General Ledger Accounts

General Ledger (GL) Accounts are used to categorize, record and summarize the financial transactions within an organization.  UNB GL account numbers contain specific formatting to ensure transactions are processed to the correct department and allocated properly.  

Chart of Accounts

It is important for employees to know the GL accounts they fall under in order to complete many Financial Services forms, as well as for balance and budget inquiries.  Faculty and staff can view the accounts they have signing authority on, through My UNB e-Services.  If you do not know which account to charge a purchase to, please ask your unit or department head or contact reporting@unb.ca.  UNB account numbers contain the following components: 

       X     -     XXXXXX   -  XXXXX   -    XX     -      XX

Location       Unit         Object       Fund      Function

 

Location  Fredericton (1) or Saint John (2)
 
Unit The first 3 numbers identify the department, all 6 identify the unit. (Units are cost centers within a department)
 
Object Code Listing               Identifies a type of assest, liability, revenue, expense or fund balance.  For an Internal Object Code Listing, contact reporting@unb.ca for access
 
Fund Identifies the primary funding sources of the unit (ex: operating budget, NSERC grant)
 
Function Identifies the area of operation (ex: administration & general, student services)

 

Opening New Accounts

To establish a new General Ledger Account, employees must complete a Request to Open or Amend a University General Ledger Account form. This form must then be signed and submitted along with supporting documentation to Debbie Grantley, Account Administrator, Financial Accounting and Reporting.  Once submitted, this form is usually processed within two to three business days. 

No new accounts will be established without sufficient documentation provided with the request form.  This includes:

  1. Full details of the purpose of the account.  Please provide all external or internal documentation as applicable.
         A.   INTERNAL: e.g. minutes from internal committee's decisions, letters, memos or copies of emails.
         B.   EXTERNAL: e.g. approval letter from granting agency/sponsor.
  2. Detailed budget for current year & overview of budget for subsequent years of a multi-year grant/project.
  3. Copies of any and all approval letters for certifications required for the project (e.g. ethics, animal care protocols, biohazards).

Request forms will be returned to the originator if appropriate mandatory documentation is not provided.