NWU KFS Chart of Accounts (COA)
General manual
Document Summary
Product Owner
Hanlie Venter
Editor
Chim oné Barends
Date
2014/12/01
Time
10:00 AM
Template
Verbose
Table of Contents
1. Chart of Accounts (COA)
2. Chart
3. Organization
4. Account
4.1. Account Type Code
4.2. Source of Funds
4.3. Fund Group Code
4.4. Sub-Fund Group Type
4.5. Higher Education Function Code
4.6. Vat Recovery Rate
4.7. Account Group Code
5. Object Code
5.1. Object Type Code
5.1.1. Transfer Object Types
5.1.2. Special Object Types for Cash Flow Statement
5.2. Basic Accounting Category Code
5.3. Object Level Code
5.4. Object Code Consolidation Code
5.5. Object Sub-Type Code
5.6. Vat Income Rate
NWU KFS Chart of Accounts (COA)
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1. Chart of Accounts (COA)

Chart of Accounts (COA) is the set of tables that define the codes and coding structures within KFS, such
as Chart, Accounts, Organizations and Object Codes that are all part of the COA.

The COA exists primarily to support and validate entries into the General Ledger (GL). For example,
transactions cannot be applied to an account in the GL unless that account first exists in the COA.

The main elements of the Chart of Accounts consist of:
o
Chart = Campus
o
Organization = OU code
o
Account = Activity
o
Object = Account

Each of the above mentioned elements play a role in reporting, workflow or the capturing of transactions.

A transaction needs three of the abovementioned elements (segments) to be valid and proceed in the
process.
Chart
NWU KFS Chart of Accounts (COA)
Account
Object
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2. Chart

Define the valid charts that make up the high-level structure of the KFS Chart of Accounts.

Accounts and Object Codes are associated with a chart.

Chart is represented in KFS by a one character code.

At the NWU the Chart represents the different campuses.

Each Chart has an “owner” - Campus Chart Manager.
Values:
NWU KFS Chart of Accounts (COA)
Chart Code
Chart Description
I
Institusional Office
M
Mafikeng Campus
N
North-West
University
P
Potchefstroom
Campus
V
Vaal Triangle
Campus
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3. Organization

The Organization defines the entities representing units at many different levels within the institution.

Organization is an important part of the Chart of Accounts and the Organization hierarchy is frequently
leveraged by KFS for use in workflow and reporting.

The Organization hierarchy is defined using the Organization “Reports to Chart and Organization Code”.

At the NWU the Organization represents the Organization unit - a unique four-digit code created and
assigned by HR. Organization in KFS will be the same as in HR.

The Organization manager is the person responsible for the Organization. However, this is not the person
who receives the workflow items.

The Organization Type is used to categorize Organizations for reporting purposes. The Organization types
are created and assigned by HR.

The Organization in KFS only represents the hierarchy and does not form part of the accounting string.
The Values for Organization Account Type Codes:
Organization Type Code
Organization Type Name
C
CAMPUS
CAM
Campus
CEN
Centre
CREC
Campus Rector
DEP
Department
DIV
Division
FAC
Faculty
FDEP
Faculty department
GRO
Group
INST
Institute
N
NOT OFFICIAL
PAR
Parent Organization
R
RESPONSIBILITY CENTER
RCE
Research Centre Of Excellence
RE
Research Entity
RES
Residence
RFA
Research Focus Area
RNA
Research Niche Area
RU
Research Unit
SCH
School
SDEP
School Department
SRE
Sub-Research Entity
SUBD
Sub Department
SUBS
Sub School
U
UNIVERSITY
VIC
Vice Chancellor
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4. Account

An account is used to identify a pool of funds assigned to a specific university organizational entity for a
specific purpose.

An account has many different attributes associated with it that often determine how the KFS allows you to
use that account in transactions. It also has attributes associated with it for reporting purposes.

The account number is a seven-digit code.

An account is unique and is associated with and Organization. Not making use of generic accounts within
KFS.
Attributes of Account:

These attributes are powerful features that can expand the reporting capabilities of the system.

