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MAY 2012. PeopleSoft Financials Chart of Accounts. December 2010. PeopleSoft Chartfields. Chartfields are the basic building blocks of the Chart of Accounts that allow segregation and categorization of financial transactions and budget data. Business Units - PowerPoint PPT Presentation
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PeopleSoft Financials
Chart of Accounts
December 2010
MAY 2012
PeopleSoft Chartfields
Chartfields are the basic building blocks of the Chart of Accounts that allow segregation and categorization of financial transactions and budget data.
Business UnitsBecause we are sharing the same software
instance with other UT campuses, our data is segregated by Business Units.
5 Character field length – UTSA1
Chart of AccountsChartfield Structure Fund Account Function
(NACUBO)Dept ID Project Activity Program
(Likely will not be used)
UTShare CommonChartfield
Values
Cost Center
UTSA DefinedChartfield
Values
** Values are subject to change after configuration and testing is completed
FUNDKey to grouping transactions by fund
DEFINE UTSHARE14 – Educational & General
2100 General Funds2110 Research Development2115 Special Items (i.e. SALSI)2120 THECB Transfers2135 Lab Fees2140 E&G Transfers
FUNDKey to grouping transactions by fund
DEFINE UTSHARE19 – Designated Funds 3100 Organized Ed Activities
3105 Designated Tuition18 – Service Centers 3200 Net Service Funds26 – Grants & Contracts (Sponsored Programs)
5100 Federal Sponsored Prog.5200 State Sponsored Prog.5300 Local Sponsored Prog.5400 Private Sponsored Prog.
FUND
Key to grouping transactions by fund
DEFINE UTSHARE29 – Auxiliary Enterprises
4100 Intercollegiate Athletics4200 Housing & Food Service4300 Bookstore4400 Parking & Traffic4500 Student Health Center4600 Student Service Fees4700 Other4800 Student Activities
FUNDKey to grouping transactions by fund
DEFINE UTSHARE30 – Restricted Gifts
5500 Gifts and Other5600 Gifts for Endowment6300 Endowment & Similar
36 – Unexpended Plant Funds
7101 Permanent Univ Fund7102 Revenue Financing System 710G Federal Grants 7108 Private Gifts7105 Interest on Construction7104 Other Sources
Account Value Ranges
Account Category RANGEAssets 10000 19999
Liabilities 20000 29999
Fund Balance/Transfers 30000 39999
Revenues 40000 49999
Expenses 50000 99999
Budgetary Only Accounts
Account Description
A1000 Staff Salaries
A1200 Wages
A2000 Faculty Salaries
A3000 Payroll Related Costs
A4000 Operating Expenses
A5000 Other Non-Op Exp Activity
A6000 Debt Service
A7000 Transfers
FUNCTION Groups expenditures for reporting
DEFINE UTSHARE02 100 Instruction06 200 Research12 300 Public Service14 400 Academic Support70 500 Auxiliary Enterprises16 600 Student Services20 700 Institutional Support22 800 Ops & Mtnc of Plant48 997 Scholarships & Fellowships
DEPARTMENT ID6 characters – 1st 3 alpha refer to entityRefer to handout
Organizational Area DEPT_ID Numbering
President PRS001-PRS999Academic Affairs ACA001-ACA999College of Sciences ASC001-ASC999Business Affairs BAF001-BAF999Community Services CMS001-CMS999Research RES001-RES999Student Affairs SAF001-SAF999University Advancement UAD001-UAD999
COST CENTERMaps to a unique combination of FUND-DEPT ID-FUNCTIONWill be the SPEED TYPE / SPEEDCHART
A “quick key” to ease transition from DEFINE, facilitate user acceptance & improve the accuracy of financial transactions
Crosswalk to map legacy UNIT CODE, BUDGET GROUP + NACUBO code to a unique COST CENTERSometimes includes DEFINE Subaccount
COST CENTER NUMBERING CONVENTIONS
Varies by Fund GroupE&G – EGnnnn
Each area gets a unique alpha character after EG:Area E&G FUND Cost
Center Format
Academic Affairs EGAxxx
College of Business EGBxxx
College of Architecture EGCxxx
College of Educ & Human Development EGDxxx
College of Engineering EGExxx
College of Liberal & Fine Arts EGFxxx
Graduate School EGGxxx
E&G COST CENTER FORMATSArea E&G FUND Cost
Center
Honors College EGHxxx
Community Services EGKxxx
Libraries EGLxxx
College of Public Policy EGPxxx
Student Affairs EGQxxx
Research EGRxxx
College of Sciences EGSxxx
University College EGUxxx
University Advancement EGVxxx
Business Affairs EGXxxx
President EGYxxx
