Sub-Class: 2000000-2000999 Accounts Payable General
Account
Account Type
Description
2000004
Accounts Payable General Budgetary
2000010
Accounts Payable Liability Short-Term
The account is used to record general short-term liabilities expected to be paid within
twelve months.
2000015
Student Financial Refunds Payable - Short-Term
The account originates from the Student Financials module to record refunds due to
students to be paid out of the Accounts Payable module in Finance.
2000020
Expenses Module Control Liability
2000030
Student Liability Short-Term
The account is used to record general short-term liabilities expected to be paid within
twelve months.
2000040
Financial Aid Refund Processor Liability
Sub-Class: 2001000-2001999 Other Accounts Payable Liabilities
Account
Account Type
Description
2001004
Other Accounts Payable Liabilities Budgetary
2001010
Installment-Purchase Contracts Payable Short-Term
The balance of this account represents the current portion payable by June 30th of
the present value of total future payments on installment-purchase contracts.
2001020
Lease-to-Own Agreement Payable - Short-Term
The balance of this account represents the current portions of the present value of
total future stipulated payments on lease-to-own agreements.
2001030
Lease Obligation Contra
2001040
Lease Interest Contra
2001050
Liability-Cancelled Checks Short-Term
This account is used to record liabilities arising from the cancellation of warrants
or checks.
2001060
Loans Payable Short-Term
This account is used to reflect the balances of any other outstanding short-term loans
payable authorized by statute to meet current obligations.
2001070
Other Liabilities Short-Term
The account is used to record general short-term liabilities that do not meet the
definition for all other short-term liabilities.
2001079
Other Liabilities Clearing
2001080
Escheatment Liability
The account is used to record the liability for assets (stale-dated checks, etc.)
the college is preparing to remit to the state.
2001090
Purchase Order/Accounts Payable Receipt Accrual
2001100
Building/Innovation Fee Short-Term
The account is used to record the amounts due to the State Treasurer for building
and innovation fees. This account should only be used in Fund 841 (790).
Sub-Class: 2010000-2010999 Accrued Liabilities General
Account
Account Type
Description
2010004
Accrued Liabilities General Budgetary
2010010
Student Insurance Payable
The account is used to record the balance payable to the insurance company for the
amounts collected from students for insurance. This may include medical insurance
for international students or liability coverage for student practicum.
2010020
Interest Payable Short-Term
The balance of this account represents the amount of interest owed on accounts and
contracts payable due in less than one year.
2010030
Retainage Payable Short-Term
This account represents the percentage of the total contract price that is not yet
paid pending final inspections or the lapse of a specified time period.
2010040
Construction Contracts Payable Short-Term
The balance of this account represents amounts due with a year on contracts for the
construction of buildings and other improvements.
2010060
Department of Revenue Sales Tax Payable
The balance of this account represents sales taxes collected but not yet remitted
to the Department of Revenue. This account is to be used in lieu of account 2012050
(Due To Other State Agencies) and is not to be accompanied by an entry in the subsidiary
account field.
2010070
Department of Revenue Use Tax Payable
This account represents use taxes collected but not yet remitted to the Department
of Revenue. This account is to be used in lieu of account 2012050 (Due To Other State
Agencies) and is not to be accompanied by an entry in the subsidiary account field.
2010080
Unrelated Business Income Tax Payable
This account represents the amounts due to the Federal government for Unrelated Business
Income Tax. See Section 70.xxx for additional information.
2010085
1099 Withholding Payable
The account is used to amounts due to the Federal government for taxes withheld from
vendors who meet the requirements for withholding. See Section 70.xxx for additional
information.
2010090
Leasehold Excise Tax
This account represents leasehold excise taxes due to the Department of Revenue when
the college leases state owned property to a private party. This account is to be
used in lieu of account 2012050 (Due To Other State Agencies) and is not to be accompanied
by an entry in the subsidiary account field.
2010100
City/County Tax
This account represents taxes due to the Department of Revenue for city and county
portions of the sales and use tax. This account is to be used in lieu of account 2012050
(Due To Other State Agencies) and is not to be accompanied by an entry in the subsidiary
account field.
In Legacy (FMS/PPMS) virtually all salary and benefits liabilities were recorded using
a single liability. In part, this worked well since all payroll liabilities were moved
to the Central Payroll account (managed originally by CIS and then SBCTC) and benefit
liabilities were moved to Fund 790 with separate Prg-Orgs (Class-Dept) for each vendor.
Since payroll is not configured in the same manner in ctcLink, some accounts are no
longer used and others have been added to be able to distinguish the vendor liabilities;
employer (ER) and employee (ER) liability portions; regular pay and prepaid (PP) liabilities
for faculty who make that election. To provide more detail and allow for an easier
reconciliation of payroll liabilities more than 130 payroll liability accounts exist.
As noted above, all Legacy payroll entries were ‘automatically’ made in each chartstring
with an expense/cash entry and a cash/net pay liability entry in the Central Payroll
fund and cash/vendor liability in Fund 790. As in Legacy, the month-end and year-end
payroll entries (expenditures and liabilities) are accrued back to the period in which
the expenses were incurred.
