| Account Type | Level | Account Code | Account Title | Description | Data Enterable |
|---|
| Assets | 1 | 1101 | Cash Change Funds | Identifies monies withdrawn from the State Treasury to be used to provide change needed to conduct cashiering or similar operations. The account remains fixed at all times and is never used to make purchases. Amounts so held are considered to be outside the State Treasury System. Entries to this account are approved by the Department of Administration, Accounting Division. | Y |
| Assets | 1 | 1102 | Imprest Cash Funds | Identifies monies withdrawn from the State Treasury to make relatively small cash purchases. An imprest cash account represents cash kept on the premises rather than in a local bank account. Amounts so held are considered to be outside the State Treasury System. Entries to this account are approved by the Department of Administration, Accounting Division. | Y |
| Assets | 1 | 1103 | Revolving Cash Funds | Identifies monies withdrawn from the State Treasury to make relatively small cash purchases. An imprest cash account represents cash kept on the premises rather than in a local bank account. Amounts so held are considered to be outside the State Treasury System. Entries to this account are approved by the Department of Administration, Accounting Division. | Y |
| Assets | 1 | 1104 | Cash in Treasury | Identifies the amount of a fund's cash account held by the State Treasury Unit. The balance of each fund's Cash in Treasury is available by running a combined trial balance in the General Ledger Module (GL). | N |
| Assets | 1 | 1106 | Custodial Cash | Identifies the amount of cash held in local checking or saving accounts by a state agency as an agent for individuals or organizations where the monies may not be expended for agency operations. (These monies are usually recorded in Fiduciary Funds.) Amounts so held are considered to be outside the State Treasury System. | Y |
| Assets | 1 | 1107 | Cash on Hand at FYE | Identifies cash on hand as of June 30 that has not been deposited in the State Treasury System. (Balances in this account must be cleared by July month-end.) Amounts so held are considered to be outside the State Treasury System. | Y |
| Assets | 1 | 1109 | Cash With Fiscal Agent | Identifies the amount of cash held by a fiscal agent (e.g., a bank) pursuant to the terms of a bond indenture for the payment of matured bonds and interest. These accounts may also be condemnation deposits held by the clerks of district courts pending the settlement of court actions involving property acquisitions. These amounts are considered to be outside the State Treasury System. | Y |
| Assets | 1 | 1201A | Interest Receivable | Identifies interest receivable from investments, exclusive of interest purchased. This account is used during fiscal year-end to accrue investment earnings. | N |
| Assets | 1 | 1203A | Accounts Receivable | Identifies amounts due from private individuals or organizations for goods and services furnished by the State. This does not include amounts due from other state funds (see account 1306) and other governments (see accounts 1302 & 1303). | N |
| Assets | 1 | 1204 | Accounts Receivable-Exp Abatements | Identifies amounts billed as recovery of expenditures which are applicable to another program. (Amounts billed are to be recorded as reductions of the expenditure in the program that is reimbursed.) | Y |
| Assets | 1 | 1205 | Accts Receivable-Dishonored Checks | Identifies the amount of dishonored checks rejected from a deposit which had been credited to a fund. Dishonored checks are recorded in account 2553 by the State Treasury Unit and returned to the responsible agency for collection. Dishonored checks for which further collection activity is going to be performed are then required to be established in account 1205. | Y |
| Assets | 1 | 1206 | Short Term Notes/Loans Receivable | Identifies notes or loans due from private individuals or organizations. The note or loan is current if it is expected to be realized in cash within the following fiscal year. | Y |
| Assets | 1 | 1207 | Long Term Notes/Loans Receivable | Identifies notes or loans due from private individuals or organizations. A note or loan is long-term if it is not expected to be realized in cash within the following fiscal year. At fiscal year-end, the balance in this account must be fully reserved if recorded in a governmental fund and not offset with Deferred Revenue (account 2505). | Y |
| Assets | 1 | 1208 | Loans to Students | Identifies the cumulative amount of monies loaned to students. Loans collected and cancelled are recorded, on a cumulative basis, in contra-asset accounts 1209 and 1210. Loans referred to the federal government for collection are transferred from account 1208 and recorded in account 1213. | Y |
