Financials Chartfield Job Aid

Transcription

1 The purpose of this job aid is to help functional users understand the dimensions that are common to the financial subject areas in STARS. For example, fiscal year, ledgers, budget ledgers and chartfields are available in many reports/analysis in STARS. This job aid provides an explanation of each of these dimensions and helps users to select the proper dimensions when creating reports/ analysis in STARS. Fiscal Calendar & Budget Calendar Presentation Folder Presentation Column Definition Example Time > Fiscal Calendar Fiscal Year Fiscal Quarter Fiscal Period Fiscal Period Name Fiscal Month-Yr Fiscal Date Fiscal Quarter Number Fiscal Period Number Fiscal year, quarter, month are used to specify a time period on financial reports. For the State of Connecticut, the fiscal is July 1 st thru June 30th. SFY 2016: 07/01/2015 to 06/30/2016 QTR1: 7/1/15 to 9/30/15 PER1: July 2015 Time > Budget Calendar Budget Period State of CT Budget Period is always equal to State fiscal year. SFY2016 =budget period 2016 Budget Period Name Name of the budget period

2 Ledger The General Ledger is the book of record for the State of Connecticut. Financial transactions are recorded in the general ledger. This section outlines the ledgers utilized in Core-CT. These definitions are extracted from the Ledgers job aid available on the CORE-CT website ( Ledger Name Modified Accrual MOD_ACCRL Ledger Description Expenditures are recognized when AP Vouchers, Payroll, or GL Journal Entries are posted. Revenues are recognized when Bills or GL Journal Entries are posted. Revenues are offset by auto-generated entries to the Modified Cash ledger (see below), until they are collected. Reports that combine balances from both the MOD_ACCRL and MOD_CASH ledgers are used to report revenues on a cash basis of accounting. The Accrual ledger (see below), is used to recognize revenues in the accounting period in which they were earned, and to re-allocate expenditures to the accounting period in which they were incurred. Reports that combine balances from both the MOD_ACCRL and ACCRL ledgers are used to report transactions on an accrual basis of accounting. Modified Cash MOD_CASH Accrual ACCRL Used by the Office of the State Comptroller to reverse certain revenue accrual transactions which occur in the Modified Accrual Ledger. The combination of these two ledgers will allow OSC to produce reports which meet the state's legal requirements (e.g. Deferred Revenue from A/R, Accounts Payable Reversals, Salary Reversal). Used by the internal service or enterprise funds to reverse certain transactions which occur in the Modified Accrual ledger. This ledger is used to capitalize the acquisition of assets that are recorded as expenditures in the Modified Accrual ledger. Also, revenues are recognized when earned; expenses when incurred (e.g. depreciation, assets, long term debt). The combination of these two ledgers will allow these agencies to produce reports which meet their reporting 2

3 Ledger Name Ledger Description requirements. Budget Ledger Details: The Budget Ledger Details folder lists the available Ledger Groups and the Budget Ledgers within each Ledger Group. 1. Ledger Group: List of available Ledger Groups are shown in the screenshot below: Ledger Group definitions are listed below. These definitions are extracted from the Ledgers job aid available on the CORE CT website ( Commitment Control Legal Budgets Legal Budget Appropriation Ledger Group KK_APPROP Legal Budget Description The Appropriation budget structure is based on Fund, SID, and Agency. It is the highest level for establishing expenditure budget control in Core-CT. It is required for legislative appropriations, i.e. the General Fund and most other non-bond funds. It is created and maintained centrally by OSC. 3

4 Legal Budget Allotment Ledger Group KK_ALLOT Legal Budget Description The Allotment budget structure is based on Fund, SID, Agency and Budget Reference. It is used to allot portions of appropriations to different time periods that are defined, and to enter new allotments and modify existing ones for changes in allotment amounts. It is required for all General Fund and most other appropriated and non-appropriated Funds. Created quarterly and maintained centrally by OSC based on OPM approved B-1 and B-107. Bond Budgets Bond Budget Authorized Bond KK_BD_AUTH Bond Budget Description The Authorized Bond budget structure is based on Fund, SID, and Agency. It is required for all legislative bond authorizations. It is created and maintained centrally by OSC. Allocated Bond KK_BD_ALLC The Allocated Bond budget structure is based on Fund, SID, and Agency. It is required for all Bond Commission Allocations. It is created and maintained centrally by OSC. Entries to this ledger are triggered by items approved by the bond commission. Allotted Bond KK_BD_ALLT The Allotted Bond budget structure is based on Fund, SID, Agency and Budget Reference. It is required to allot Bond Funds. Budget Reference is used to capture year of bond authorization rather than creating new Fund/SID values annually. Funds are posted based on allotments from OPM. Agency Budgets - Agency budgets are an expenditure budget structure used to break down Allotment budgets into lower, Department and/or Account levels of detail for controlling spending and/or reporting. Agency Budgets may differ from appropriated. However, budget control will ultimately always reside at Appropriation/Allotment. 4