By understanding the different attributes, their meaning and purpose the users will be empowered and that
will contribute to a better understanding of why certain rules apply.
4.1. Account Type Code:
o
The Account Type Code classifies/categorize the accounts by their nature and according to certain
criteria e.g. 1) Conducting research 2) having a contract.
o
The criteria ensure that newly created accounts with certain features and the same nature (as in
the abovementioned example) will have the same Account Type Code.
o
The Account Type Code is used for sorting and reporting purposes.
o
At NWU the Account Type Code represent classes of accounts e.g. the Account Type Code for all
NRF research accounts is an “S”.
o
The Account Type Code form part of the account number – the sight value will assist users in
identifying the different types of accounts.
Values of Account Type Code/Name:
Account Type
Code
Account Type Name
Account Type Code Explanation/Criteria
A
OFFICE ADMINISTRATION (SOF 1)
Old G000001 activity. Account where general office
expenses are booked including the salary expenses
of the department.
B
EXTERNAL
All third stream income activities which are not
associated with research e.g. consultations.
C
SHORT COURSES
Short courses presented by the University. Short
course can either be ICAS approved or not.
D
SUBSIDISED RESEARCH
Research that is supported by subsidy/tuition fees
F
STAFF DEVELOPMENT
Income received for internal services (assisting with
classes at other faculties etc.) delivered by individual
staff members is hosted here. The funds can be used
by that individual for professional development.
ET
TEACHING EARMARKED GRANTS (NO
VAT)
Grants received from DHET for specified teaching
programs. Program should adhere to stipulations
given by DHET.
EB
TEACHING EARMARKED GRANTS
(VAT 12.5%)
Grants received from DHET for specified teaching
supporting programs. Program should adhere to
stipulations given by DHET.
ER
RESEARCH EARMARKED GRANTS
(NO VAT)
Grants received from DHET for specified research
programs. Program should adhere to stipulations
given by DHET.
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ER
RESEARCH EARMARKED GRANTS
(VAT 12.5%)
Grants received from DHET for specified research
supporting programs. Program should adhere to
stipulations given by DHET.
EF
FOUNDATION EARMARKED GRANTS
(NO VAT)
Earmarked grants received from DHET for supporting
Foundation phase programs. Program should adhere
to stipulations given by DHET.
EC
CLINICAL TRAINING EARMARKED
GRANTS (NO VAT)
Earmarked grants received from DHET for supporting
under graduate clinical teaching. Program should
adhere to stipulations given by DHET.
EA
ANIMAL HEALTH EARMARKED
GRANTS (NO VAT)
Earmarked grants received from DHET for supporting
under graduate Veterinary Sciences teaching.
Program should adhere to stipulations given by
DHET.
G
SUBSIDY
Activities funded by subsidy/tuition fees which are not
associated with the general administration of the
department.
GA
FIXED ASSETS
Centrally used. Transactions and balances associated
with fixed assets are hosted here.
GB
MERIT BONUS PROVISION
Centrally used. Human Capital uses these activities
for booking merit bonus associated transactions.
GC
SALARY ADJUSTMENT PROVISION
Centrally used. Human Capital uses these activities
for booking salary adjustment associated
transactions.
GD
FACULTY SUPPORT
Include all old G000002 (Examiners), G000003 (Staff
Development) and G000004 (Research Support)
activities. General activities associated with the
Dean’s office.
GF
AD HOC FRINGE BENEFIT PROVISION
Centrally used. Human Capital uses these activities
for booking ad hoc fringe benefit provision
transactions.
GG
INDIRECT COST RECOVERED
All indirect cost that should be recovered from
projects must be posted to this account.
GH
PROJECT SURPLUS DISTRIBUTION
(PREVIOUSLY 30% DISTRIBUTION)
Surpluses from projects, allocated to the
school/research entity are posted here. These
surpluses are calculated by MAS at the closing of a
project.
GJ
FACULTY PROJECT SURPLUS
DISTRIBUTION (PREVIOUSLY 10%
DISTRIBUTION)
Surpluses from projects, allocated to the faculty are