| Assets | 1 | 1209 | Student Loan Principal Collected | Identifies the cumulative amount of student loan principal collected. Serves as a contra-asset to account 1208 - Loans to Students. | Y |
| Assets | 1 | 1210 | Student Loan Principal Cancelled | Identifies the cumulative amount of student loan principal cancelled. Serves as a contra-asset to account 1208 - Loans to Students. | Y |
| Assets | 1 | 1212 | Allow For Uncollectible Accounts | This account is a contra-asset account which identifies the estimated portion of accounts receivable which will never be collected. | Y |
| Assets | 1 | 1213 | Stu Loans Referred to Fed Govt | Identifies student loans referred to the federal government but not yet accepted by the federal government for collection. Student loans referred to the federal government are transferred from account 1208 - Loans to Students. | Y |
| Assets | 1 | 1230 | Inter-Entity Pooled Receivable | This account (restricted to Higher Education Units) is used to record prime operating funds' share of pooled students' accounts receivable. It must be equal to account 2130 Inter-entity Pooled Liability on the same document and within an agency. | Y |
| Assets | 1 | 1240 | Accounts Rec NonAR Module | Identifies amounts due from private individuals or organizations for goods and services furnished by the State, but not recorded through the normal accounts receivable module. | N |
| Assets | 1 | 1302 | Due From Federal Government | Identifies amounts anticipated to be received from the federal government - either in the form of grants or cost sharing. Agencies that operate on a reimbursement basis with the federal government should accrue revenue with the offsetting debit to this account for all expenditures (excluding encumbrances/A-Accruals) made as of June 30 for which reimbursement has not yet been received. | Y |
| Assets | 1 | 1303 | Due From Local Government | Identifies amounts receivable from non-state, nonfederal governments as payment for goods or services furnished by the State and as reimbursement for state expenditures from programs/projects conducted on behalf of local government units. | Y |
| Assets | 1 | 1306 | Due From Other Bus Units | Identifies current amounts owed by one fund to another fund. The two funds involved may both be administered by one agency or each administered by separate agencies. This account is not to be used for recording inter-entity loans or advances. Every account 1306 entry must be offset with a corresponding account 2106B entry. Agencies should inform the associated agency when using either of these two accounts. This account requires an open item value. The first 5 digits are mandatory and must be the agency number from which the receivable is due. The other digits are optional and are to be determined by the agency. | Y |
| Assets | 1 | 1345 | Due From-Cash Cutoff | To be used in place of account 1104 - Cash in Treasury when cash is received during the fiscal year-end adjustment period. It should be used only for transactions within an agency or between agencies. The net account 1345 entries must zero balance with the net entries to account 2345 - Due To Cash Cutoff on each SABHRS document. 1345 should not be used in an agency fund (07XXX). | Y |
| Assets | 1 | 1501 | Inter-Entity Loans Receivable | Identifies the amount of cash loaned from one fund to another fund where the loan is to be repaid within one year from the date of the loan. All interentity loan transactions must be accompanied by a Form DA-120 Inter-entity Loan Authorization and sent to the Department of Administration Accounting Bureau for approval. | Y |
| Assets | 1 | 1608 | L/T Corporate Securities at Par | Long term securities at par represent securities with a maturity exceeding one year. Par is the nominal or face value of a security to be redeemed at maturity. Par is the value of the debt instrument used to calculate accrued or purchased interest, along with the interest rate. The Board of Investments, on behalf of investing funds, should only initiate entries to this account. | Y |
| Assets | 1 | 1610 | Long Term Security Premium | Long-term security premium arises when a bond is purchased at a price greater than par. The premium is decreased, or amortized, over the life of the bond as a reduction of the original bond cost. The Board of Investments, on behalf of investing funds, should only input entries to this account. | Y |
