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General Ledger Activities

 

Chart of Accounts

The basic coding requirement of General Ledger is known as the ‘Chart of Accounts’. These codes, which comprise a string of 6 segents (including type of income/expenditure; cost centre i.e. area in Trinity and the specific Trinity account; activity; source of funds) enable areas of the University to charge income and expenditure to General Ledger accurately.

Please click on this link to view the Mapping Tool which converts old codes to new codes for General Ledger: https://www.tcd.ie/financial-services/coding/index.php

 

Opening a New Account

If there are organisational changes, new activities or new income streams etc. it may require the generation of new codes. The form for setting up a new activity code can be found at the link below:
Management & Financial Acccounting Forms

This form should be signed by the Head of School/Support Area and the relevant Finance Partner. Please indicate all persons authorised to request payments from the account and provide details of funding source.

Please note that a 10% charge is deducted by the University for overheads on all self-financing activities with external income except monies from registered charities and presentation funds as approved by Board in June 2003.
Trinity Board Minutes 11 June 2003 (pdf)

Please contact your Finance Partner or the Financial Services Division to discuss your specific requirements.

 

Month-end Process

At the end of each month financial transactions for the current month are finalised to close out the current posting period. Accruals are generated on a monthly basis from Purchase Orders which have been receipted but not invoiced.

All non-research journals should be sent to gledger@tcd.ie or posted to the Financial Services Division (Management & Financial Accounting Team). Sufficient backup documentation should be attached to allow journals to be processed swiftly. We recommend that you please don't post and email documentation in order to avoid duplications.

All pay adjustments are processed through the Human Resources Office.

When areas in the University provide goods or services to other areas in the University, an ‘Internal College Invoice’ should be raised to transfer the appropriate charges. For areas not raising purchase orders through internal suppliers in iProcurement, a journal can still be processed for internal charges. When raising internal charges, please ensure internal trade codes are used. A list of internal codes can be found at the link below:

Internal Trade Expenses Codes (March 2016) pdf

Please contact gledger@tcd.ie for further details on GL activities or refer to the Finance Manual for more detailed information.

 

 

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Last updated: Jun 23 2017.
Contact: Financial.Services@tcd.ie