10 The chart of accounts contains six segments. Each financial transaction recorded in the General Ledger is coded with all six of the corresponding segments below.
- Major Office: 3 digits - e.g. 101 HQ, 102 AFRO. For expenditure this is derived from the "P" in PTAEO.
- Fund: 4 digits - e.g. 1001 Common Fund, 1111 Assessed Contributions. For expenditure this is derived from the "A" in PTAEO.
- Strategy: 6 digits - e.g. 100001 Vaccines and immunization. For expenditure this is derived from the "T" in PTAEO.
- Budget Center: 5 digits - e.g. 10111 HQODG, 10302 HQHIV. For expenditure this is derived from the "P" in PTAEO.
- Natural Account: 6 digits - e.g. 111101 Cash on Hand, 211101 Salaries Payable. For expenditure this is derived from the "E" in PTAEO.
- Spare: 5 digits always 00000. This account is not in use and was created as a buffer for any future unforeseen need to create a new account.
20 Requests for the creation of a new general ledger account must be submitted in writing to the Head Accounts and Financial Reporting in ACT and approved by the Director of Accounts. The only exception is for modifications to the Strategy and Budget Centre segments which are managed by PRP.
30 Each natural account is assigned to a respective finance officer for review. On a quarterly basis the Head Accounts and Financial Reporting reviews all accounts and documents any potential risks.
