UMBC. PeopleSoft 8.4 Financials. Chart of Accounts
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1 UMBC PeopleSoft 8.4 Financials Chart of Accounts
2 Agenda: What are we doing? COA Objectives What is a ChartField? What is a Chart String? ChartField Definitions/Values FAS Account Mapping to PeopleSoft COA Retriever (FKA FinWeb)
3 PeopleSoft Financials Module Overview Commitment Control / PS FinWeb Legend On-line, integrated functionality Limited functionality; limited integration Manual Process; no integration Pre-enc. / Enc. Expenses Procurement REQs / Commitments General Ledger Expenses REQ / COM Reversals Grants / Projects Accounts Payable Actuals Vchrs. / Payments Assets Self-Constructed Assets Depreciation Asset Management Billing Accounts Recievable F&A
4 UMBC s Chart of Accounts (COA) is designed to meet some of the following objectives: Comply with external financial reporting requirements (State, GAAP, OMB,etc.) Improve access to financial info in support of faculty and staff Provide flexibility for future growth Integrate with Human Resources and Student Admin Systems
5 What is a ChartField? In PeopleSoft, the Chart of Accounts is comprised of informational fields that provide the basic structure to segregate and categorize transactional and budget data. Each informational field is called a CHARTFIELD
6 ChartField Structure: Chartfield Name Design Format Business Unit 5 Alphanumeric Transaction Code 4 Alphanumeric Fund 4 Numeric Department 5 Numeric Program Operational 3 Alphanumeric Program Financial 3 Numeric Project/Grant 8 Numeric Source of Funds 5 Numeric Account 7 Numeric Budget Year 4 Alphanumeric Statistics Code 3 Alphanumeric Currency Code 3 Alphabetic
7 What is a Chart String? Combining a series of ChartFields creates a Chart String
8 What is a Chart String? A Chart String is used to define, identify, categorize, and sort a transaction
9 ChartField String Each transaction will require the following ChartFields: Business Unit Fund Tcode Department Program FIN Account Budget Year Currency Code In addition, at least one of the following ChartFields may be required on each transaction: Program OP Project/Grant Source of Funds
10 ChartField definition: BUSINESS UNIT - the General Ledger Business Unit (GLBU) represents a set of financial records, business practices, and reporting requirements for an independent entity. Equivalent to State Agency Code R41 or FAS campus code 05. UMBC will have one GLBU = UMBC1
11 ChartField definition: TCODE- denotes the type of transaction. Examples of transaction types are receipts, disbursements, adjustments, payables and receivables.
12 Sample TCODES: 0410 Revenue Adjustment (Increase) 0411 Revenue Adjustment (Decrease) 0412 Expenditure Adjustment (Decrease) 0413 Expenditure Adjustment (Increase) To record an adjustment to increase revenue and increase cash. To record an adjustment to decrease revenue and reduce cash. To record an adjustment to decrease expenditures and increase cash. To record an adjustment to increase expenditures and reduce cash. Journal Entry Journal Entry Journal Entry Journal Entry
13 ChartField definition: FUND - Segregates financial information for the purpose of carrying on specific activities and attaining certain objectives in accordance with GASB guidelines and State regulations
14 List of Active Funds Fund Group Class Category Designation 1111 Current Unrestricted Un-Allocated State Supported E&G 1112 Current Unrestricted Un-Allocated Self Support - Auxiliary 1113 Current Unrestricted Un-Allocated Self Supported - E&G 1253 Current Restricted Sponsored Self-Supported E&G 1263 Current Restricted Financial Aid Self Supported - E&G 2120 Loan Unrestricted Unexpended 2240 Loan Restricted Loans Student 3180 Endowment Unrestricted Endowment 4120 Plant Unrestricted Unexpended 4130 Plant Unrestricted Renewal and Replacement 4170 Plant Unrestricted Retirement of Indebtedness 4220 Plant Restricted Unexpended 4230 Plant Restricted Renewal and Replacement 4270 Plant Restricted Retirement of Indebtedness 5220 Agency Restricted Unexpended 7120 Component Unit Unrestricted Unexpended Note the most common funds are highlighted in bold.