posted here. These surpluses are calculated by MAS
at the closing of a project.
GL
LEAVE GRATIFICATION PROVISION
Centrally used. Human Capital uses these activities
for booking leave gratification provision transactions.
GM
MEDICAL PENSIONERS PROVISION
Centrally used. Human Capital uses these activities
for booking medical pensioners provision
transactions.
GP
PERSONNEL PROVISION (MEDICAL)
Centrally used. Human Capital uses these activities
for booking personnel provision (medical)
transactions.
GQ
CENTRAL ZERO ACTIVITIES
Centrally used. Accounting combinations which were
the same for all campuses and were associated with
specific transactions were linked against a zero cost
centre at each campus e.g. cashiers receipts “bank
account”.
GS
STRATEGIC FUNDS
Strategic funds budgeted for in a budget year are
allocated to this account. Strategic funds support the
NWU’s strategic direction for that specific budget
year. These funds are allocated to each budget unit
from where the distribution is administrated. Quarterly
reports to IM are generated for these funds.
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GW
WORKMAN’S COMPENSATION
COMMISSION
Centrally used. Human Capital uses these activities
for booking workman’s compensation commission
associated transactions.
GX
UNDEFINED PROJECT BUDGETS – 2
Accounts that are used during budget process to
accommodate the budget of foreseen SOF 2 projects.
GY
UNDEFINED PROJECT BUDGETS – 3
Accounts that are used during budget process to
accommodate the budget of foreseen SOF 3 projects.
GZ
UNDEFINED PROJECT BUDGETS – 5
Accounts that are used during budget process to
accommodate the budget of foreseen SOF 5 projects.
H
HOSTELS
All Residence and Catering Services accounts. Each
one is unique.
K
IREA
Institutional Research Excellence Award
KT
ITEA
Institutional Teaching Excellence Award
KG
IREA/ITEA GENERAL - RESERVE
Institutional Research / Teaching Excellence Award
reserve. A repository for balances of ITEA / IREA
accounts for which the “owners” are no longer
employed by the University.
M
BURSARIES (FSS)
Bursary funds administrated by Financial Support
Services.
P
PROJECTS – NOT RESEARCH
All third stream income activities which are not
associated with research. Profit sharing is allowed.
PQ
THRIP – INDUSTRY – PROJECT
Funding received from the industry partner for
research conducted as a partnership between the
NRF and Industry. Profit sharing is allowed.
PR
PRIVATE RESEARCH – PROJECT
Research funded by a grant (similar to donations) to
enhance University’s skills – no deliverable to
industry. Profit sharing is allowed.
PS
NRF - PROJECT
National Research Foundation (NRF) research
awards. Profit sharing is allowed.
PU
GOVERNMENT RESEARCH (OLD RG)
– PROJECT
Research supported by governmental departments
e.g. DST. Profit sharing is allowed.
PV
MEDICAL RESEARCH COUNCIL –
PROJECT
Medical Research Council (MRC) research awards.
Profit sharing is allowed.
PW
WATER RESEARCH COUNCIL –
PROJECT
Water Research Council (WRC) research awards.
Profit sharing is allowed.
PX
RESEARCH CONTRACT – PROJECT
Research leading to a deliverable result to the
Industry. Contracts/invoices apply. Profit sharing is
allowed.
Q
THRIP – INDUSTRY
Funding received from the Industry partner for
research conducted as a partnership between the
NRF and Industry.
R
PRIVATE RESEARCH
Research funded by a grant (similar to donations) to
enhance University’s skills – no deliverable to
Industry.
S
NRF
All National Research Foundation (NRF) research
awards. Including Thrip, Thuthuka, Rated Research,
etc.
TR
INSTITUTION CONTRIBUTION:
INCENTIVE FUNDING
NWU’s contribution to NRF Rated Researcher’s
Incentive funding.
T
INSTITUTION CONTRIBUTION:
THUTHUKA
NWU’s contribution to NRF Thuthuka research
funding.
U
GOVERNMENT RESEARCH (OLD RG)
Research supported by governmental departments
e.g. DST.
V
MEDICAL RESEARCH COUNCIL
Medical Research Council (MRC) research awards.
W
WATER RESEARCH COUNCIL
Water Research Council (WRC) research awards.
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X
RESEARCH CONTRACTS
Research leading to a deliverable result to the
Industry. Contracts/invoices apply.
4.2. Source of Funds

