Recording RBSA in the general ledger

The recording of revenues and expenses from fee-for-service transactions will depend on the speedtype/fund of the selling department, in accordance with the table below: 

If selling department ST is in Fund Record revenue if NOT charging contracts Record revenue if charging contracts and grants
10, 20 (Non-Auxiliary Enterprises), 29 ID revenue account codes 390000-399999 Account code 390123 ID Sales to Grants/Contracts
20 (Auxiliary Enterprises) Auxiliary Enterprise Revenue account codes 280000-289999 TBD
28, Telecom and Cogen Service Center account codes 380000-389999 Account code 380101 IN Sales to Grants/Contracts
Categories for revenue account codes
Account Account Description Revenue Category Fund
325341 325341 -- ISU Sales - RBSA ExtFed Cust External Federal Revenue 28
325342 325342 -- ISU Sales - RBSA ExtNP Cust

External Nonprofit Revenue

28
325343 325343 -- ISU Sales - RBSA ExtCorp Cust External Corporate Revenue 28
325191 325191 -- Misc Rev - RBSA ExtFed Cust External Federal Revenue 29
325192 325192 -- Misc Rev - RBSA ExtNP Cust External Nonprofit Revenue 29
325193 325193 -- Misc Rev - RBSA ExtCorp Cust External Corporate Revenue 29

If a sale is occurring in a fund not listed above, contact your area accountant. 

Internal expenses should be recorded in the buying department's FOPPS in an ID expense account code, except for sales from Internal Service Centers (Fund 28 or 20 with and EPC 2100) and Auxiliary Enterprises (Fund 20 with EPC 2000). For Internal Service Center and Auxiliary Enterprise internal sales, the purchasing FOPPS will record expense in an expense account as if the purchase had been made from an outside vendor. 

Each of the account code ranges above include individual account codes to be used for specific purposes. A full listing of account codes can be found on the CU System Controller website (Chartfields & Attributes tab). Please note that there are specific revenue account codes for charges to contracts and grants, including a new account code in the ID revenue account code range. 

Bookkeeping alternatives if no exchange occurs

It may occasionally be necessary to move funds from one place to another without an exchange being involved. Because the ISC and ID revenue account codes are intended for use in recording revenues from true sales (exchange transactions), they should not be used unless a legitimate exchange is taking place. Any exceptions must be approved by Point Control. Examples of entries where there is no direct exchange include cost allocations, revenue sharing, or departmental subsidies. There are options available for recording these entries without using the internal revenue account codes:

  • Cash Transfer Journal Entry (CTJE): a cash transfer entry can be made to move funding between units and between funds.
  • Budget Journal Entry (BJE): if the funding needs to be moved within Fund 10, a BJE can be used. Cash transfers should not be used for transactions between Fund 10 FOPPS.
  • Journal Entry (JE): can be used to move revenues and expenses between speedtypes.
  • Recharge account codes (96XXXX): These account codes are typically used for journal entries resulting from cost allocations within a unit, such as overhead allocations.

The table below illustrates examples of transactions which are not considered exchange and therefore should be done via one of the entries listed above. 

Transaction Description Example(s) Bookkeeping Mechanism
Shared Costs Costs that are shared between more than one speedtype for utilization of a good or service Copy machines used by multiple departments JE
Internal Cost Allocation Indirect expenses allocated among benefiting units within same operations Facilities Management overhead, Housing bakery JE using recharge account codes
Shared funding Multiple units providing support to a single program Funding contribution splits for start-up packages CTJE or BJE
Revenue sharing Revenue is generated through the efforts of multiple units and the revenue is split accordingly Performances put on jointly by Music and Theater and Dance JE
Pass-Through/Clearing Revenue, expense or other activity is collected in a central speedtype before being completely distributed elsewhere Suspense or procurement card clearing FOPPS JE
Departmental Subsidies A department provides funding support to a specific program Seed funding for a program, deficit resolution CTJE or BJE

For questions about whether a transaction qualifies as exchange, or about which is the best method for moving funding, contact rates@colorado.edu.