Colby College Accounting Structure

A Colby “account number” consists of 3 or 4 parts:
Fund.Center.Object.Project (if necessary) – 02.1234.6578.9012

  • Fund: Two digit number usually 01, 02, 05 etc ~ ie: 01 (Unrestricted current fund/general budget), 02 (Restricted Current Fund/grants etc), etc
  • Center: Four digit number that determines ownership of the account – every department/group has a different center
  • Object: Four digit number that classifies the expense – 6100: travel, 6190: food & entertainment, 6512: office supplies, etc. (see below for short list of commonly used object codes)
  • Project: Four digit number used ONLY for restricted funds starting in 02, 05, etc – NOT to be used when using an 01 fund – that further describes the source of the restricted fund

Each department has a set operating budget each fiscal year, that does NOT rollover if underspent.  The chair of a department is responsible for maintaining the operating budget and staying within the dollars given.

If you have any questions or corrections, please contact Scott Smith x4123

 

Commonly Used Object Codes

6100 TRAVEL
6110 TELEPHONE
6112 CELL PHONE
6120 FREIGHT
6125 POSTAGE
6130 OFF-CAMPUS PRINTING
6150 CAR RENTALS
6153 RENTAL – OTHER
6190 ENTERTAINMENT
6210 DUES/MEMBERSHIP/SUBSCRIPTIONS
6220 ADVERTISING
6310 LEGAL
6350 HONORARIUM
6370 CONTRACT SERVICES
6390 NON-TAXABLE SERVICES
6512 OFFICE MATERIALS-OTHER
6530 EDUCATIONAL MATERIALS/SUPPLIES
6701 DEPARTMENTAL PRIZES (goes thru Scott Smith)
7110 OFFICE EQUIPMENT
7120 OFFICE FURNITURE
6850 UNCLASSIFIED
6858 DONATIONS