The Source of Funds code indicates the origin of the income on a specific account.
Values for Source of F unds codes are:
Source of Funds
Code
Source of Funds Description
1
SUBSIDY/TUITION FEES/ITEA/IREA
2
RESEARCH COUNCILS E.G. NRF, MRC, DST, WRC ETC.
3
EXTERNAL FUNDS - INDUSTRY
4
INVESTMENT INCOME
5
EXTERNAL FUNDS - FOREIGN FUNDS
4.3. Fund Group Code

The Fund Group is used to define the broadest category of funds. Fund group defines the
control/discretion (“authority”) of the council over the funds in a specific account.

The Department of Higher Education and Training requires fund accounting reports. To comply with
that every account must be assigned to a specific fund presenting the control/discretion of the
institution’s council over the funds in that account.

The Fund Group is used for reporting and business rules.

Note that the Fund Group is an attribute of the Sub-Fund Group.
Values for Fund G roup are:
Fund Group Code
Fund Group Name
Fund Group Explanation
UN
UNRESTRICTED
Funds that may be used for any purpose the council deems
necessary.
DS
DESIGNATED
Funds for which the council stipulates a specific use, thereby
“designating” that funds for that purpose only.
RC
RESTRICTED –
CONTRACT
Funds that are received by the Institution for a specific purpose
and must be used only for that purpose. A contract is involved
which stipulates the benefits deriving from the activity undertaken
will accrue the third party.
RE
RESTRICTED –
DONATIONS
Funds that are received via a donation for a specific purpose and
must be used only for that purpose. There is normally no clause
requiring the institution to accrue any benefits deriving from the
activity to the donor.
RL
RESTRICTED –
STUDENT LOANS
Funds that are received by the Institution for a specific purpose
and must be used only for that purpose – in this instance student
loans.
AC
RESTRICTED –
RESIDENCES
Institutional residences are separate funding entities and need to
be separately identified and are grouped as restricted funds.
PP
FIXED ASSETS FUND
Funds invested in fixed properties, moveable property,
construction and movable assets in progress.
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FA
FIXED ASSETS
ADDITIONS &
RENEWALS
Funds set aside for the renewal and replacement of the
Institutional fixed assets.
AS
AVAILABLE FOR SALE
RESERVE
Gains or losses from revaluation of the available for sale assets
(represent securities and other financial investments) are put
through a reserve in shareholders’ funds.
4.4. Sub-Fund Group Code

Since the funds group defines the control/discretion (“authority”) of the council over the funds in a
specific account the Sub-Fund Group Code refines the fund groups into more specific categories.
For example the fund group designated funds (DS) is divided into


DSSUP (support department’s activities of which the funds are designated,

DSACA (academic department’s activities of which the funds are designated and

DSSTU (student activities of which the funds are designated).
Sub-Fund Group may be used for business rules on the KFS transactional documents.
For example: In an account were student bursaries are administrated the creation of a requisition to
acquire stationary is not allowed. Thus the business rules of requisitions in KFS will ensure that on
accounts with a sub-fund of REBUR (restricted donations: bursaries) requisitions will not be allowed.
Fund Group
Code
Sub-fund
Group Code
Description
Explanation
UN
UNBUF
UNRESTRICTED: BUFFER
Funds that may be used for any purpose the council
deems necessary. Kept as buffers for unforeseen
expenses in future.
UN
UNGEN
UNRESTRICTED: GENERAL
Funds that may be used for any purpose the council
deems necessary.
DS
DSSTU
DESIGNATED: STUDENT
ACTIVITIES
Funds for which the council stipulates a specific use,
thereby “designating” that funds for that purpose only.
E.g. Student council, sport clubs etc.
DS
DSSUP
DESIGNATED: SUPPORT
ACTIVITIES
Funds for which the council stipulates a specific use,
thereby “designating” that funds for that purpose only.
E.g. Financial administration, office of the registrar,
technical services etc.
DS
DSACA
DESIGNATED: ACADEMIC
ACTIVITIES
Funds for which the council stipulates a specific use,
thereby “designating” that funds for that purpose only.
E.g. departmental funds of all school etc.
DS
DSRES
DESIGNATED: RESEARCH
ACTIVITIES
Funds for which the council stipulates a specific use,
thereby “designating” that funds for that purpose only.
E.g. all subsidized research activities, ITEA, IREA,
other research (no contract) etc.
DS
DSIND
DESIGNATED:
INDEPENDENT
ENTERPRISES
Funds for which the council stipulates a specific use,
thereby “designating” that funds for that purpose only.
E.g. all operations that are independent of the primary
programs (tuition & research) of the university for e.g.
Quest, etc.
DS
DSBUR
DESIGNATED: BURSARIES
Funds for which the council stipulates a specific use,
thereby “designating” that funds for that purpose only.
E.g. under and post graduate bursaries.
RC
RCGEN
RESTRICTED - CONTRACT:
GENERAL
Funds that are received by the Institution for a specific
purpose and must be used only for that purpose. A
contract is involved which stipulates the benefits
deriving from the activity undertaken will accrue the
third party. Activities not involving research actions.
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RC
RCRES
RESTRICTED - CONTRACT:
RESEARCH
Funds that are received by the Institution for a specific
purpose and must be used only for that purpose. A
contract is involved which stipulates the benefits
deriving from the activity undertaken will accrue the
third party. Activities with research activities e.g. NRF,
MRC etc.
RE
REGEN
RESTRICTED - DONATIONS:
GENERAL
Funds that are received via a donation for a specific
purpose and must be used only for that purpose. There
is normally no clause requiring the Institution to accrue
any benefits deriving from the activity to the donor.
RE
REBUR
RESTRICTED - DONATIONS:
BURSARIES
Funds that are received via a donation for a specific
purpose and must be used only for that purpose. There
is normally no clause requiring the Institution to accrue
any benefits deriving from the activity to the donor.
Donations awarded for bursaries.
RE
RESTU
RESTRICTED - DONATIONS:
STUDENT ACTIVITIES
Funds that are received via a donation for a specific
purpose and must be used only for that purpose. There
is normally no clause requiring the Institution to accrue
any benefits deriving from the activity to the donor.
Student activities such as RAG, SRCS etc.
RL
RLSTL
RESTRICTED - STUDENT
LOANS
Funds that are received by the Institution for a specific
purpose and must be used only for that purpose – in
this instance student loans.
AC
ACCOM
RESTRICTED - RESIDENCE
Institutional residence and catering are separate
funding entities and need to be separately identified
and are grouped as restricted funds.
PP
PPEF
FIXED ASSETS FUND
Funds invested in fixed properties, moveable property,
construction and moveable assets in progress.
FA
FAADR
FIXED ASSETS - ADDITIONS
& RENEWALS
Funds set aside for the renewal and replacement of the
Institutional fixed assets.
AS
AFSR
AVAILABLE FOR SALE
RESERVE
Gains or losses from revaluation of the available for
sale assets (represent securities and other financial
investments) are put through a reserve in shareholders’
funds.
4.5. Higher Education Function Code