University Wide EGZxxx
E&G COST CENTER FORMAT
Special References may be used when appropriate:RES = RESERVESFAC= FACULTY RESERVE FUNDINGLFn = LAB FEE + NUMBERSUM = SUMMER SESSION FACULTY RESERVEDTC = DOWNTOWN CAMPUS
COST CENTER EXAMPLESBUDGET GROUP
DESCR Cost Center
Fund Dept ID NACUBO
14-0614-06 Physics Research Dvlpmt Fund
EGS023 2110 ASC007 200
14-1850-20 Physics & Astronomy Dept
EGS024 2100 ASC007 100
14-1850-21 GIT Physics EGS025 2100 ASC007 100
14-1850-21 GIT Physics EGS026 2100 ASC007 900
14-1850-35 Ctr for Research – Physics & Astron
EGS027 2100 ASC007 200
14-7590-01 Tenure Track Research Award
EGS028 2100 ASC007 200
14-9020-96 PhD Physics EGS029 2100 ASC007 100
14-1860-22 Biology Lab Fees EGSLF3 2135 ASC008 100
DESIGNATED FUND COST CENTER FORMATS
Area Designated Fund Cost Center
Designated Tuition Cost Center
Academic Affairs DFAnnn DTAnnn
College of Business DFBxxx DTBxxx
College of Architecture DFCxxx DTCxxx
College of Educ & Human Development
DFDxxx DTDxxx
College of Engineering DFExxx DTExxx
College of Liberal & Fine Arts
DFFxxx DTFxxx
Graduate School DFGxxx DTGxxx
DESIGNATED FUND COST CENTER FORMATS
Area Designated Fund Cost Center
Designated Tuition Cost Center
Honors College DFHnnn DTHnnn
Community Services DFKxxx DTKxxx
Libraries DFLxxx DTLxxx
College of Public Policy DFPxxx DTPxxx
Student Affairs DFQxxx DTQxxx
Research DFRxxx DTRxxx
College of Sciences DFSxxx DTSxxx
University College DFUxxx DTUxxx
University Advancement DFVxxx DTVxxx
Business Affairs DFXxxx DTXxxx
President DFYxxx DTYxxx
DESIGNATED FUND COST CENTER FORMAT
Special References may be used when appropriate:RES = RESERVESENn = OFFICIAL OCCASIONS FOH = FEDERAL OVERHEAD
RECHARGE / SERVICE CTR COST CENTER FORMATS
•All begin with RC and 4 consecutive numbers randomly assigned.
BUDGET GROUP
DESCR Cost Center
Fund Dept ID NACUBO
18-2170-00 MAIL SERVICES RC0004 3200 BAA005 700
18-2206-00 FACILITIES SVCS DTC
RC0010 3200 BFC003 700
18-2215-01 BACKGROUND CHECKS
RC0015 3200 BUP001 700
18-2060-00 ANIMAL CARE SERVICES
RC0020 3200 CTR038 700
AUXILIARY ENTERPRISE FUND COST CENTER FORMATS
•All begin with AX and 4 consecutive numbers randomly assigned.
BUDGET GROUP
DESCR Cost Center
Fund Dept ID NACUBO
29-0311-10 UTSA CARD AX0006 4700 BAA002 500
29-0320-00 RECREATION CTR
AX0009 4800 SAF009 500
29-0450-00 ATHLETICS AX0033 4100 SAT001 500
29-0450-04 TENNIS-MEN AX0037 4100 SAT001 500
29-0470-00 UNIVERSITY CTR AX0057 4800 STL010 500
29-0380-01 HOUSING OPS AX0014 4200 STL009 500
GIFT FUND COST CENTER FORMAT
•All begin with G and 5 consecutive numbers randomly assigned.
BUDGET GROUP
DESCR Cost Center
Fund Dept ID NACUBO
30-0200-02 PRESIDENT’S ASSOCIATES
G00004 5500 PRS001 700
30-0215-02 CAPITAL CAMPAIGN G00020 5500 UAD001 700
30-0220-04 LUTCHER BROWN G00025 5500 ACA001 400
30-0314-05 UTSA SCHOLARSHIP FUND
G00049 5500 UNW012 997
AGENCY FUND COST CENTER FORMAT
•All begin with AG and 4 consecutive numbers randomly assigned.
BUDGET GROUP
DESCR Cost Center
Fund Dept ID NACUBO
41-9990-20 GREEK WEEK AG0043 9200 STL006 999
41-9990-03 ROADRUNNER CLUB ACTIVITIES
AG0325 9200 SAT001 999
41-9992-11 ARCHER FELLOWSHIP PROGRAM
AG0357 9200 AHC001 999
Project ChartfieldTwo Types of Projects (Grants and
Capital)Grants Capital Projects
Converted Grant Projects consist of 3 components: (i.e. 326xxxxxx0)•‘3’ = UTSA Component Number•’26xxxxxx’ = Define Budget Group•‘0’ = Sponsored Project or ‘C’ Cost Sharing
Converted Capital Projects will begin with SC (San Antonio Converted) followed by the last 6 digits of the DEFINE Budget Group Number.
New Projects will have generated sequential number starting with “0000000001”
New Capital Projects will begin with S and the ‘NEXT’ sequential number “S0000001”
Activity ChartfieldTwo Types of Activity (Grants and Capital)
Grants Capital Projects
Activity for converted and new Project ID is ‘1’ . Activity for grants is not significant.
Standard Activities will be used for converted and new OFPC Construction Projects. The Standard Activities will consist of :
•OM denotes OFPC Managed•IM denotes Institutionally Managed •CI denotes Capitalized Interest
For Converted Institutional Capital Projects the DEFINE sub accounts will become the activity.