College Chartfields 101 Understanding the Chartfield String September

College Chartfields 101 Understanding the Chartfield String September 2014

Ground Rules • Cell phones on vibrate. Step outside if you need to take a call. • Ask questions! We’ll either: – answer immediately – put them on a “Parking Lot” and get an answer • Bathrooms • Food and beverages • Coffee and Tea Station

Safety • Emergency – Location of exits. – Evacuation procedure for location.

Class Introductions • Who are you? • Where do you work? • Name something positive you are anticipating with the transition to People Soft. 4

Our Goals Our primary goal is to provide you a strong foundation for you to address your operational requirements in the new Connect Carolina environment. • • Learn in a safe environment Observe demonstrations Practice class exercises Build Confidence 5

Reality Check What will be different: • Application software • Accounting structure • Terminology What will stay the same: • Processes • Operations 6

Disclaimer Who we are: • We are trainers Who we are not: • We are not programmers • We are not developers/consultants • We are not People Soft experts 7

Objectives At the end of this presentation, you should be able to: • Understand the purpose of each chartfield • Use the chartfield Quick Reference Card to: ü Gain familiarity with the specific fund codes ü Find funds, sources, departments, and other chartfields • Use the lookup tool in the system to find a fund, source, account, and department

Three Chartfield Categories • Core-required • Contracts & Grants • Department-specific

FRS and Connect. Carolina Information provided by the FRS Account and Object Code New chartfields Business Unit What major fund group is the money coming from? Fund What you enter in FRS: FRS Account Object Code 2 -32654 2311 Purpose What is the general purpose for the funds? Within the major fund group, where is the money coming from specifically? Source What is the accounting classification ? Account Who is spending the funds? Dept

Chartfield: Business Unit

Business Unit Fund Purpose Source Account Dept UNCCH • The business unit defaults in the system based on your user setup. • There are three categories of business units: 1. UNCCH - University 2. Foundations - “CHASF” for the Arts & Sciences Foundation 3. UNCGA - General Administration

Chartfield: Fund

Fund Business Unit Fund Purpose Source Account Dept The Fund chartfield has five characters. XXX XX What major fund group is the money coming from? • • Examples: State Funds Endowment Contract or Grant Overhead/F&A What is the general purpose for the funds? • • Examples: Instruction Research Financial Aid Housing Services

Examples of Fund Business Unit Fund Purpose Source Account Dept Common College Purpose Code Examples: Fund What major fund group is the What is the purpose for money coming from? using the fund? 20101 State Funds Academic Affairs Regular Term Instruction 20102 State Funds Academic Affairs Summer Term Instruction 27152 Overhead/F&A General Academic Support 29519 Auxiliary & Other Auxiliary Operations 25210 Contract & Grants Organized Research

Chartfield: Source

Source Business Unit Fund Purpose Source Account Dept The Source chartfield has five characters. Within the major fund group, where is the money coming from specifically?

Examples of Source The Fund and Source chartfields work together to identify where the money is coming from. • The Fund designates the major Fund group • The Source identifies the more detailed designation within the Fund Source Endowment – Restricted 28201 Bowman & Gordon Gray Professorship 70398 Trust - Restricted 29201 Psychology Gift Fund 51527 State Funds – Academic Affairs 20101 Appropriations 12001 F&A 27101 Facilities & Administration 14101 Contracts & Grants 25210 Federal Agencies 49000

Chartfield: Account

Account Business Unit Fund Purpose Source Account Dept § The Account chartfield has six characters and identifies the accounting classification. § First digit indicates the accounting classification at the broadest level: ü 1 = Assets ü 2 = Liability ü 3 = Fund Balance ü 4 = Revenue Most commonly used by campus ü 5 = Expense

Revenue and Expense Accounts After the first digit, the subsequent digits break down the accounting classification into further subgroups. Subgroups for Revenue and Expense: Revenue 42 = Grants 43 = Investments 44 = Sales, Services & Rentals 45 = Fees, Licenses & Fines 46 = Gifts, Contributions & Donations 47 = Miscellaneous 48 = Transfers 49 = Appropriations Expense 51 = Personnel 52 = Purchased Services 53 = Supplies and Materials 54 = Property, Plant and Equipment 55 = Other Expenses & Adjustments 56 = Aid and Public Assistance 57 = Reserves 58 = Transfers

Chartfield: Department

Department Business Unit Fund Purpose Source Account Dept • The Department has six digits and indicates who is spending the funds. • Departments are organized in number ranges. Examples: Department Number Philosophy 311900 Chemistry 318300 History 315900 Honors Carolina 302200 Distinguished Scholarships 302201