The Higher Education Function Code is used to classify the purpose of an account. The code identifies
the activities associated with an account such as instruction, research, hostel fund etc.

This information aids in reporting, and in some cases, may determine applicable business rules.
Values for Higher Education Function:
Higher
Education
Function Code
Higher Education Function
Name
Explanation
1.1
FORMAL INSTRUCTION
All instructional offerings which form part of the Institution’s
formal degree/diploma/certificate programs.
2.0
RESEARCH
All Activities intended to produce one or more research
outcomes including the creation of knowledge, re-organizing of
knowledge, and the application of knowledge.
3.0
COMMUNITY SERVICES
Activities carried out to make available to the public the various
unique resources and capabilities of the institution for the
specific purpose of responding to a community need or solving
a community problem.
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4.1
LIBRARY
All activities that directly support the collection, cataloguing,
storage and distribution of published material in support of one
or more of the institution’s primary programs.
4.2
MUSEUM & ARCHIVE SERVICES
Activities related to the collection, preservation and exhibition
of materials other than library material that support the
instruction, research and community service programs
4.4
ACADEMIC COMPUTER
SERVICES
Computers services that have been established to provide
direct support for the primary programs – instruction, research
and community services. Thus the central computer service
used by academic staff.
4.5
ACADEMIC SUPPORT SERVICES
Support services that have been established to provide direct
support for the primary programs – instruction, research and
community services e.g. electronic services, electron
microscope, animal research centre etc.
4.6
ACADEMIC ADMINISTRATION
Activities that provide administrative and management support
specifically for the academic programs such as activities which
provide secretarial and administrative services to deans and
heads of academic departments.
5.1
STUDENT SERVICES
All activities carried out with the objective of contributing to the
emotional and physical well-being of the students as well as to
their intellectual, cultural and social development outside the
context of the formal instruction program.
6.1
TOP MANAGEMENT
All executive-level activities concerned with the overall
management of, and long-range planning for, the entire
institution. Included are activities of the senior officers involved
in policy formulation and executive direction e.g. Activities of
rectors, registrar’s, vice-councilor, etc.
6.2
FINANCIAL ADMINISTRATION
Activities related to the day-to-day financial management and
fiscal operations of the Institution.
6.3
ADMINISTRATION OF
BURSARIES
Activities related to the administration (advertising, award,
payment and recovery) of bursaries.
6.4
GENERAL ADMINISTRATION AND
LOGISTICAL SERVICES
Activities related to the general administrative operations and
services of the University. Included are health and safety
services, personnel management and support, transport
services, communication services, facilities management.
6.5
STUDENT ADMISSIONS,
STUDENT RECORDS AND
EXAMINATION ADMINISTRATION
Activities related to the administration of applications,
registration, maintenance of records and administration of
examinations of students.
6.6
ADMINISTRATIVE COMPUTER
SERVICES
Computer services that have been established to provide
support for institution-wide administrative functions.
6.7
PUBLIC COMMUNICATION &
FUNDRAISING
Institutional activities established to maintain good relations
with the local community, the Institution’s alumni, and the
public in general, those activities carried out to support fund
raising and development efforts, as well as the active
recruitment of students for admission to the University.
7.1
ADMINISTRATION OF
OPERATING AND MAINTENANCE
OF REAL ESTATE & PLANT
Activities related to the administering and maintaining existing
grounds and facilities, providing utility services, and planning
and design of future expansions and modifications. Activities
includes are administration of the operation and maintenance
of physical plant, building maintenance, custodial services,
utilities (gas water, air-conditioning etc.), landscape and
ground maintenance.
8.1
UNDERGRADUATE BURSARIES
Includes all bursaries provided for undergraduate level
students.
8.2
POST GRADUATE BURSARIES
Include all bursaries provided for post-graduate level students.
9.1
STUDENT HOUSING & FOOD
SERVICES
Include activities related to providing housing facilities for
students as well as activities related to the provision of food
and eating facilities for students.
NWU KFS Chart of Accounts (COA)
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11.1
INDEPENDENT OPERATIONS
Includes those operations that are independent of, or related
to, the primary programs (1.1, 2.0 and 3.0) of the University.
For example: Quest Conference Centre.
4.6. Vat Recovery Rate