| Assets | 1 | 1613 | Participant's STIP Investment | Participants STIP investment represents monies invested in the Short-Term Investment Pool (STIP) by authorized state funds. This account is increased for participant STIP buys and reduced for participant STIP sells. The Board of Investments, on behalf of investing funds, should only input entries to this account. | Y |
| Assets | 1 | 1620 | Participants TFBP Investment | Accounts for the trust funds investment in the Trust Funds Bond Pool (TFBP). The Board of Investments authorizes investments in the TFBP. The total of the 1620 Participants TFBP Investment accounts should agree to the TFBP account 2520-Accountability to TFBP. The Board of Investments, on behalf of investing funds, should only input entries to this account. | Y |
| Assets | 1 | 1621 | Participants MDEP Investment | Accounts for pension and endowment funds investment in the Montana Domestic Equity Pool (MDEP). The Board of Investments authorizes investments in the MDEP. The total of the 1621 Participants MDEP Investment accounts should agree to the MDEP account 2521-Accountability to MDEP. The Board of Investments, on behalf of investing funds, should only input entries to this account. | Y |
| Assets | 1 | 1622 | MDEP Investment Appr/Depr | Identifies the appreciation/depreciation in the fair value of participants investment in the MDEP on valuation date. Fair value is determined by using the participants shares and the pools Net Asset Value (NAV) per share. The Board of Investments, on behalf of investing funds, should only input entries to this account. | Y |
| Assets | 1 | 1628 | TFBP Investment Appr/Depr | Identifies the appreciation/depreciation in the fair value of participants investment in the TFBP on valuation date. Fair value is determined by using the participants shares and the pools Net Asset Value (NAV) per share. The Board of Investments, on behalf of investing funds, should only input entries to this account. | Y |
| Assets | 1 | 1635 | MUS Pooled Investments | Identifies the ownership in the campus investment pool which diversifies with multiple types of securities. The pool may hold securities such as Short Term Investment Pool (STIP), individual intermediate investments, and trust fund bond pool. The consolidation of investments maximizes interest earnings and reduces large fluctuations in income when market conditions change. | Y |
| Assets | 1 | 1640 | S/T Investment Admin by Agency | Investments administered by agencies other than the Board of Investments are recorded in this account. Examples include: (1) investments made by trustees as required in a bond indenture; (2) securities received as endowments that are administered by an agency; (3) Certificates of Deposit (CD's) that are not transferable. | Y |
| Assets | 1 | 1641 | LT Investment Admin by Agency | Portion of account 1640 not expected to be liquidated into cash within the current operating cycle. | Y |
| Assets | 1 | 1642 | Cash Equivalents Admin by Agency | Identifies investments with original maturities of three months or less that are administered by agencies. | Y |
| Assets | 1 | 1643 | Cash Collateral-SL | To record additional investment activity related to securities lending transactions in accordance with GASB 28. The Board of Investments, on behalf of investing funds, should only input entries to this account. | Y |
| Assets | 1 | 1647 | LT Inv Admin by Agency Appr/Depr | Identifies investment appreciation/depreciation for long-term investments administered by the agencies | Y |
| Assets | 1 | 1648 | LT Securities Appr/Depr | Identifies the appreciation/depreciation in the fair value of participant's investment in the long term investments on valuation date. Fair value is determined by using the participants' shares and the pool's Net Asset Value (NAV) per share. The Board of Investments, on behalf of investing funds, should only input entries to this account. | Y |
| Assets | 1 | 1701 | Land | Identifies the amount invested in land. | Y |
| Assets | 1 | 1702 | Buildings | Identifies the amount invested in permanent structures used to house persons, animals, equipment, or facilities. Buildings are depreciated over the anticipated productive life of the structure. | Y |
| Assets | 1 | 1703 | Building Improvements | Identifies the amount invested in building improvements. Building improvements include significant alterations and structural change that increase the usefulness, efficiency, or asset life of existing buildings. Costs capitalized as building improvements are depreciated over the improvement's useful life. | Y |
