The second segment of the new GL accounting key is the Subaccount (SUB) segment. The Subaccount segment consists of three numeric digits and is used to further track activities, tasks, or time periods within its specified account.
Subaccount reflects a breakdown of the Account activity and is, therefore, dependent on the Account segment. The Account segment of the GL accounting key, along with its dependent Subaccount segment, uniquely identifies an active GL income statement account string.
With the exception of some Subaccount segment values designated for institutional use by UAB (see below), the Subaccount segment has meaning only within the context of each Account segment. This means, for example, that a Subaccount segment value of 123 could be designated to represent the first quarter of the fiscal year in one account string and could be designated to represent a specific faculty member's discretionary funds in another account string. Initially, all Subaccount segment values will default to 000.
UAB has designated certain blocks of Subaccount segment values for institutional purposes (specific values to be determined in the future):
- 000: Default value for all University Subaccount segments currently and will always be the Subaccount segment value for balance sheets.
- 001 - 099: Reserved for Hospital-wide or University-wide purposes (i.e. within the Hospital, these Subaccount segment values have a consistent meaning regardless of the Account segment value; and within the University, these Subaccount segment values have a consistent meaning regardless of the Account segment value).
- 100 - 899: In the future, will be for optional end user purposes within a given Account segment value.
- 900 - 999: Reserved for institution-wide UAB purposes (i.e. these Subaccount segment values have a consistent meaning across UAB regardless of the Account segment value.
Remember, in the Administrative Systems, all Subaccount segment values will default to 000. Subaccount segment values for balance sheets will always be 0s and how they will be used for income statements has not been fully explored.
Note: Balance sheets are never maintained at a level any lower than the Account segment level. That is, although revenue and expense can be tracked at the Subaccount level, balance sheets are never maintained at the Subaccount level.