The Vat Recovery rate indicates the percentage of the expenses that may be recovered from SARS.

For each account this rate will be confirmed by the Tax manager according to information provided by
the account requestor.
Values for Vat Recovery Rate are:
Category
Percentage
Apportionment
12.5
Exempt
0
Research
50
Standard
100
4.7. Account Group Code

The Account Group divides the organization into smaller parts to assist the grouping of accounts with
the same purpose or course.

The Account Group was created for reporting purposes. The Account Group can be compared to the
Oracle Cost Centre.
Example of Account Group:
Account Group
Account Group Name
Parent
P1010
MC FINANCIAL ACCOUNTING
P1010
10100
FINANCIAL ACCOUNTING
P1010
P1024
MC SCHOOL OF AGRICULTURAL SCIENCES
P1024
10250
SCHOOL OF AGRICULTURAL SCIENCES
P1024
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5. Object Code

An Object Code classifies all financial activities based on accounting principles into detailed categories of
income, expense, asset, liability, and fund balances that are assigned to transactions.

Object Codes represent all income, expense, asset, liability and fund balance classifications that are
assigned to transactions and help identify the nature of the transaction.

Object Codes are specific to a chart and a fiscal year and contain several attributes throughout KFS for
financial reporting at the detail and consolidated levels. Attributes of objects are:
5.1. Object Type Code:

The Object Type defines the general use of an object code; such as income, asset, expense, or
liability.

In addition, the Object Type codes are grouped into the basic accounting category codes for reporting
purposes and in business processes used by the System Options table.
Values for Object T ypes are:
Object Type
Code
Object Type Name
AS
ASSET
CH
CASH NOT INCOME
EE
EXPENDITURE NOT EXPENSE
ES
EXPENSE NOT EXPENDITURE
EX
EXPENSE EXPENDITURE
FB
FUND BALANCE
IC
INCOME NOT CASH
IN
INCOME-CASH
LI
LIABILITY
TE
TRANSFER OF FUNDS – EXPENSE
TI
TRANSFER OF FUNDS – INCOME
5.1.1. Transfer Object Types:

Transfer of Income (TI) represents the “income” received via a transfer of funds (TF)
electronic document.

Transfer of Expense (TE) represents the “expense” when money is transfer to another
account via a transfer of funds (TF) electronic document.
5.1.2. Special Object Types for Cash Flow Statement:

Expenditure not Expense (EE): EE represents expenditures that are not for expenses.
Examples include: capital assets (not expensed).

Expense not Expenditure (ES): ES represents transactions that result in expense charges
but did not require expenditure of funds. These are usually accruals. Examples include:
accrued sick pay, accrued vacation, amortizations, and bad debt expense.
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
Cash not Income (CH): CH is cash receipts that are not income. Examples include:
collections of receivables or sale of investment assets.

Income not Cash (IC): IC represents transactions that result in income but did not require
the receipt of funds. Examples include: amounts billed as accounts receivable, land or
equipment received as a gift and allocations of deferred revenue to income.

