Account codes and cost collectors
We use cost collector codes and account codes to categorise income and expenditure. All transactions are assigned an 11 digit number in TechnologyOne, to describe where the income or expense should be allocated.
This 11 digit number is the account numbering sequence (see below). This allows us to generate accurate financial reports against cost collectors and by expenditure groups, for example office consumables.
Account codes
See our list of the Account codes that describes what type of income or expenditure should be allocated to each code. This is a four digit number which describes the type of transaction that is being processed. Every transaction you make in TechnologyOne must be allocated to an account code. We have included a column which shows what the old account code equates to in the new chart of accounts.
The criteria for a for a new account codes to be considered is:
- Annual spend more than $1,000,000
- Statutory or legislative reporting requirement
Please discuss with your Business Partner in the first instance or contact Financial & GL Accounting team Finserv-FinancialAcc@newcastle.edu.au if you feel there is a genuine and necessary need for a possible new account code.
Entity codes
These are the first two digits at the beginning of the account numbering sequence. See below for the cost collector numbers used at UoN.
| Entity | Description |
|---|---|
| 10 | University of Newcastle |
| 20 | The University of Newcastle Research Associates (TUNRA) Ltd |
| 40 | University of Newcastle - Singapore |
Cost collector codes
These are the five digits unique to every cost collector. The first digit identifies the type of the cost collector. See the cost collector types below:
| Cost Collector | Description |
|---|---|
| 0 | Control |
| 1 | Operating |
| 2 | Projects (operating funds) |
| 3 | Restricted |
| 4 | Capital |
| 5 | Trust |
From January 2017 Cost Collectors (10.8xxxx) will be replaced by the Grant Number (G1xxxxxx). The Grant Number (G Number) is assigned by the Research Office at the time of application submission or upon establishment of the grant. The grant number will now be the account number for funded research grants and is used for all research grant related expenses such as credit card charges, staff appointments and TechnologyOne Purchase Orders.
To find out which G Number replace a 10.8xxx cost collector click HERE to access our look up tool.
The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas: Awabakal, Darkinjung, Biripai, Worimi, Wonnarua, and Eora Nations. We also pay respect to the wisdom of our Elders past and present.