5 Agency Budget Agency 1 KK_AGY1 Agency Budget Agency 2 KK_AGY2 Agency Budget Description Agency 1 budgets are based on agency defined departments, usually higher levels such as divisions, bureaus, facilities, etc. They may be established as control or track as determined by the Agency. Agency Fiscal Administrative Reviewers must create and maintain agency budgets. Agency Budget Description Agency 2 budgets are based on agency defined departments, usually lower levels, such units, cost center, etc. It is not a Control budget. It is used for reporting purposes. Transactions are tracked and recorded at the Department and detailed account level. Project Budgets - Project budgets are based on agency defined Project ID values. Project IDs ending in NONPROJECT are tracked on the Agency 1 and/or Agency 2 budget structures. Project Budgets may differ from the Appropriation. However, budget control will ultimately always reside at Appropriation/Allotment. Project Budget Project 1 KK_PRJ1 Project 2 KK_PRJ2 Project 3 KK_PRJ3 Project Budget Description PRJ1 budgets are based on Fund, SID, Agency, and agencydefined Project IDs. Agency Fiscal Administrative Reviewers must create and maintain PRJ1 budgets. They may be established as control or track, as determined by the Agency. PRJ2 budgets are based on Fund, SID, Agency, and agency defined Project IDs like KK_PRJ1. However, they also record the detail expense Account. Agency Fiscal Administrative Reviewers must create and maintain PRJ2 budgets. They may be established as control or track, as determined by the Agency. PRJ3 budgets are based on Fund, SID, Agency, and agency defined Project IDs like KK_PRJ1. However, they also record the Chartfield1 value. Agency Fiscal Administrative Reviewers must create and maintain PRJ3 budgets. They may be established as control or track, as determined by the Agency. 5

6 Project Costing Budgets - Project Costing budgets are used by those agencies that participate in the Core-CT Project Costing module. Project IDs ending in NONPROJECT, or are not part of the Project Costing module, are tracked on the Agency 1 and/or Agency 2 budget structures. Project Budgets may differ from the Appropriation. However, budget control will ultimately always reside at Appropriation/Allotment. Project Costing Budget Project Costing 1 KK_PC1 Project Costing 2 KK_PC2 Project Costing 3 KK_PC3 Project Costing Budget Description PC1 budgets are based on agency-defined Project Costing Project IDs. Agency Fiscal Administrative Reviewers must create and maintain PC1 budgets. They may be established as control or track, as determined by the Agency. PC2 budgets are based on agency-defined Project Costing Project IDs, as well as Fund, SID, and Budget Reference. Agency Fiscal Administrative Reviewers must create and maintain PC2 budgets. They may be established as control or track, as determined by the Agency. PC3 budgets are based on agency-defined Project Costing Project IDs, Fund, SID, and Budget Reference, as well as Activity ID. Agency Fiscal Administrative Reviewers must create and maintain PC1 budgets. They may be established as control or track, as determined by the Agency. Budget Ledger The Ledger Groups listed in the previous sections have four types of ledgers; Budget (BD), Encumbrance (ENC), Expense (EXP) and Pre-encumbrance (PRE). For Example, the Appropriation Ledger Group (KK_APPROP) has four ledgers as shown below: 6

7 KK_ALLOT KK_AGY1 Department: The Department chartfield identifies the financial management organizational entity associated with a particular financial transaction and is a required chartfield on all transactions An agency may have one department defined in Core-CT (represents the entire agency) or have multiple departments defined for lower level organizational concepts (divisions, units, etc.) In STARS these departments are displayed at multiple levels such as Dept Level1, Dept Level2... Level1 is the top most level. The DeptID detail value is the lowest level. The Department Folder contains folder structures as shown in the screenshot below Example: Consider an example of AES. Drag and Drop the Dept Level1 and Dept Level2 from the Department Tree Folder and DeptID from the Department Folder Add a filter for Dept Level2 = AES

8 The results are displayed as follows. The DeptID is the lowest level of detail and displays the detail values within an agency. Department Tree: The Department Tree folder consists of the different levels. Each department value is considered a tree node. Nodes with sub-nodes are considered a parent node. The sub-nodes are considered child nodes. A node can be both a parent and child node. If you expand the Department Tree folder, these nodes are represented as Department levels (Level1, Level2, Level 3 etc) as shown below: 8