Object type debit/credit code - objects “act” in accordance with their accounting nature.
Object Type Code
Object Type Name
Object Type Debit Credit Code
AS
ASSET
D (Debit)
CH
CASH NOT INCOME
C (Credit)
EE
EXPENDITURE NOT EXPENSE
D (Debit)
ES
EXPENSE NOT EXPENDITURE
D (Debit)
EX
EXPENSE EXPENDITURE
D (Debit)
FB
FUND BALANCE
C (Credit)
IC
INCOME NOT CASH
C (Credit)
IN
INCOME-CASH
C (Credit)
LI
LIABILITY
C (Credit)
TE
TRANSFER OF FUNDS – EXPENSE
D (Debit)
TI
TRANSFER OF FUNDS – INCOME
C (Credit)
5.2. Basic Accounting Category Code

The Basic Accounting Category Code is an attribute of the Object Type and it groups the Object Type
codes into the basic accounting categories for reporting purposes.
Basic Accounting Category Code
Basic Accounting Category Description
AS
ASSET
EX
EXPENSE EXPENDITURE
FB
FUND BALANCE
IN
INCOME-CASH
LI
LIABILITY
5.3. Object Level Code

The Object Level Code groups object codes into categories for reporting. Assist the reporting of IDU and
internal reports as well as all the official reporting to DHET.

All balance sheet object code’s level code begins with a “B”. The Object Level Code of all income
statement Object Codes start with an “I”.
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Values for Object Level Codes:
Level Code
Object Level Name
B11
FIXED ASSETS
B12
INTANGIBLE ASSETS
B13
INVESTMENTS
B14
INVESTMENT PROPERTIES
B15
INVESTMENTS IN ASSOCIATES
B16
PENSION RESERVE FUNDS
B17
DISABILITY RESERVE FUNDS
B21
INVENTORY
B22
DEBTORS
B23
CASH
B31
FIXED ASSET FUND (PPE FUND)
B32
ADDITIONS & RENEWAL FUND
B33
STUDENT LOANS FUND
B34
RESIDENCE FUNDS
B35
TRUST FUNDS
B36
RESEARCH & CONTRACT FUNDS
B37
AVAILABLE FOR SALE RESERVE
B38
UNRESTRICTED FUND
B39
ENCUMBRANCE RESERVE FUND
B41
LT LOANS
B42
POST EMPLOYMENT
B43
DEFERRED INCOME
B51
TRADE CREDITORS
B52
STUDENT DEP & PREPAID
I11
SUBSIDY
I12
TUITION
I13A
STATE RESEARCH
I13B
CONTRACT RESEARCH
I14
CONTRACT INCOME
I15A
INCOME RCS
I15B
SALES OF GOODS & SERVICES
I16
GIFTS AND GRANTS
I17
INVESTMENT INCOME
I18
INTERNAL INCOME
I18A
INTERNAL INCOME RCS
I21
PROFIT/LOST ASSETS
I22
PROFIT/LOSS INVESTMENTS
I23
SHARE – ASSOCIATES
I24
OTHER COMPT INCOME (OCI)
I31A
PERMANENT SALARIES
I31B
TEMPORARY SALARIES
I31C
AD HOC PAYMENTS
I31D
LEAVE PROVISIONS
I31E
OTHER SALARIES
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I32
OPERATING COST
I33
LARGE SCALE MAINENANCE
I34
DEPRECIATION
I35
AMORTISATION
I36
FINANCE COST
I41
PENSION & DISABILITY TRANSACTIONS
I42B
BOOKS & PERIODICALS
IFAA
FA EXPENDITURE BUILDINGS
IFAB
FA EXPENDITURE OTHER
IFAI
FA EXPENDITURE TRANSFER
IIR
REDEMPTION
RE
RESERVES
TRAN
TRANSFERS
5.4. Object Code Consolidation Code

Object Code Consolidation Code is an attribute of the Object Level and it further groups the object level
codes into the higher object summary. For example, you might define Permanent salaries and Ad hoc
salaries as separate levels but both report to the consolidation code Salaries.

The code enables you to report the object code balances in summary and set business rules for the
transactional documents or processes.
Values for the Object Consolidation Code are:
Consolidation Code
Consolidation Object Name
SALA
D~SALARIES
OPER
D~OPERATING
CAPI
D~CAPITAL
NEXP
D~NON-CURRENT EXPENDITURE
CINC
C~CURRENT INCOME
NINC
C~NON-CURRENT INCOME
NCAS
D~NON-CURRENT ASSETS
CAS
D~CURRENT ASSETS
FUND
C~FUNDS
NLIA
C~NON-CURRENT LIABILITIES
CLIA
C~CURRENT LIABILITIES
TRSF
D~TRANSFERS
5.5. Object Sub-Type Code

The Object Sub-Type is used to further refine object type. Object Sub-Type can be used for reporting
and in some instances for the establishment of business rules on transaction documents (for example,
a document might restrict the use of object codes belonging to a certain object sub-type).

