UMSL College of Education February 2013 Discuss definition of - - PDF document

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 00 730000 2013

UM accounting year July 1, 2012 to June 30, 2013

• St. Louis

General Operations aka “GO” COE Counseling Unspecified Unspecified Unspecified Supplies UM budget year July 1, 2012 to June 30, 2013

UMSL College of Education February 2013

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 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

• perating 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
• perating 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 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

Fund is used to segregate revenue and expense based on restrictions from outside the UM (governments, sponsors and donors)

 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

 1st character is Business Unit “S” STLOU  2nd and 3rd digits generally designate college “03” is

COE

• Exception: CHOCD and PreCollegiate

 Originally the 4th and 5th 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

• n 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 0000 S0304001 S8767 00

Counseling Gen Rev Allocation

0000 S0304001 00

Counseling Operating

0000 S0304001 S8880 00

Counseling SST

0000 S0304001 S8912 00

Counseling Adjuncts

0000 S0304001 S8767 00008040

Counseling Gen Rev Allocation GEAR UP cost sharing

2280 S0315004 S7950 00008040

T&L GEAR UP grant

0000 S0315001 S8912 00

T&L Adjuncts

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

UMSL College of Education February 2013

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ACCOUNT TYPE RANGE EXAMPLES Assets 1xxxxx Cash, A/R Liabilities 2xxxxx A/P, Debt Net Assets 3xxxxx Net Worth Revenues 4xxxxx- 5xxxxx Tuition, gifts Expenses 6xxxxx- 9xxxxx Salaries, travel

UMSL College of Education February 2013

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Balance Sheet report Income Statement report

 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

UMSL College of Education February 2013

Deleted Substitution Deleted Substitution PS Account PS Account Name PS Account PS Account Name PS Account PS Account Name PS 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 723300Express mail delivery service 723000Postage/Shipping & Delivery 739800 Contract/agreement/licen HOSPT 739850IT Maintenance Agreements 724100Telephone/equipment 724000Telephone/fax services 742300Contracts 750000 Professional &Consult services 724200Telephone change services 724000Telephone/fax services 743999Other Expenditures 742000Other misc expense 724700Wats 724000Telephone/fax services 750100Consulting services 750000 Professional &Consult 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

PS Account PS Account Name PS Account PS Account Name PS Account PS Account Name 721000Business travel 731400Laundry supplies 743100Field day 721400Bus travel-job candidate exp 731900Food stores 743200Awards 721700Business mtg exp-food catering 732000Food stores - paper supplies 743300Other dept exp A-21 exclusion 721900Business travel A-21 exclusion 732800Food stores - other 750000Professional &Consult services 722000Training & Development 738000Dues/memberships 750110Prof & Consult Travel-Non Tax 723000Postage/Shipping & Delivery 739000Computing expense 750250Contracted Services 724000Telephone/fax services 739400Network charges/Chargebacks 750900Other professional fees 725000Marketing/advertising expense 739850IT Maintenance Agreements 751100Security 726000Insurance 740100Computers - Non Capital 755000Use fees 727000Copy Service 740150Software - Non-Capital 765001Subcontracts <$25,000 728000Business Meeting Expense 740300Equipment - Non Capital 766001Subcontracts >$25,000 730000Supplies 740400Classroom Equip - Non Capital 789000Equipment - M & R Non Capital 730300Instructional supplies 740600Furniture - Non Capital 789300Vendor Serv Contracts Non Cap 730500Lab supplies 740900Misc Facilities Charges < 5000 795000Bldgs-M&R-non capital 730700Training supplies 742000Other misc expense 796000Minor renova/rehab non capital 731300Cleaning supplies 742600Service charge

Full list is at http://coe.umsl.edu/intra/fiscal/accounting.html

 Five characters, first character

designates campus

• WARNING – Looks EXACTLY like the chartfield

Program

 Shorthand  Used by feeder systems, certain

PeopleSoft modules, and in web applications

 NONE of the reports are by mocode

UMSL College of Education February 2013

 Short hand for some but not all of the elements of the

chartfield string

UMSL College of Education February 2013

Mocode Business Unit Fund DeptID Program Project Class Statistics Code S0314 STLOU 0000 S0305014 00 default Mocode Fiscal Year Budget Period PS Account Inferred from date Inferred from date User must input on each transaction

MISSING

UMSL College of Education February 2013

MS Web Apps: Search Options can be used to look up the chartfield string associated with a known mocode

UMSL College of Education February 2013

MS Web Apps: Search Options can be used to look up the mocodes associated with known chartfields (deptid, program, project)

UMSL College of Education February 2013

MS Web Apps: PS Financial Reports: Income Statements: Rpt. 13: Department Summary can be used to look up all of the cost centers in your DeptNode

UMSL College of Education February 2013

Results

UMSL College of Education February 2013

MS Web Apps: PS Financial Reports: Grants: Rpt. 1: Dept Fin Management – PTD can be used to look up all of the grants in your DeptNode (Grants are just a type of cost center)

Many thanks to Ernest Cornford and Randall Vogan who allowed me to borrow extensively from their presentation “FINANCIAL REPORTS BASICS” April 2007 Tina

UMSL College of Education February 2013