General Ledger Charts of Accounts Maintenance

Policy Summary

Requested modifications (additions, deletions, or changes) to the general ledger chart of accounts must be submitted to the Office of the University Controller (CO) and be accompanied by a statement justifying the business reason for the modification. 

Who is Governed by this Policy

• Staff
• Faculty

Policy

In order to maintain the accuracy of the general ledger chart of accounts, only designated Financial Reporting (FR) personnel in the CO are authorized to perform production system chart of accounts maintenance or modifications (additions, deletions, and changes).  The documentation justifying modifications to the chart of accounts is maintained by CO. 

All requested modifications to the chart of accounts must be submitted using the forms found in the Chart of Account Maintenance Sharepoint. For detailed instructions on completing the form see Steps for Requesting Changes to GW’s Chart of Accounts.  The forms include a section to provide a statement justifying the business reason for the modification.  When additions to the chart of accounts are requested, departments are expected to consider and request deletion of segment values that formerly supported the business operation for which new values are being created.   

All chart of accounts modification requests must be submitted at least 14 business days prior to initial intended usage of the account or segment. Chart of account modifications for Organization and Funding Sources within the Operating net asset class segments must be approved by Financial Management Divisions & Schools (FM) before they will be considered by the CO. Approved requests will be processed within 7 business days from the time they are received by CO. An automated email notification is sent from the Sharepoint when the request is completed.

Procedures

• Steps for Requesting Changes to GW’s Chart of Accounts

Forms

• Chart of Accounts Maintenance Sharepoint

Contacts