Account
Account Type
Description
2011010
Accrued Salaries and Fringe Benefits Payable – Short-Term (monthly)
The balance of this account represents salaries and fringe benefits earned but not
paid. This account is used for during conversion but is not used in the payroll process
in ctcLink.
2011015
Payroll Net Pay Liability
This account used to record salaries earned but not paid for the colleges and the
State Board.
2011020
WAPAY Payroll Net Pay Liability
This account is used in Central Payroll to record the payroll net pay liabilities
transferred from the college and State Board to Central Payroll (i.e. BU WAPAY).
2011025
Federal Income Taxes
This account used to record federal income taxes due to the IRS.
2011027
State Income Tax - EE
This account used to record the employee income taxes due to the revenue departments
of those states that require income tax withholding when an employee lives in that
state but works for an employer in Washington (i.e Oregon, Arizona…).
2011028
State Income Tax -ER
This account used to record the employer income taxes due to the revenue departments
of those states that require income tax withholding when an employee lives in that
state but works for an employer in Washington (i.e Oregon, Arizona…).
2011030
OASI -ER
This account used to record the employer portion of Old-Age Survivors Insurance due
to the federal Social Security Administration.
2011035
OASI -EE
This account used to record the employee portion of Old-Age Survivors Insurance due
to the federal Social Security Administration.
2011040
Medicare -ER
This account used to record the employer portion of Medicare due to the federal Social
Security Administration.
2011045
Medicare -EE
This account used to record the employee portion of Medicare due to the federal Social
Security Administration.
2011050 – 2011075
Credit Union Deductions
These accounts record the liability for employee deductions sent to the credit unions.
Since ctcLink has the ability for multiple depository accounts these accounts are
not necessary. Upon conversion to ctcLink these deductions are stopped and employees
asked to set up a second bank account.
2011080 – 2011699
Other Employee Deductions/Agency Contributions
These accounts record the various employer and/employee payroll related liabilities
ranging from retirement to garnishments, some mandatory and some voluntary deductions.
See 50.20.30.d for a complete list of accounts used.
2011655
Due to Deceased Employee's Estate
This account used to record the amount owed to the estate of an employee who passed
away while still employed.
2011705
Unemployment Tax - ER
This account used to record the employer amount due to the state Employment Security
Department for employee’s working in Washington.
Sub-Class: 2012000-2012999 Due-To College or Other State Agency
Account
Account Type
Description
2012004
Due-To Fund, College, State or Other Government Agency Budgetary
2012010
Due to Other Funds – Vendor Payment Advance – Short-Term
This account was used in Legacy and was converted from GL5150. Immediately after go-live,
the college should have eliminated all entries that used 1000070/2012010 (in state
funds) and the 1010140/1000070 offset (in fund 841). The balance of this account represented
the vendor payment advance due from other funds within a college. This account should
be accompanied by a valid fund code in the subsidiary chartfield. Within a college,
all Accounts 1010140 and 2012010 must be equal.
2012020
Due to Federal Government – Short-Term
The balance of this account represents obligations due to federal agencies.
2012030
Due To Other Governments – Short Term
The balance of this account represents obligations due to countries, municipalities,
school districts, other local units of governments, Indian tribes and other states.
2012040
Due to Other Funds – Internal, Short-Term
The balance of this account represents amounts due to other funds within the college.
This account is to be accompanied by a valid fund code in the subsidiary field. Within
a college, all accounts 2012040 and 1010170 must equal each other.
2012050
Due to Other State Agencies – Short-Term
This account represents amounts due to other state agencies. This account is to be
accompanied by a valid state agency code in the subsidiary field. Statewide, all Accounts
2012050 and 1010180 must be in balance by the end of the fiscal year; therefore, every
effort should be made to communicate with the other state agencies involved.
2012060
Due to Other Funds – Pooled Cash – Short-Term (only in Fund 841)
This account was used in Legacy and was converted. Immediately after go-live, the
college should have eliminated all entries that used 1000070/2012060 and the offset
1010190/1000070. The balance of this account represents amounts of cash, summarized
by fund, within a college used in FMS. Surplus cash balances from all funds were pooled
for the purpose of making investments. Within an agency, all Account 1010190 and 2012060
must equal each other.
The following 3 accounts are only used at the end of the year to accrue the leave
liabilities on the books as of June 30. These amounts are truly estimated as it is
not known how much leave an employee might take or if the employee ends employment
and amounts for payable leave time are cashed out.
Account
Account Type
Description
2020010
Accrued Vacation Leave Payable - Short-Term
The balance of this account represents the current portion of salaries and associated
payroll related payments for the amount of vacation leave owed but not paid.
2020020
Accrued Sick Leave Payable - Short-Term
This account represents salaries and associated payroll related payments for the estimated
amount of accumulated sick leave that is probable the college will cash out.
2020030
Accrued Compensatory Time Payable - Short-Term
The balance of this account represents salaries and associated payroll related payments
for the amount of compensatory time owed but not paid at the end of the fiscal year.
