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Office of the Comptroller

[ Accounting ]

Required Journal Entries
Capital Project Accounting Procedures

Project Step Journal#/Type of Journal Created By Purpose Entry Notes
A. Initiation of New Capital Project None required.    

 

 

 

 

 

B. Approval of New Capital Project None required.    

 

 

 

 

 

C. Project Start Up None required.    

 

 

 

 

 

D. Establishment of Project Budget & Certification of Project Funding Sources D1 Budget Journal School/Center For previously existing capital commitments in the operating budget, this budget reallocation journal records the substitution of a non-specific program to a specific capital project. Dr. xx0-xxxx-1-yyyyyy-4821-8xxx-zzzz
Cr. xx0-xxxx-1-yyyyyy-4821-8999-zzzz
‘xx’ represents the School/Center, ‘xxxx’ represents the Org,
‘yyyyyy’ represents the Fund, ‘8xxx' represents the specific capital project Program identified, and ‘zzzz’ represents a CREF.
  D2 Budget Journal

















D3 Budget Journal
School/Center For no previous capital commitment in the operating budget, this budget reallocation journal records the substitution from another line item expenditure category to a capital funding transfer.




For capital gifts restricted by the donor for a specific project, funds will be reclassified as the project proceeds and the donor’s restriction is met.
Dr. xx0-xxxx-1-yyyyyy-4821-8xxx-aaaa
Cr. xx0-xxxx-1-yyyyyy-5ccc-zzzz-bbbb

















Dr.: xx1-xxxx-0-65yyyy-4812-8xxx-aaaa
Cr.: xx1-xxxx-0-65yyyy-4812-8999-bbbb

‘xx’ represents the School/Center, ‘yyyyyy’ represents the Fund, ‘5ccc’ represents the budgeted expenditure object code with sufficient budget balance available to effect the transfer, ‘zzzz’ represents the Program, ‘aaaa’ represents the CREF of the new budget, and ‘bbbb’ represents the CREF of the original budget.
  D4 Special Budget Journal



D5 Budget Journal




D6 Budget Journal

Treasurer’s Office To record certification



To budget the receipt of currently available project funding sources

To budget approved internal financing

Dr.:xx0-xxxx-0-000010-CPTA-8xxx-0000




Cr.: xx0-xxxx-0-000010-4821-8xxx-0000





Cr.xx0-xxxx-0-000010-2780-8xxx-0000

‘8 xxx’ represents the specific capital project Program identified

Substitute "4812" if funding is from a capital gift fund

E. Following Receipt of Certification Notification E1 Budget Journal Facilities Management To budget the capital project in the Capital Project Fund Dr: xx0-xxxx-0-000010-19xx-8xxx-0000 ‘8 xxx’ represents the specific capital project Program identified
  E2 Manual Journal Comptroller’s Office To record funding for the project Dr: xx0-xxxx-1-yyyyyy-4821-8xxx-0000
Cr: xx0-xxxx-0-000010-4821-8xxx-0000
xxxx’ represent the Org which initiated the project; ‘yyyyyy’ represents the fund and ‘8xxx’ represent the specific capital project Program identified
  E3 Manual Journal Comptroller’s Office To record funding for the project from a grant or contract Dr: xx0-xxxx-4-5yyyyy-4821-8xxx-0000
Cr: xx0-xxxx-0-000010-4821-8xxx-0000
‘xxxx’ represent the Org which initiated the project; ‘5yyyyy’ represents the grant or contract; and ‘8xxx’ represent the specific capital project Program identified
  E4 Custom Process Comptroller’s Office To record funding for the project from a capital gift upon the expiration of the donor restriction Dr: xx1-xxxx-0-65yyyy-4812-8xxx-zzzz
Cr: xx0-xxxx-0-000010-4812-8xxx-0000
xxxx’ represent the Org which initiated the project; ‘65yyyy’ represents the gift fund; ‘8xxx’ represent the specific capital project Program identified ‘zzzz’ represents the CREF of the gift
F. Substitutions F1 Budget Journal School/Center To substitute one available resource for another available resource.

OR

To substitute another source for internal financing

OR

To substitute internal financing for another source

Dr: xx0-xxxx-1-zzzzzz-4821-8xxx-0000 Cr: xx0-xxxx-1-yyyyyy-4821-8xxx-0000






Dr: xx0-xxxx-1-zzzzzz-4821-8xxx-0000
Cr: xx0-xxxx-1-yyyyyy-aaaa-8xxx-0000





Dr: xx0-xxxx-1-zzzzzz-aaaa-8xxx-0000
Cr: xx0-xxxx-1-yyyyyy-4821-8xxx-0000

‘xxxx’ represents the Org which initiated the project;
‘yyyyyy’ represents the original fund;
‘zzzzzz’ represents the new fund;
‘aaaa’ represents the object code;
‘8xxx’ represents the specific capital project Program identified
  F2 Budget Journal Treasurer’s Office To substitute another source for internal financing

OR

To substitute internal financing for another source

Dr: xx0-xxxx-0-000010-2780-8xxx-0000
Cr: xx0-xxxx-0-000010-4821-8xxx-0000





Dr: xx0-xxxx-0-000010-4821-8xxx-0000
Cr: xx0-xxxx-0-000010-2780-8xxx-0000

‘xxxx’ represents the Org which initiated the project;
‘yyyyyy’ represents the original fund;
‘zzzzzz’ represents the new fund;
‘8xxx’ represents the specific capital project Program identified
  F3 Manual Journal Comptroller’s Office To record the substituted funding sources which will replenish the original funding source Dr: xx0-xxxx-1-zzzzzz-4821-8xxx-0000
Cr: xx0-xxxx-1-yyyyyy-4821-8xxx-0000
xxxx’ represent the Org which initiated the project;
‘yyyyyy’ represents the original fund;
‘zzzzzz’ represent the new fund; ‘8xxx’specific capital project Program identified
 

