UMBC

PeopleSoft 8.4 Financials

Chart of Accounts

Agenda:

What are we doing?COA ObjectivesWhat is a ChartField?What is a Chart String?ChartField Definitions/ValuesFAS Account Mapping to PeopleSoft COARetriever (FKA FinWeb)

GeneralLedger

Grants /Projects

Procurement

Accounts Payable

Commitment Control /PS FinWeb

Asset Management

AccountsRecievable

Billing

Assets

Depreciation

Pre-enc. / Enc.

Expenses

REQs / Commitments

REQ / COM Reversals

Actuals

Expenses

Vchrs. / Payments

PeopleSoft Financials Module Overview

Self-Constructed Assets

F&A

Legend

Limited functionality;limited integrationManualProcess; nointegration

On-line, integratedfunctionality

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 growthIntegrate with Human Resources and

Student Admin Systems

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”

ChartField Structure:

Chartfield Name Design FormatBusiness Unit 5 AlphanumericTransaction Code 4 AlphanumericFund 4 NumericDepartment 5 NumericProgram Operational 3 AlphanumericProgram Financial 3 NumericProject/Grant 8 NumericSource of Funds 5 NumericAccount 7 NumericBudget Year 4 AlphanumericStatistics Code 3 AlphanumericCurrency Code 3 Alphabetic

Combining a series of “ChartFields”

creates a

“Chart String”

What is a Chart String?

A “Chart String”is used to define, identify,

categorize, and sort a transaction

What is a Chart String?

Each transaction will require the following ChartFields:BusinessUnit

Fund Tcode Department Program

FIN

Account BudgetYear

CurrencyCode

In addition, at least one of the following ChartFields may berequired on each transaction:ProgramOP

Project/Grant Source ofFunds

ChartField String

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

ChartField definition:

TCODE- denotes the type of transaction. Examples of transaction types are receipts, disbursements, adjustments, payables and receivables.

Sample TCODES:

0410 RevenueAdjustment(Increase)

To record an adjustmentto increase revenue andincrease cash.

JournalEntry

0411 RevenueAdjustment(Decrease)

To record an adjustmentto decrease revenue andreduce cash.

JournalEntry

0412 ExpenditureAdjustment(Decrease)

To record an adjustmentto decrease expendituresand increase cash.

JournalEntry

0413 ExpenditureAdjustment(Increase)

To record an adjustmentto increase expendituresand reduce cash.

JournalEntry

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

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.

ChartField definition:

DEPARTMENT - an organizational unit responsible for business transactions. The unit will have employees and usually has a budget.

Sample Department List10000 - Campus

10276 - UMBC President10280 - Office of the President10359 - Information Technology

10336 - Ofc of Information Technology10114 - Instructional Technol10118 - New Media10119 - OIT Infrastructure & Support10426 - Business Services - OIT10315 - Applications10427 - IT Administration

10137 - Delta10360 - Office of the General Counsel

10468 - General Counsel10467 - Government&CommunityRelations10281 - Human Relations10335 - Legal Affairs

10220 - Vice Provost10252 - Meyerhoff10103 - Professional Education & Train

10450 - Instructional Systems Design10100 - Summer/Winter Special Program

10436 - Summer Programs10437 - Winter Programs10438 - Special Programs

10148 - DPET Bus Services/Admin10439 - Program Developmnt Shady Grove10441 - English Language Center

10451 - ELC Non Credit10452 - Intensive English

10442 - DPET Marketing10443 - Non DPET10457 - Entrepreneurship

ChartField definition:

PROGRAM (FINANCIAL) - is an on-going, 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

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

ChartField definition:

ACCOUNT - classifies business transactions by categories that include assets, liabilities, net asset (fund balance), revenue and expenditures

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= NetAssets, 4= Revenue, 6~8=Expenses).

Second through the fifth digits = State Object Code ( RSTARSfinancial accounting system account)

Sixth & Seventh digits = UMBC defined for additional detail beyondRSTARS.

Sample Personnel Accounts

Object ACCOUNT Object Desc Title

01 Personnel6010101 Personnel Regular Faculty

6010102 Personnel Regular Exempt

6010103 Personnel Regular Non Exempt

6010104 Personnel Graduate Assistants/Fellows

6010111 Personnel Contractual Faculty

6010112 Personnel Contractual Exempt

6010113 Personnel Contractual Non exempt

6010400 Personnel Overtime Earnings

6010500 Personnel Shift Differential

6012000 Personnel Student (Other)

6012005 Personnel FWS Student

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.

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.

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.

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.

ChartField definition:

STATISTICS CODE - is used for attaching non-monetary units of measure to transactions for financial analysis and reporting. FOR FUTURE USE.

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.