9 Use the same example of AES and pull the Dept Tree Name++ to the analysis and you can see the same DeptID s having different Department Trees similar to the way they are set up in CORE Dept Tree Name: The available department tree names in CORE are 9

10 When a user runs a report for a specific budget, the appropriate tree and department level must be selected. For example, when the Budget Name KK_APPROP is selected, the Department Tree KK_DEPT_LEGAL and the Department Level2 must be specified to get the correct results. Below is a table that lists the appropriate combinations of Budgets, Department Trees and Department Levels. The Dept Tree Name is named Dept Tree Name++ and (++) indicates that it is mandatory to specify a tree value in the report when you use any field from the Department Tree Folder. Dimension Ledger Group Tree Name Tree Level Department KK_APPROP KK_DEPT_LEGAL LEVEL_2 Department KK_ALLOT KK_DEPT_LEGAL LEVEL_2 Department KK_BD_AUTH KK_DEPT_LEGAL LEVEL_2 Department KK_BD_ALLC KK_DEPT_LEGAL LEVEL_2 Department KK_BD_ALLT KK_DEPT_LEGAL LEVEL_2 Department KK_AGY1 KK_AGY1_DEPT LEVEL_2 Department KK_AGY2 KK_AGY2_DEPT LEVEL_2 Department KK_PRJ1 KK_PRJ1_DEPT LEVEL_2 Department KK_PRJ2 KK_PRJ2_DEPT LEVEL_2 Department KK_PRJ3 KK_DEPT_PRJ3 LEVEL_2 Department KK_PC1 KK_PRJ1_DEPT LEVEL_2 Department KK_PC2 KK_PRJ1_DEPT LEVEL_2 Department KK_PC3 KK_PRJ1_DEPT LEVEL_2 10

11 Example: to create a Budget Amount report for the following filters in STARS: Fiscal Year = 2016, DeptLevel2 = AES48000 and Ledger Group = KK_APPROP The results will look like this if you do not select any Dept Tree Name++ The Budget Amount is actually multiplied seven times and displayed in the results which is incorrect. Now drag the Dept Tree Name++ to the report and the Budget amount is displayed for each Tree. USER MUST SPECIFY A TREE NAME WHEN ANY COLUMN IS SELECTED FROM THE DEPARTMENT TREE FOLDER (DEPT TREE NAME++) Please note: If a Dept ID is selected and nothing from the Department Tree Folder is selected, then you need not select a Dept Tree Name. Fund: Fund represents an independent fiscal & accounting entity with a self-balancing set of accounts that are segregated for the purposes of conducting specific activities or attaining certain objectives in accordance with regulations/limitations. Tree Name, Level1, Level2, Level3 11

12 The available fund trees in CORE are: Different Fund Levels displayed below: USER MUST SPECIFY A TREE NAME WHEN ANY COLUMN IS SELECTED FROM THE FUND TREE FOLDER (FUND TREE NAME ++) There are different types of funds defined for the State of Connecticut and below are a few examples with the fund Codes and Fund descriptions. 12

13 Account: The account Chartfield classifies balance sheet items (assets, liabilities and fund balance) and operating accounts (revenues and expenditures) on financial transactions Tree Name, Account Levels There are different Accounting Trees and multiple Levels within them. 1. Account, Account Description These columns show the actual account code and the description of each code. Group Account Group Account logically groups GL accounts into reportable group(s), so users can view financial reports at a higher level than that of a GL account. Group Accounts are defined / configured through a configurable csv file. In case of PeopleSoft it is file_group_acct_codes_psft.csv. Users are allowed to specify which GL accounts are assigned to a particular group account within GL Business Units for PeopleSoft. For the State of Connecticut the Group Accounts that are configured are as follows: 13

14 BUSINESS_UNIT FROM ACCT TO ACCT Group Account STATE TAXES STATE OTHER REVENUE STATE OTHER INC STATE REFUNDS STATE GRANT TRANSFERS STATE COMPTROLLER SPECIFIC STATE OTHER EXPENSES STATE CURRENT EXPENSES STATE CURRENT EXPENSES STATE GEN PAYROLL STATE GEN PAYROLL STATE EMP OVERTIME STATE EMP BENFT STATE EMP EXPS/FEES STATE FIXED CHARGES STATE CAPITAL OUTLAY ADJUST REVOLVING STATE FUNDS ADJUST REVOLVING STATE FUNDS STATE DEPCN STATE OSC ADJUSTING ENTRIES STATE OTHER SOURCES/USES STATE BUDGETARY STATE OTHER CA STATE OTHER CA STATE AR STATE CASH STATE NON-CURRENT ASSETS STATE NON-CURRENT ASSETS STATE NON-CURRENT ASSETS STATE ACC DEPCN STATE ACC DEPCN STATE AP STATE ACC LIAB STATE OTHER CURR LIAB STATE NON-CURRENT LIABILITIES STATE DEFERRED INFLOW STATE FUND BALANCE STATE RET EARNING 14

