Transaction codes are used to define the nature of an item in a consistent manner across all departments. As well as income and expenditure transactions, they describe any brought forward balances and items that are recorded on the University’s balance sheet (e.g. assets and liabilities). This is required for reporting and control purposes. For detailed guidance, see section 3.
Format
The code consists of four characters: the first character identifies what sort of account the transactions should be attributed to, and the next three letters identify exactly what the transaction is for.
The table below provides an overview of types of transactions encountered at the University. The first column of the table gives the category that the transactions belong to, the second column gives the initial identifying letter, and the third column gives the detailed description of the account.
| Type | 1st Letter | Detail |
|
Expenditure - pay |
A B C D |
Stipends Casual pay and other pay elements Wages Wages (no longer in use) |
|
Expenditure – non-pay |
E F |
Consumables expenditure Other non-pay expenditure |
|
Income |
H K L N |
HEFCE income Academic fees and support grants Other operating income Investment income |
|
Balance Sheet |
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 |
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 ufs_gl@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.
Latest version 01 May 2024