This account represents amounts for which the revenue/asset recognition criteria have
been met but for which the earnings process is not complete. Included is all summer
and fall tuition revenue received on or before June 30th. This cross-walks to 5199
in AFRS for funds 790 and 840. All other funds cross-walk to 5190.
Certificate of Participation Through Office of the State Treasurer - Short-Term
Used to record the portion of the certificates of participation payable issued through
the OST for qualifying asset purchases under RCW 39.94 that are maturing within one
year. At the end of each fiscal year, the college should reclassify the amount due
within 12 months from long-term to short-term based upon statements provided by OST.
2050103
Current Portion, Long Term Leases Budgetary
2050100
Right-to-Use Lease Liability - Short-Term
Used to record the current portion of the present value of total future payments of
the right to use another entity’s asset, other than subscription-based information
technology.
2050200
Subscription Information Technology (SBITA) Liability ST
The balance of this account represents the current portion of the present value of
total future payments of the right to use another entity’s subscription-based information
technology asset.
Non-current liabilities/obligations generally are those not expected to be paid within
the next twelve months. Long-term obligations resulting from activities in enterprise,
internal service, and custodial funds are accounted for in the funds themselves. Long-term
obligations in general, special revenue and capital projects, are accounted for in
the General Long-Term Obligations Subsidiary Accounts.
This account is used to record the non-current portion of salaries and associated
payroll payments for the amount of employee vacation leave owed but not paid.
2100020
Accrued Sick Leave Payable Long-Term
This account represents the non-current portion of salaries and associated payroll
related payments for the estimated amount of accumulated sick leave likely the college
will cash out in future years.
2140200
SBITA Liability LT
The balance of this account represent the long-term portion of the present value of
total future payments of the right to use another entity’s subscription-based information
technology asset.
2020030
Accrued Compensatory Time Payable Long-Term
The balance of this account represents the non-current portion of salaries and associated
payroll related payments for the amount of compensatory time owed but not paid at
the end of the fiscal year.
Unamortized Premiums Certificates of Participation Sold
This account is used to record the original issue premium (OIP) on the sale of a COP
that remains to be amortized over the remaining life of the COP. This account is used
when the OIP is material in proprietary and trust funds as well as for government-wide
reporting (which use the economic resources measurement focus and accrual basis of
accounting). Governmental funds (which use the modified accrual, current financial
resources basis of accounting) record OIP to account 4040110 "Original Issue Premium
- COPs."
This account is used to record long-term obligations due to federal agencies. These
are rare in the college system.
2130020
Due to Other Governments Long-Term
Use this account represents long-term obligations due to counties, municipalities,
school districts, other local units of government, Indian tribes and other states.
2130030
Due to Other Funds Long-Term
Long-term amounts due to other funds within a college should use this account. This
account is to be accompanied by a valid fund code in the subsidiary chartfield. Within
a college, the total of 1100030 debits should equal 2130030 credits. These entries
do not occur frequently.
2130040
Certificates of Participation Payable Long-Term
The balance of this account represents the long-term portions of the certificate of
participation payable issued through the Office of State Treasurer for qualifying
asset purchases under chapter 39.94 RCW.
2130050
Other Obligations Long-Term
The long-term portions of other long-term obligations not related to the acquisition
of capital assets.
2130100
Deposits Payable
The balance of this account represents long-term amounts payable for deposits made
by customers or contractors.
Long-Term Installments and Leases Payable Budgetary
2140010
Lease-to-Own Payable Agreements Long-Term
This account is used to record the long-term portions of the present value of total
future stipulated payments on lease-to-own agreements.
2140020
Installment Purchase Contracts Payable Long-Term
This account is used to record the long-term portions of the present value of total
future stipulated payments on installment-purchase contracts.
2140100
Installment Purchase Contracts Payable Long-Term
This account is used to record the long-term portion of the present value of total
future payments of the right to use another entity’s asset, other than subscription-based
information technology.
Account Classification: 2200000-2299999 Deferred Inflows of Resources
Non-current liabilities/obligations generally are those not expected to be paid within
the next twelve months. Long-term obligations resulting from activities in enterprise,
internal service, and custodial funds are accounted for in the funds themselves. Long-term
obligations in general, special revenue and capital projects, are accounted for in
the General Long-Term Obligations Subsidiary Accounts.
The remaining difference (credit balance) between the proceeds of the refunding (new)
COP and net carrying value of the refunded (old) COP. The deferred charge is amortized
using 5070030 in proprietary accounts and 5070080 in the General Long-Term Obligations
Subsidiary.
2200100
Deferred Inflows on Right-to-Use Asset
The balance in this account represents deferred inflows of resources related to future
lease payments for state assets leased to individuals or organizations external to
the state.
This account is an offset to amounts recorded to accounts 1011030, 1011040, 1011050
and 1011070. These amounts are not reported to AFRS and are used for federal reporting
only.
8008163
Federal Student Interest Contra (Used with 10110xx)
This account is an offset to amounts recorded to accounts 1011060 and 1011080 only.
These amounts are not reported to AFRS and are used for federal reporting only.
