How to Use ITA Accounting Codes
(Updated 12/12/2006)

The accounting classification code (ACC) is used to indicate the proper categorization of funds on obligating documents (i.e. time and attendance reports, requests for procurements, credit card bills, purchase orders, etc.).  This code tells the accounting system the year in which the obligation is occurring, the fund that is being charged, the specific project that is being billed, the ITA performance goal that is supported by the obligation and the organization that is responsible for the charge.

In order for the International Trade Administration’s (ITA) expenditures to be recorded and reported, it is essential to have accurate and correct accounting classification codes. The information below provides instructions on how to obtain an accounting classification code and describes the elements of the account code.

Accessing the ACC Lookup Menu:

• Step 1  Open the Internet Explorer and go to http://ourplace.ita.doc.gov and enter your User ID and Password.
• Step 2  While on the OurPlace home page, click on <ITA Finance> button on the left side to see the button labeled <Accounting Codes.>
• Step 3  Click on the <Accounting Codes> button to go to the Financial Coding system Welcome Screen
• Step 4  Select and click on one of the following for your applicable codes:

            <Accounting Codes - Domestic>

            <Accounting Codes - Overseas>

            <Accounting Codes - Budget Object Class>

    (Review the Introduction Section for a description of the code elements and an understanding of how the codes are structured.)

Example Look-up for Accounting Codes - Domestic

    Step 1:  Click on <Accounting Codes - Domestic>

    Step 2:  Click on <Bookmarks> (Tab - Left side of screen)

    (Note:  You may also shortcut to the Cost Center/Organization Codes or Project Codes by expanding the bookmarks)

    Step 3:  Select <Program Areas and DAS>

    Step 4:  Scroll down to Program Area or DAS applicable and click on the name - This action will move you to the Cost Center/Organization Code section.

    Step 5:  Scroll down to the applicable Cost Center/Organization code and click on the number or name - This action will move you to the Project Code listing.

    Step 6:  Find the appropriate Fund Code applicable for use with the desired Project.

    Step 7:  Locate the desired Project Code.  The number listed to the right of the description is the Fiscal Strip to be used as your code.  Use the entire Fiscal Strip as the Accounting Code for your document.

            An example of an Accounting Code - Domestic (Fiscal Strip) is:

137/81250   701/330003/8300

    Step 8:  Assign a Budget Object Class Code to the end of the Fiscal Strip to complete the Accounting Code.

To find an applicable Budget Object Class (BOC) code return to the Financial Coding System Welcome Screen

(A complete listing of Budget Object Class codes and their definitions is contained in Accounting Codes - Budget Object Class.)

    Step 1:  Click on <Accounting Codes - Budget Object Class>

    Step 2:  Click  on <Bookmarks> (Tab - Left side of screen)

    Step 3:  Select the appropriate Cost Category and Click on it.

    Step 4:  Select the appropriate BOC code using the listed definition to identify the code.

            Example:  Common Carrier - Domestic:  /2111

    Step 5:  Add the BOC to the Fiscal Strip selected.

137/81250   701/330003/8300/2111

YOU NOW HAVE A COMPLETE ACCOUNTING CODE FOR YOUR DOMESTIC DOCUMENT

Example Look-up for Accounting Codes - Overseas

    Step 1:  Click on <Accounting Codes - Overseas>

    Step 2:  Click on <Bookmarks> (Tab - Left side of screen)

    (Note:  You may also shortcut to the Overseas Cable Codes by expanding the bookmark)

    Step 3:  Select <Post Codes> and scroll down to the appropriate Post code

    Step 4:  Click on the appropriate Post Code for the applicable Overseas Cable Code

    Step 5:  Scroll down to the appropriate Fund and Project Code.  The number listed to the right of the description is the Fiscal Strip to be used as your code.  Use the entire Fiscal Strip as the Accounting Code for your document.

            An example of a Accounting Code - Overseas (Fiscal Strip) is:

137/81250 02 J7011110 1210 340002

YOU NOW HAVE A COMPLETE ACCOUNTING CODE FOR YOUR OVERSEAS FUNDING CABLE DOCUMENT

For more information, please contact:  ITA Accounting Office at 202-482-5598.