UMSL College of Education February 2013
Discuss definition of ChartFields ◦ Purpose, requirements and usage ◦ Unique usage within UMSL College of Education (COE) Discuss use of MoCodes Review examples of Chartfields UMSL College of Education February 2013
The PeopleSoft Chart of Accounts is comprised of ten informational fields each called “ChartField” Complexity is caused by the many differing reporting requirements of a public University UMSL College of Education February 2013
Fiscal Year Project Business Unit Class Fund Budget Period DeptID Statistics Code (not used) Program Account UMSL College of Education February 2013
The combination of ChartFields, known as the ChartField string, brings meaning to the transaction Fiscal Year BU FUND DEPTID PROGRAM PROJECT CLASS ACCOUNT Budget Period 2013 STLOU 0000 S0304001 0 00 0 730000 2013 UM St. Louis General COE Unspecified Unspecified Unspecified Supplies UM budget accounting Operations Counseling year July 1, year July 1, aka “GO” 2012 to June 2012 to June 30, 2013 30, 2013 5 UMSL College of Education February 2013
Fiscal Year begins July 1 of each year and ends June 30 of the following year Dictated by UM System July 1, 2012 through June 30, 2013 is fiscal year 2013 – FY13 Has little relationship to grant year USE: inferred based on calendar date ◦ Exceptions: year-end close and journal entries UMSL College of Education February 2013
Budget Period (BP) = Fiscal Year, in general operating fund, UCDC fund and all gift funds BP = 0, in grant project controlled funds ◦ A Budget Period of 0 represents the unique multi-year nature of grant projects USE: ◦ inferred from calendar date for general operating fund, UCDC fund and all gift funds ◦ 0 for all grants UMSL College of Education February 2013
Represents a campus STLOU is the St. Louis campus UMSL College of Education February 2013
Where the dollars come from ◦ Used to classify resources according to uses and/or regulations or restrictions ◦ Required, four numeric characters UMSL College of Education February 2013
Fund is used to segregate revenue and expense based on restrictions from outside the UM (governments, sponsors and donors) Fund Fund Name 0000 General Operating aka “GO” 0430 University Child Development Center 2000 Gifts & Expendable Endowment Income 2199 Grant Related Program Income All others 2XXX Grants 3000 Non-expendable endowment gifts UMSL College of Education February 2013
Required, eight characters “Who” is using the dollars Enables grouping of expenses by unit Single primary purpose (instruction, research, etc.) Defined internally but consistency is needed across years UMSL College of Education February 2013
1 st character is Business Unit “S” STLOU 2 nd and 3 rd digits generally designate college “03” is COE ◦ Exception: CHOCD and PreCollegiate Originally the 4 th and 5 th digits designated the unit but this is NO LONGER true ◦ “04” is Counseling “08” is ELAPS ◦ “05” is Dean’s “07” is Ed Psych UMSL College of Education February 2013
NODES are used to organize DeptIDs according to organizational structure Example – SEDPSYCH = Educational Psychology HR calls Dept NODES “Department” or “Home Department” ◦ The finance deptids in the format S0304001 don’t exist at all in the HR system Most of the PeopleSoft Security is based on NODE UMSL College of Education February 2013
UMSL College of Education February 2013
Each Dept Node contains one or more deptids The series of numbers have no meaning ◦ Examples S0305021 is under SEDLDPRO S0305020 is under SEDPSYCH S0305025 is under SSED&K12 UMSL College of Education February 2013
Required, five characters, first character designates Business Unit ◦ Default value is 0 for no program Required to track certain activities within campus or across the System, such as gifts, loans, and bond proceeds UMSL College of Education February 2013
General Operating Fund 0000 ◦ Program S8767 is “general rate allocation” ◦ Program S8912 is “adjuncts” ◦ Program S8880 is “summer teaching” ◦ Program 0 is the default Gifts (funds 2000 & 3000) ◦ All gifts have a unique program in the range S0000 to S9999 UMSL College of Education February 2013
