- Its purpose
Further information may be required to support the request. If the request is approved, an appropriate code will be allocated by the Finance Division.