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PeopleSoft Financials Chart of Accounts December 2010 MAY 2012

PeopleSoft Financials Chart of Accounts

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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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Page 1: PeopleSoft Financials Chart of Accounts

PeopleSoft Financials

Chart of Accounts

December 2010

MAY 2012

Page 2: PeopleSoft Financials Chart of Accounts

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

Page 3: PeopleSoft Financials Chart of Accounts

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

Page 4: PeopleSoft Financials Chart of Accounts

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

Page 5: PeopleSoft Financials Chart of Accounts

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.

Page 6: PeopleSoft Financials Chart of Accounts

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

Page 7: PeopleSoft Financials Chart of Accounts

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

Page 8: PeopleSoft Financials Chart of Accounts

Account Value Ranges

Account Category RANGEAssets 10000 19999

Liabilities 20000 29999

Fund Balance/Transfers 30000 39999

Revenues 40000 49999

Expenses 50000 99999

Page 9: PeopleSoft Financials Chart of Accounts

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

Page 10: PeopleSoft Financials Chart of Accounts

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

Page 11: PeopleSoft Financials Chart of Accounts

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

Page 12: PeopleSoft Financials Chart of Accounts

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

Page 13: PeopleSoft Financials Chart of Accounts

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

Page 14: PeopleSoft Financials Chart of Accounts

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

Page 15: PeopleSoft Financials Chart of Accounts

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

Page 16: PeopleSoft Financials Chart of Accounts

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

Page 17: PeopleSoft Financials Chart of Accounts

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

Page 18: PeopleSoft Financials Chart of Accounts

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

Page 19: PeopleSoft Financials Chart of Accounts

DESIGNATED FUND COST CENTER FORMAT

Special References may be used when appropriate:RES = RESERVESENn = OFFICIAL OCCASIONS FOH = FEDERAL OVERHEAD

Page 20: PeopleSoft Financials Chart of Accounts

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

Page 21: PeopleSoft Financials Chart of Accounts

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

Page 22: PeopleSoft Financials Chart of Accounts

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

Page 23: PeopleSoft Financials Chart of Accounts

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

Page 24: PeopleSoft Financials Chart of Accounts

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”

Page 25: PeopleSoft Financials Chart of Accounts

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.