I’m going to share a secret with all of you.

I started this job four years ago and dived head first into the finance part of it. And it still took me six months to figure out our budget and fund numbering system and just what exactly people were asking for when it was time to pay for something or fill out pcard forms.

These little numbers rule our day to day. They keep the research going, they make sure everyone is paid, they get asked for a lot from those of us in the front office and they can be confusing as heck! Especially when filling out forms online or around the department.

Recently this little gem went out and I can’t tell you how helpful it is. It’s a good ten-minute read, but well worth it for all of the great information packed in it! This will give you everything you need to know about the types of funds associated with each number and what they can and can’t be spent on.

Photo by Black ice from Pexels

Usually when we ask where you want something charged it goes something like this:

Where do you want that charged?

What fund do you want that put on?

What is the budget and fund number you need that put on?

What grant should that go to?

Will you still be my friend if I tell you that we’re asking the exact same question in each of those requests? Unfortunately, we (the staff) have a habit of using budget and fund number interchangeably even though they aren’t, and it gets confusing. (I know, I know, let the wet noodle floggings begin!) Just remember, whenever you are asked where something should be charged here is what we are actually asking for:

Budget number, fund number, and a cost center if applicable.

Yeah, that’s great and all Trace, but what the heck does that mean? How do I know if I need a cost center? How do I know if I have a cost center? Why do they call them cookies when they are baked and not cooked?

Easy. I’ve got you covered.

Think of budget numbers, fund numbers, and cost centers as the address to your money. 

Your average budget number looks likes this: 42812 1XYZ or this 22812 1000 Five numbers followed by another four letters/numbers and it’s basically an address within our financial system.

Here is a little illustration to help explain. (I’m a writer, not an illustrator, don’t judge me.)

The first five digits are the street you live on or your budget number: In this example, we live on Research (the 4, type of budget) Eberly College of Science (28, college or administrative area) Department of Biochemistry and Molecular Biology (the 12, department) Street.

The next four digits are your fund number and are like the house number. If it’s your grant then it’s specific to just you. End of story, no cost center is involved. An example 42812 1XYZ. Boom, budget and fund number. Street and house number. Done. That’s your money’s address.

If however, this money is in a budget and fund that is shared with others then you need a cost center to differentiate whose money is whose. An example is a general fund that holds everyone’s startup funds, or you might have a grant shared with another PI. It’s like living in an apartment building. You all share the same street address and house number, but your cost center is your apartment number.

That’s it! Easy, right? Hopefully, this makes sense. It certainly made things clearer in my mind.

And as for a baked treat being called a cook-ie, yeah, I have no idea, but bakies just sounds weird.

I hope this has helped to clear up a little of the confusion concerning those magical numbers that keep the research moving. If you have questions, please let us know. Read that great document I linked and be sure to subscribe if you haven’t already. Leave me a comment below with your favorite cookie.