Mission
As a part of Controller's Office, General Accounting's goal is to provide excellent service to faculty, staff, students, and external clients within an environment of effective and efficient controls. We perform the following functions:
- General Accounting
- Internal Documents - General ledger entries (FBDI)
- External Reporting (Financial Statements, Certain Tax Returns and Surveys)
- Chart of Accounts
Contact General Accounting
6100 Main MS-70 | Houston, Texas 77005-1827
generalaccounting@rice.edu | Monday - Friday 9:00 a.m. - 4:00 p.m.
Coding Tips
- Any entry using account 6800 transfer must use the same account 6800 on both sides, so that the net of the debit and credit in 6800 equals zero. The account 6800 transfer should never be used for purchasing, payables, purchasing card, internal sales, or deposit transactions.
- Internal sales such as those by service centers or from one department to another should credit accounts 5950-5989 and debit accounts 8950-8989.
- Purchasing and payables transactions should use expense accounts that begin with 7xxx and 8xxx. When creating a requisition, do not leave the account field blank and do not use 9999 or 5600.
- Deposit transactions should generally use revenue accounts that begin 5xxx.
- Transactions for projects such as faculty funds, research grants, and capital projects should generally be recorded to the project and not directly to the general ledger.
- Fund type - fund source mismatches. Each fund type goes with particular fund sources and not with others. For example:
- Fund type 100 unrestricted general operating is always used with fund source 000000 (some exceptions for very specialized central entries)
- Fund type 101 designated is used with 014xxx, 015xxx, 016500 student orgs, 019xxx
- Fund type 102 service centers is used with fund sources that begin 020xxx
- Fund type 103 auxiliary is used with fund source 030000
- Fund type 105 internal projects is used with fund source 012000
- Fund type 106 endowment spending is used with fund sources that begin 11xxxx-16xxxx
- Fund type 109 faculty fund transactions should post to the related project, but the general ledger summary will show up in fund sources that begin 010xxx
- Fund type 190 agency is used with fund sources that begin 9xxxxx
- Fund type 201 restricted gifts is used with fund sources that begin with 2xxxxx
- Classification errors usually center on the use of 700 administration. Academic departments are part of the mission! If you don't work for the Vice President of Operations, Finance & Support (Kelly Fox) then you do not work in administration. Dean's offices use classification 705 division administration and academic departments use 100 instruction. All expense transactions require use of the appropriate classification code, but a classification is not required for revenue deposits or fund balance transfers.
- When in doubt, contact General Accounting with coding questions or coding assistance: generalaccounting@rice.edu