| Assets | 1 | 1704 | Equipment | Identifies the amount invested in personal property items where the item purchased has a useful life exceeding one year (including extended life due to repairs). Equipment costs are depreciated over the useful life of the equipment. | Y |
| Assets | 1 | 1705 | Other Fixed Assets | Identifies the amount invested in items having a useful, productive life exceeding one year, which are not appropriately recorded in the other non-general fixed asset accounts. These fixed assets are to be depreciated over their estimated useful life. | Y |
| Assets | 1 | 1706 | Construction Work-in-Progress | Identifies the amount of state funds expended to construct facilities which are not yet completed. This account should also be adjusted for the expended portion of construction advances as shown on Architecture & Engineering's Org Reports. Amounts so recorded are converted to a more specific category as soon as construction has been completed or when the asset is placed in use. Construction work-in-progress is not depreciated. | Y |
| Assets | 1 | 1707 | Accum Depr-Buildings | Identifies the amount of building costs originally capitalized in account 1702 - Buildings which have subsequently been charged as an expense, representing the expiration of the estimated service life of the building. | Y |
| Assets | 1 | 1708 | Accum Depr-Other Improvements | Identifies the amount of other improvement costs originally capitalized in account 1703 - Building Improvements which have subsequently been charged as an expense, representing the expiration of the estimated service life of the improvements. | Y |
| Assets | 1 | 1709 | Accum Depr-Equipment | Identifies the amount of equipment costs originally capitalized in account 1704 - Equipment which have subsequently been charged as an expense, representing the expiration of the estimated service life of the equipment. | Y |
| Assets | 1 | 1710 | Accum Depr-Other Fixed Assets | Identifies the amount of asset costs originally capitalized in account 1705 - Other Fixed Assets which have subsequently been charged as an expense, representing the expiration of the estimated service life of the assets. | Y |
| Assets | 1 | 1711 | Livestock | Identifies the amount invested in animals primarily used for instruction in agriculture or in proprietary operations, excluding livestock purchased for resale (see account 1805 Livestock Inventory). They are valued at fair market value each fiscal year-end. Livestock are depreciated over its useful life. Accumulated Depreciation for Livestock is recorded in account 1710 Accumulated Depreciation Other Fixed Assets. | Y |
| Assets | 1 | 1713 | Library Books | Identifies the amount invested in a specialized collection of reference material including books, periodicals, and other library items. Acquisitions are recorded at cost or other reasonable basis. Library books are depreciated over its useful life. | Y |
| Assets | 1 | 1714 | Museum & Art | Identifies the amount invested in museum and art collections, which includes, per GASB 34, those held for public exhibition, education or research in furtherance of public service, rather than financial gain; Protected, kept unencumbered, cared for, and preserved; Subject to an organizational policy that requires the proceeds from sales of collection items to be used to acquire other items for collections. These will be capitalized by the State and are not depreciable. | Y |
| Assets | 1 | 1715 | Land Improvements | Identifies betterments other than buildings that ready land for its intended use. Examples include site improvements such as excavation, fill, grading and utility installation; removal, relocation or reconstruction of others, such as railroad and telephone and power lines; retaining walls; parking lots; fencing; and landscaping. Land Improvements are depreciated over its useful life. | Y |
| Assets | 1 | 1716 | Infrastructure | Identifies long-lived assets that normally are stationary in nature and normally can be preserved for a significantly greater number of years than most capital assets. Examples of infrastructure assets include roads, bridges, tunnels, drainage systems, water and sewer systems, dams and lighting systems. Infrastructure is depreciated over its useful life. | Y |
| Assets | 1 | 1718 | Library Collections | Identifies the amount invested in historical or rare library collections which includes, per GASB 34, those held for public exhibition, education or research in furtherance of public service, rather than financial gain; Protected, kept unencumbered, cared for, and preserved; Subject to an organizational policy that requires the proceeds from sales of collection items to be used to acquire other items for collections. These will be capitalized by the State and are not depreciable. | Y |