 

F4 Manual Journal Comptroller’s Office To record the substituted funding source when the new source replaces internal financing. (This step is only needed if the substitution involves internal financing in the second or subsequent years.) Dr: xx0-xx00-0-000010-2780-8xxx-0000
Cr: 000-0001-0-000000-2780-8xxx-0000


Dr: xx0-xxxx-1-zzzzzz-4821-8xxx-0000
Cr: xx0-xxxx-0-000010-4821-8xxx-0000

‘xx00’ represents the school/Center surrogate ‘xxxx’ represents the Org which initiated the project;
‘zzzzzz’ represents the new fund; ‘8xxx’specific capital project Program identified
G. Additional Certifications G1 Budget Journal School/Center To record the budgeting of additional funding sources. Dr: xx0-xxxx-1-yyyyyy-4821-8xxx-0000
Cr: xx0-xxxx-0-yyyyyy-4xxx-xxxx-0000
‘4xxx’ represents the new revenue source

Cr entry may have been made previously upon receipt of the revenue.

  G2 Budget Journal











Special Budget Journal

Treasurer’s Office To budget the receipt of additional project funding sources

To budget approved internal financing



To record additional certification

Cr.xx0-xxxx-0-000010-4821-8xxx-0000





Cr.xx0-xxxx-0-000010-2780-8xxx-0000






Dr:xx0-xxxx-0-000010-CPTA-8xxx-0000

‘8 xxx’ represents the specific capital project Program identified



‘8 xxx’ represents the specific capital project Program identified



‘8 xxx’ represents the specific capital project Program identified
  G3 Budget Journal Facilities Management To budget the additional certifications for the capital project in the Capital Project Fund Dr: xx0-xxxx-0-000010-19xx-8xxx-0000 ‘8 xxx’ represents the specific capital project Program identified
  G4 Manual Journal Comptroller’s Office To record additional funding for the project Dr: xx0-xxxx-1-yyyyyy-4821-8xxx-0000
Cr: xx0-xxxx-0-000010-4821-8xxx-0000
xxxx’ represents the Org which initiated the project;
‘yyyyyy’ represents the fund and ‘8xxx’ represent the specific capital project Program identified
H. Monthly Processing H1 Mass Allocation Comptroller’s Office To record internal financing required based on net cash position of the fund and program Dr: 000-0001-1-000000-2780-8xxx-0000
Cr: xx0-xx00-0-000010-2780-8xxx-0000
xx00’ represents the school surrogate;
‘8xxx’ represents the specific capital project Program identified
I. Year End Processing I1 Manual Journal Comptroller’s Office To record depreciation expense Dr: xx0-xx00-1-000000-5600-9xxx-0000
Cr: xx0-xx00-0-000000-1829/1839-
               9xxx-0000
xx00’ represents the school surrogate;
‘9xxx’ represents the building program value

 

J. Beginning of Year Processing J1 Mass Allocation Comptroller’s Office To record interest expense incurred on internal financing balances Dr: xx0-xx00-1-000000-5604-8xxx-0000
Cr: 000-0001-1-000000-5604-8xxx-0000
xx00’ represents the school surrogate;
‘8xxx’ represents the specific capital project Program identified
 

 

J2 Mass Allocation Comptroller’s Office To record interest income earned on unexpended balances in the Capital Projects Fund Dr: 000-0001-1-000000-4916-8xxx-0000
Cr: xx0-xx00-0-000010-4916-8xxx-0000
xx00’ represents the school surrogate;
‘8xxx’ represents the specific capital project Program identified
 

 

J3 Manual Journal Comptroller’s Office To record repayment of principal for internal financing Dr: xx0-xxxx-0-000000-2780-8xxx-0000
Cr: 000-0001-1-000000-2780-8xxx-0000
xx00’ represents the school surrogate;
‘8xxx’ represents the specific capital project Program identified
K. Completion of the Project K1 Manual Journal Comptroller’s Office To capitalize the project Dr: xx0-xx00-1-000000-18xx-95xx-0000
Cr: xx0-xxxx-0-000010-1990-8xxx-0000
‘95xx’ represents the building program value
  K2 Manual Journal Comptroller’s Office To close out the Capital Projects Fund Dr: xx0-xxxx-0-000010-4828-8xxx-0000 Cr: xx0-xxxx-1-000000-4828-8xxx-0000 ‘8xxx’ represents the specific capital project Program identified
  K3 Manual Journal Comptroller’s Office To move the internal financing balance from the Capital Project Fund to the General Unrestricted Fund (000000) Dr: xx0-xxxx-0-000010-2780-8xxx-0000 Cr: xx0-xxxx-1-000000-2780-8xxx-0000 ‘8xxx’ represents the specific capital project Program identified

‘8xxx’ represent the specific capital project Program identified

 

 

K4 Manual Journal Comptroller’s Office To move the unexpended funding from the Capital Project Fund to the original funding source. Dr: xx0-xxxx-0-000010-4821-8xxx-0000
Cr: xx0-xxxx-1-yyyyyy-4821-8xxx-zzzz
‘xxxx’ represents the Org which initiated the project;
‘yyyyyy’ represents the original funding source;
‘8xxx’ represent the specific capital project Program identified
‘zzzz’ represents the CREF of the original funding entry

Comptroller Spotlights

GL Object Codes FY2018
Concur Expense Type/Object Code Matrix (2018)
FY2017 Closing Instructions
FY17 Closing Calendar QRG
Guide to Year-End Closing
School Closing Summary Template

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