The Object Sub-Type Codes are extensively used by the system in particular, by CAM (Capital Asset
Manager) and CAB (Capital Asset Builder). Values for object sub-types
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
The Object Sub-Type of all objects that belong to the object type “assets” will start with an “A”. The
sub-types of “liabilities” will begin with an “L”.

Values for object sub-types are:
Object Sub-T ype
Code
Object Sub-T ype Name
Object
T ype Code
A1
LAND
AS
A2
BUILDING & IMPROVEMENTS
AS
A3
SYNTH HOCKEY - BASE
AS
A4
SYNTH HOCKEY - SURFACE
AS
A5
VEHICHLES
AS
A6
FURNITURE
AS
A7
LAB EQUIPMENT
AS
A8
SPES EQUIPMENT
AS
A9
COMPUTER
AS
A0
COMPUTER - OTHER
AS
F1
ASSETS NOT CAPITALIZED
AS
AT
INTANGIBLE ASSETS
AS
AP
INVESTMENT PROPERTIES
AS
AN
INVESTMENTS
AS
AW
INVESTMENT IN ASSOCIATES
AS
AX
PENSION/DISABILITY RESERVE FUND
AS
AI
INVENTORY
AS
AR
ACCOUNTS RECEIVABLE CONTROL
AS
AS
STUDENT DEBTORS
AS
AB
BAD DEBT PROVISION
AS
AV
INPUT VAT
AS
AA
PREPAYMENTS & ADVANCES
AS
AD
OTHER DEBTORS
AS
AQ
ASSETS OTHER
AS
AM
SHORT TERM INVESTMENTS - MONEY MARKET
AS
AC
SHORT TERM INVESTMENTS - BANK ACCOUNTS
AS
AK
SHORT TERM INVESTMENTS - OTHER
AS
AZ
SHORT TE RM INVESTMENTS - PETTY CASH
AS
AY
INTER ACCOUNT
AS
FB
FUNDS
FB
LB
BORROW INGS - INTEREST BEARING
LI
LE
POST-EMPLOYMENT BENEFITS/OBLIGATIONS
LI
LD
DEFERRED INCOME
LI
LA
ACCOUNTS PAYABLE
LI
LV
OUTPUT VAT
LI
LP
OTHER CREDITORS - PAYROLL
LI
LC
OTHER CREDITORS - GENERAL
LI
LS
STUDENT DEPOSITS AND INCOME IN ADVANCE
LI
SA
SALARIES
EX
EX
EXPENSES
EX
BR
STUDENT - BURSARIES
EX
MT
INTERNAL TRANSFERS
EX
BP
BAD DEBT PROVISION/W RITTEN OFF
EX
RP
RENT BUILDINGS
EX
RE
RENT EQUIPMENT
EX
IP
INTERNAL INTEREST PAID
EX
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SO
SERVICES OUTSOURCED
EX
IW
INVENTORY W RITTEN OFF
EX
MA
MAINTENANCE
EX
DP
DEPRECIATION
ES
FE
CAPITAL EXP EXPENSED
EX
FO
CAPITAL EXPENSES - OTHER
EE
SU
STATE APPR - SUBSIDIES & GRANTS RECURR
IN
TF
TUITION FEE INCOME
IN
SR
STATE - RESEARCH INCOME
IN
CR
CONTRACT - INCOME RESEARCH
IN
CO
CONTRACT - INCOME OTHER
IN
SH
INCOME RESIDENCE & CATERING
IN
SL
SALES / INCOME - GENERAL
IN
GR
PRIVATE GIFTS & GRANTS - RESEARCH
IN
GO
PRIVATE GIFTS & GRANTS - OTHER
IN
IV
INVESTMENT INCOME
IN
IC
INTERNAL INCOME
IN
IR
INTERNAL INTEREST RECEIVED
IN
BD
BAD DEBT RECOVERED
IN
BI
BURSARY INCOME (OUTSIDE SPONSORED)
IN
CA
CAPITALIZATION
IN
PF
PROFIT/LOSS ON DISPOSAL OF PPE
IN
PI
PROFIT/LOSS ON INVESTMENT
IN
PA
PROFIT/LOSS IN ASSOCIATES
IN
5.6. Vat Income Rate

Each object has a Vat Income Rate category.

The category determines if Vat maybe recovered when using this object in transactions in KFS.
Category
Percentage
Exempt
0
Standard
14
Zero rated
0
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