15 ChartField definition: DEPARTMENT - an organizational unit responsible for business transactions. The unit will have employees and usually has a budget.
16 Sample Department List Campus UMBC President Office of the President Information Technology Ofc of Information Technology Instructional Technol New Media OIT Infrastructure & Support Business Services - OIT Applications IT Administration Delta Office of the General Counsel General Counsel Government&CommunityRelations Human Relations Legal Affairs Vice Provost Meyerhoff Professional Education & Train Instructional Systems Design Summer/Winter Special Program Summer Programs Winter Programs Special Programs DPET Bus Services/Admin Program Developmnt Shady Grove English Language Center ELC Non Credit Intensive English DPET Marketing Non DPET Entrepreneurship
17 ChartField definition: PROGRAM (FINANCIAL) -is an ongoing, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. Financial Programs will be used to comply with external reporting classifications defined by State, GAAP, etc. and on expense transactions only
18 Program Fin Progrm_fin Long Short 011 Instruction - General Instr gen 012 Instruction - Special Instr Spl 021 Research - Institutes/Centers RES Cntr 022 Research - Individual RES Ind 031 Public Service - Community PS Comm 041 Academic Support - Library AS Lib 042 Academic Support - Computing Support AS Comp 043 Academic Support - Administration AS Admin 044 Academic Support - Other AS Other 051 Student Services Std Ser 061 Institutional Support - General Admin IS GEN 062 Institutional Support - Admin Comp IS COMP 071 Operation & Maintenance of Plant OMP 081 Auxiliary Enterprises Auxiliary 171 Scholarship & Fellowship - Scholarship Scholarship 172 Scholarship & Fellowship - Fellowship Fellowship
19 ChartField definition: ACCOUNT - classifies business transactions by categories that include assets, liabilities, net asset (fund balance), revenue and expenditures
20 Account Logic Seven numeric positions will be used (NNNNNNN) The number is composed of three parts. First digit = Accounting Class (1=Assets, 2= Liabilities, 3= Net Assets, 4= Revenue, 6~8=Expenses). Second through the fifth digits = State Object Code ( RSTARS financial accounting system account) Sixth & Seventh digits = UMBC defined for additional detail beyond RSTARS.
21 Sample Personnel Accounts Object ACCOUNT Object Desc Title 01 Personnel Personnel Regular Faculty Personnel Regular Exempt Personnel Regular Non Exempt Personnel Graduate Assistants/Fellows Personnel Contractual Faculty Personnel Contractual Exempt Personnel Contractual Non exempt Personnel Overtime Earnings Personnel Shift Differential Personnel Student (Other) Personnel FWS Student
22 ChartField definition: PROJECT/GRANT - an event or activity that has a specific beginning and end date. This ChartField provides the link for financial transactions to the project/grants management software modules.
23 ChartField definition: PROGRAM (OPERATIONAL)- is an on-going, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. Operational Programs will be developed and designed for campus purposes. FOR FUTURE USE.
24 ChartField definition: SOURCE OF FUNDS - denotes funds or revenues collected by an entity and allows for budget limitations and reporting by source as required by policies and/or regulations. UMBC is required to report by State, Federal and Special Sources.
25 ChartField definition: BUDGET YEAR - the Budget Year corresponds to UMBC s fiscal calendar and denotes a fiscal year. Format is FYNN. Example: Fiscal Year 2004 = FY04. Budget Year will always default to current fiscal year.
26 ChartField definition: STATISTICS CODE -is used for attaching non-monetary units of measure to transactions for financial analysis and reporting. FOR FUTURE USE.
27 ChartField definition: CURRENCY CODE - denotes the type of currency used in a financial transaction. Since UMBC only uses U.S. Dollars, the Currency Code will default to: Currency Code = USD.
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