| Assets | 1 | 1719 | Museum & Art Depreciable | Identifies capitalized collections or individual items that are exhaustible, such as exhibits whose useful lives are diminished by display or educational or research activities that will be depreciated. | Y |
| Assets | 1 | 1720 | Accum Depr-Land Improvements | Identifies the amount of asset costs originally capitalized in account 1715 Land Improvements which have subsequently been charged as an expense, representing the expiration of the estimated service life of the assets. | Y |
| Assets | 1 | 1721 | Accum Depr-Infrastructure | Identifies the amount of asset costs originally capitalized in account 1716 Infrastructure which have subsequently been charged as an expense, representing the expiration of the estimated service life of the assets. Records should be maintained by the agency to identify the composition of this account. | Y |
| Assets | 1 | 1722 | Accum Depr-Museum & Art | Identifies the amount of asset costs originally capitalized in account 1719 Museum and Art Depreciable which have subsequently been charged as an expense, representing the expiration of the estimated service life of the assets. Records should be maintained by the agency to identify the composition of this account. | Y |
| Assets | 1 | 1723 | Accum Depr-Library Books | Identifies the amount of asset costs originally capitalized in account 1713 Library Books which have subsequently been charged as an expense, representing the expiration of the estimated service life of the assets. Records should be maintained by the agency to identify the composition of this account. | Y |
| Assets | 1 | 1802 | Merchandise Inventory | Identifies the cost of goods held for resale. | Y |
| Assets | 1 | 1804 | Supplies Inventory | Identifies the cost of significant amounts of supplies and materials, for use in daily operations, on hand at fiscal year-end. | Y |
| Assets | 1 | 1807 | Work-in-Progress Inventory | Identifies the cost of uncompleted goods still in production. Components of manufacturing costs are direct materials, direct labor and overhead. | Y |
| Assets | 1 | 1809 | Intangible Assets | This account is used to record certain long-lived legal rights (e.g., the right to use computer software). | Y |
| Assets | 1 | 1901 | Expense Advances | Identifies cash advanced to employees to cover anticipated, authorized travel expenses. Expense advances are liquidated when the unused balance of cash advanced is returned (debit appropriate cash account) or when properly documented travel claims are submitted (debit expenditure, as appropriate). | Y |
| Assets | 1 | 1902 | Construction Advances | Identifies the unexpended portion of cash advanced to the Architecture and Engineering Division (A&E) to complete authorized building projects. | Y |
| Assets | 1 | 1903 | Advances to Other Funds | Identifies the amount of cash loaned from one fund to another fund where the loan is to be repaid in more than one year from the date of the loan. All inter-entity loan transactions must be approved by the Department of Administration Accounting. At fiscal year-end, the balance in this account must be fully reserved if recorded in a governmental fund. See the description for account 4410 for more information on reservations for advances. Accounts 1903 and 2202 Advances from other funds should balance statewide. | Y |
| Assets | 1 | 1904A | Other Advances-Non Open Item | Identifies cash advanced to persons or organizations external to the State, where the expenditure is eventually to be recorded in the fund from which the advance was made. A long-term loan (advance) should be authorized by the Legislature. | N |
| Assets | 1 | 1905 | Prepaid Expense | Identifies prepayments for goods and services not yet received and summer session instructional expenditures paid prior to the fiscal year in which the summer program is predominantly conducted. Examples of prepayments are prepaid rent and un-expired insurance premiums. | Y |
| Assets | 1 | 1906A | Unamortized Bond Issue Costs | Identifies the unamortized balance of deferred costs related to the cost of the issuance of long-term debt. These costs include, but are not limited to legal fees, fiscal agent fees, commissions, and printing costs. | N |
| Assets | 1 | 2512 | L/T Security Discount | Long term security discount arises when a bond is purchased at a price less than par. The discount is increased, or accreted, over the life of the bond as an addition to cost. The Board of Investments, on behalf of investing funds, should only initiate entries to this account. | Y |
| Assets | 1 | CASH | Bank Cash | Summary of bank cash accounts. | N |