15 SID: SID is used to capture Special Identification Codes (SID). SIDs are appropriation codes that, combined with fund and department codes, represent unique appropriations or funding sources. Certain SIDs are shared across agencies (e.g., personal services and other expenses) and other SIDs are defined specifically for a particular State agency. 1. Tree Name SID Tree consist of 2. SID Level1, Level2, Level3, Level4 and Descriptions SID levels can be used to report at different levels of detail. 3. SID and SID Description SID and SID description are the most commonly used columns for reporting. Program: This chartfield captures groups of related activities that cross organizational boundaries and are directed towards the accomplishment of a set of recognizable objectives. Program is included in the State of Connecticut s budget structure framework (biennial budget process). Currently all budgets in Core are set to program The General Ledger contains the detailed program activity. Project: A project is an identifier for cost collection and for monitoring progress and status for a product, service or event. The life span of a project can range from several months to several years. Project ID s provide the structure to which activities and transactions are added. Any Project ID for which costs will be incurred directly must contain at least one activity. 1. Tree Name Tree Name displays all the available tree structure for the Project ChartField. The available Project Trees are 15

16 2. Project ID This chartfield is designed to track project and grant related financial activity, which can cross budget years, funds and departments Few examples below PC Business Unit: (For Project Costing Agencies) A Project Costing Business Unit is defined as an operational subset of an organization. Each agency will have a Project Costing Business Unit (PCBU). The State will be able to organize Project Costing information in the way that best facilitates project management, analysis, reporting, and accounting for each agency. The PCBU is a required chartfield on all transactional data for projects created in the Project Costing module. An example of an agency PCBU would be DOTM1; however agencies could continue to use NONPC for their NONPROJECT values. Here is a list of PCBU values available in Core-CT: Activity: (For Project Costing Agencies) Activities are the specific tasks associated with a Project and where transactional data gets recorded and monitored. Activities are the next level below Project ID that must be defined in the system. Activities are very important because it is only at the Activity level that transactional data can be obtained. Examples of Activities may be Design, Inspection, Preliminary Engineering, Advertising, etc. 16

17 Each detail Project must have at least one Activity representing the lowest level of reporting detail. Activities can be standardized and enforced by Project Type to provide consistency of reporting for similar projects. For example, a building construction Project Type might have specific Activities defined as valid activities that will be used by all similar projects. The State uses the Standard Activities option on the Project Costing Definition page. This will dictate the type of Activities that exist for a specific type of project. For example, all Construction projects will have the same type of Activities Construction, Consulting, Project Support Services, and Permits. Below is a sample of the current usage of Activity ID values in Core-CT and BI Source Type: (For Project Costing Agencies) Source Types can be used with project-specific Activities in order to capture costs at a lower level of detail. Below is a sample of the current usage of Source Types values in STARS: Resource Category: (For Project Costing Agencies) Resource Categories provide additional levels at which to define and track transactional data. Categories provide the ability to identify transactions at a very granular level. For example, the State may have a requirement to track a general Source Type of LABOR down to a further level. By creating Categories, this would allow the State to track different types of labor such as architect labor, carpenter labor, plumber labor, and electrician labor. In addition, the State could utilize the Sub-Categories to further define labor to standard labor and overtime labor. Using Source Types, Categories, and Sub- Categories in this example would provide the State with the ability to calculate total labor costs for a project, total overtime hours, architect overtime hours, or carpenter standard hours. Below is a sample of the current usage of Source Category Values: 17

18 Budget Reference: This chartfield identifies separate overlapping budgets that share the same combination of non-budget reference chartfields. For example, if an agency has a three year federal grant, then each year of the grant can be identified using the Budget Reference charfield. The screenshot below lists all the Budget Reference chartfield values in Core-CT If the Budget Ref is Blank, is also a valid option for some of the Ledger Groups. Budget Ref is always Blank on KK_APPROP, KK_BD_ALLC and KK_BD_AUTH. As of 7/1/2016, the Budget Reference will be blank for all budgeted funds. 18

19 Chartfield1: This chartfield is used to define agency specific information that cannot be captured in the other required chartfields. For example, project related activities can be defined in Chartfield 1. This chartfield is agency defined. Examples Chartfield2: This chartfield is used to define agency specific information that cannot be captured in the other required chartfields. Chartfield 2 is agency defined. Examples 19