Required, eight characters ◦ Default value is 00 for no project Used for activities that are temporary in duration and may extend beyond one fiscal year, such as grants & and construction projects Must have defined start and end date UMSL College of Education February 2013
Examples ◦ 00020090 / SciJournal ◦ SC000464 / MSEC Construction The Fund tells us if a chartfield is grant or a construction project UMSL College of Education February 2013
In the COE four chartfield elements are used to create a “cost center” ◦ Think of a “cost center” as a unit which has a particular mission and a related budget, revenue and expenses but not necessarily employees Recall that employees belong to deptNODES (home departments) and are funded by one or more “cost centers” Multiple cost centers can share funds, deptids, programs and projects ◦ It is only the COMBINATION that is unique UMSL College of Education February 2013
FUND DEPTID PROGRAM PROJECT COST CENTER Counseling Gen 0000 S0304001 S8767 00 Rev Allocation Counseling 0000 S0304001 0 00 Operating Counseling SST 0000 S0304001 S8880 00 Counseling 0000 S0304001 S8912 00 Adjuncts Counseling Gen 0000 S0304001 S8767 00008040 Rev Allocation GEAR UP cost sharing T&L GEAR UP 2280 S0315004 S7950 00008040 grant T&L Adjuncts 0000 S0315001 S8912 00 UMSL College of Education February 2013
Optional, five alphanumeric characters ◦ Default value is 0 for no class There are a few instances within the COE in which class is used Unlike the other chartfields “class” cannot have a budget. This greatly diminishes its use. UMSL College of Education February 2013
Required, six numeric characters What the dollars are used for Defines an activity as either revenue, expense, asset, liability, or equity Example – 730000 / supplies 23 UMSL College of Education February 2013
ACCOUNT RANGE EXAMPLES TYPE Assets 1xxxxx Cash, A/R Balance Sheet Liabilities 2xxxxx A/P, Debt report Net Assets 3xxxxx Net Worth Income Revenues 4xxxxx- Tuition, gifts Statement 5xxxxx report Expenses 6xxxxx- Salaries, travel 9xxxxx 24 UMSL College of Education February 2013
UM updated PS account list 7-1-2012 removing or restricting PS accounts used in the past ◦ More Generic ◦ “HOSP Only” are not available for use Salary, wage and benefits accounts determined by HR job code UMSL College of Education February 2013
Deleted Substitution Deleted Substitution PS PS PS Account PS Account Name PS Account PS Account Name Account PS Account Name Account PS Account Name 432200Non Taxable-user fees 430000Non Taxable sales 730600Student supplies 730000Supplies 480500Gifts-faculty and staff-cash 480001Gift income 732600Food stores - groceries HOSPT 731900Food stores 481300Gifts-alumni-cash 480001Gift income 732900Formula - HOSPT 731900Food stores 721100Bus travel-domestic-in state 721000Business travel 738200Employees dues to other orgs 738000Dues/memberships 721200Bus travel-domestic-out state 721000Business travel 738300University memberships 738000Dues/memberships 721800Bus mtg exp- other services 728000Business Meeting Expense 739200Computer supplies 739000Computing expense 722300F/S t/d-trav prof dev instate 722000Training & Development 739700Programs/support 739850IT Maintenance Agreements Contract/agreement/licen 723300Express mail delivery service 723000Postage/Shipping & Delivery 739800 HOSPT 739850IT Maintenance Agreements Professional &Consult 724100Telephone/equipment 724000Telephone/fax services 742300Contracts 750000 services 724200Telephone change services 724000Telephone/fax services 743999Other Expenditures 742000Other misc expense Professional &Consult 724700Wats 724000Telephone/fax services 750100Consulting services 750000 services 727100Publishing/printing 727000Copy Service 750300Moving services 750250Contracted Services 727200Reproduction cost 727000Copy Service 750400Locksmith services 750250Contracted Services 730100Office supplies - HOSPT 730000Supplies 751300Speaker honorarium 750900Other professional fees 730200Subscript,book,period - HOSPT 730000Supplies UMSL College of Education February 2013
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