Account Association

This table only needs to be modified if you are a new entity, have a new account(s), or have changed the spelling of an existing account(s). This page allows you to edit or add the information needed to match the financial accounts used in your revenue/expenditure or compensation reports.

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Information/FAQ

What is this page?
This page allows you to edit or add the information needed to match the accounts used in your revenue/expenditure report. Contact alexnielson@utah.gov or kmccausland@utah.gov if you have any questions on how to update your account information.
How do I save my report? Does this page autosave?
You can save your report by clicking the "Save Table" button. There is no autosave feature, so make sure to save often so your work is not lost. If you have any save errors you will need to resolve them before closing this website.
Description

Account is a case sensitive field which matches the account exported from your general ledger. This field also is important since it populates the available drop down options in when creating a transparency erport. This account allows you to match match funds, categories, organization, programs, functions, UCA codes, and transaction types to the account typed in your transparency report. Acount names should be the same as those being exported in your financial system so that you can easily copy and paste a large volume.


Requirements
  • Account must be no longer than 255 characters
  • Account names cannot be duplicated and must be unique.
  • Account names should not contain any of the following special characters: `!@#$%^&*+\={};':"\\|<>\/?~
Description

Type is a two character field which designates what "type" of account is being used. There are three options you can choose:

  • PY - Payroll
  • RV - Revenue
  • EX - Expenditure

Requirements
  • Type must be one of the 2 character options above
Description

Uniform Chart of Account (UCA) is a valid code as specified by the Office of the Utah State Auditor (OSA) for local entities OR coding block per Utah State Office Education chart of accounts for school districts and charter schools.

For local entities using the OSA's chart of accounts, it is composed of three number components separated by dashes:

  • Fund (3 digits)
  • Function (6 digits) NOTE: for CARES ACT a lower case 'a' is placed in the second digit of the 'function' component"
  • Account (8 digits)

An example of a valid UCA code would be "100-100000-30000000". For more information on available and valid UCA codes, visit this link: https://auditor.utah.gov/wp-content/uploads/sites/6/2020/09/Chart-of-Accounts-10-26-15_9_17_2020.pdf


Requirements
  • If the account is has a type of PY, then the UCA code can be left blank.
  • The length should be 19 characters if following the OSA's Chart of Accounts.
  • The length should be 25 characters if following the USOE's Chart of Accounts.
  • If the account type is "RV" then the 8 digit piece must begin with a 3
  • If the account type is "EX" then the 8 digit piece must begin with a 4
Description

A fund is a series of self-balancing accounts and should ideally match the funds shown in your financial statements.

  • Fund1 represents the highest/first level in the fund heirarchy
  • Fund2 represents the second level in the fund heirarchy
  • Fund3 represents the third in the fund heirarchy
  • Fund4 represents the fourth level in the fund heirarchy

Requirements
  • All funds cannot contain more than 255 characters
  • Fund1 is required to have a value, but Fund2-4 are not required to contain text and may be left blank.
Description

An Org, short for Organization, is a level in your entity's organizational heirarchy.

  • Org1 represents the highest/first level in the organization heirarchy
  • Org2 represents the second level in the organization heirarchy
  • Org3 represents the third in the organization heirarchy
  • Org4 represents the fourth level in the organization heirarchy

    • Requirements
    • All Orgs cannot contain more than 255 characters
    • Org1 is required to have a value, but Org2-4 are not required to contain text and may be left blank.
    Description

    A Cat, short for Category, is a further level to define the transaction.

  • Cat1 represents the highest/first level in of description of the transaction
  • Cat1 represents the second level in of description of the transaction
  • Cat1 represents the third level in of description of the transaction
  • Cat1 represents the fourth level in of description of the transaction

    • Requirements
    • All Cats cannot contain more than 255 characters
    • Cat1 is required to have a value, but Cat2-4 are not required to contain text and may be left blank.

    Account Association Table