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    Coding Your Funds
    • 08 Aug 2023
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    Coding Your Funds

    • Updated on 08 Aug 2023
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    Coding Your Funds

    If you have converted or manually entered historic Gifts or Grants, you have already established a Fund record for each of your Funds. Now you must code each Fund in four categories: Division, Class, Type, and Sub Type. These categories will be incorporated into the General Ledger Account Key (the full identification number for each account).

    Fund codes are used to categorize the Funds according the scheme that is appropriate for your organization (except for the Fund Class, which must code for General Ledger account structure, but can also be useful as a Fund categorization code).

    Code

    Description

    Fund ID

    Unique identification code (up to six characters) for the Fund.

    TIP: Recommendation: Try to limit your Fund ID codes to four characters. This will leave a space between the Fund ID and the natural account number for General Ledger accounts and make the full account number easier to read.

    Division

    User-defined code (one or two characters in length) that indicates Fund ownership, or the geographical designation of Fund activity.

    Sample Division Codes: 00 = The Corporation, 03 = Mills Museum (Affiliate), 05 = The City Fdn. (Support Org.), 07 = 1st InterState (Trust Bank), CC = Charles County Funds.

    NOTE: If you use this code for a geographical designation, which enables General Ledger reporting based on region, you should use the same codes for the County code table.

    Class

    User-defined code (two characters in length) that indicates the financial category of the Fund and determines the basic set of General Ledger accounts it will have.

    Sample Class Codes: 01 = Permanent (pooled), 02 = Permanent (non-pooled), 10 = Quasi-endowed, 40 = Operating, 50 = Pass through.

    Type

    User-defined code that is often used for the FASB categorization of the principal or non-spendable portion of the Fund.

    Sample Fund Type Codes: P = Permanently Restricted, T = Temporarily Restricted, U = Unrestricted, N = No non-spendable portion.

    NOTE: When all net assets are reported as Unrestricted, you can use this code field for other uses. For example, if FASB coding is not an issue, many organizations use this field for the donor restrictions on spending – in which case the Sub-Type can be left blank.

    Sub Type

    User-defined code that defines any donor restrictions placed on the use of the spendable portion of the Fund.

    The spendable portion of a Fund is usually tracked by the income balance (which in the case of pass-through Funds may be the entire Fund).

    Sample Sub-Type Codes: A = Donor advised, D = Designated, F = Field of Interest, O = Organization (agency) designated, S = Scholarship, U = Unrestricted (Discretionary).

    NOTE: If you are reporting most or all of your Funds as FASB Unrestricted (based on the variance power), you can move the Sub Type codes to the Type code field and leave the Sub Type field blank.

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