Chartfield: Program

Program Business Unit Fund Source Account Dept Program • The Program has five alpha-numeric digits and indicates why we are spending the funds. This field is required for the College. • Programs are organized into four categories: University Wide (10 xxx), College Wide (C 1 xxx), Departmental (C 2 xxx) and Unique Faculty Codes (C 3 xxx) Examples: Department Number General Operating Expenses 10000 Instructional Budget C 1302 Geography Labs C 2040 David Baker C 3022

Example of a chartfield string Tim from the Chemistry Department needs you to order educational supplies for the upcoming semester. Connect. Carolina chartfields Business Unit UNCCH Fund Purpose 20101 Source Account Dept Program 12001 537210 318300 10000

Office of Sponsored Research Chartfields Three fields: • PC Business Unit (Project Costing Business Unit). ü CHOSR - Office of Sponsored Research • Project ID • 5 -30446 – Old Grant Account Number • 5030446 – New Grant Account Number • Activity – always “ 1”

Department-specific Chartfields • Four fields: ü Program ü Cost Code 1, Cost Code 2, Cost Code 3 • Used by departments to track specific costs • Cost codes begin with three letters that identifies the department. ü CAI – Asian Studies 28

Tools for Finding Chartfields 1. Quick Reference Card 2. Lookup tool in the system

Exercise: Find Fund using Chartfields QRC Exercise: Find the first three digits of the Fund using the Chartfield Quick Reference Card. Fund State Funds – Academic Affairs Contracts & Grants (OSR) F&A Gift (University Trust – Restricted) Expenditure from Gift (University Trust – Restricted)

Exercise: Find Fund using Chartfields QRC Answer Key Fund State Funds – Academic Affairs 201 xx Contracts & Grants (OSR) 252 xx F&A 271 xx Gift Received (University Trust – Restricted) 292 xx Expenditure from Gift (University Trust – Restricted) 292 xx

Exercise: Find Fund using Chartfields QRC Exercise: Find the complete Fund code by using the Chartfields QRC. Fund group State Funds – Academic Affairs F&A Gift (University Trust – Restricted) Purpose Fund code Regular Term Instruction 201 xx General Academic Support 271 xx General Fund Control 292 xx

Exercise: Find Fund using Chartfields QRC Answer Key Fund group State Funds – Academic Affairs F&A Gift (University Trust – Restricted) Purpose Fund code Regular Term Instruction 201 xx 20101 General Academic Support 271 xx 27152 General Fund Control 292 xx 29200

Exercise: Find Fund using Lookup Exercise: Find the complete Fund code by using the lookup tool in the system. Enter the first three digits and select the Fund code based on the description. Fund group State Funds – Academic Affairs F&A Expenditure from Gift (University Trust – Unrestricted) Purpose Fund code Organized Research 201 xx General Academic Support 271 xx Community Services 291 xx

Exercise: Find Fund using Lookup Answer Key Fund group State Funds – Academic Affairs F&A Expenditure from Gift (University Trust – Unrestricted) Purpose Fund code Organized Research 201 xx 21110 20110 General Academic Support 271 xx 27152 Community Services 291 xx 29142

Find Source using Chartfields QRC Fund Source Description State Funds – Academic Affairs 20101 Appropriations – Academic Affairs Research Grant 25210 NC State Government State Funds – Academic Affairs 20130 School Based Tuition (SBTI) SOG MPA Gift (University Trust – Restricted) 29200 Contract Trust GLAXO INTERNSHIP FUND Expenditure from Gift (University Trust – Restricted) 29242 Restricted Gifts, Devises or Bequests JACQUET AWARD Source or Source Range 12001 49400 12100 -12499 12106 46000 -48999 46013 50000 -59999 50158

Exercise: Find Source using Chartfields QRC Exercise: Find the Source or Source Range using the Quick Reference Card. Fund Source Description State Funds – Health Affairs 21101 Appropriations – Health Affairs F&A 27152 F&A State Funds – Academic Affairs 20130 School Based Tuition (SBTI) University Restricted Trust 29210 Restricted Gifts, Devises, and Bequests Source or Source Range

Exercise: Find Source Using Chartfields QRC Answer Key Fund Source Description Source or Source Range State Funds – Health Affairs 21101 Appropriations – Health Affairs 13001 F&A 27152 F&A 14101 State Funds – Academic Affairs 20130 School Based Tuition (SBTI) 12100 -12499 University Restricted Trust 29210 Restricted Gifts, Devises, and Bequests 50000 -59999

Exercise: Find Source using the Lookup tool Exercise: Find the Source using the system lookup tool. Fund Source Description Source or Source Range State Funds – Academic Affairs 20101 Receipts Executive MBA Program 12500 -12999 University Restricted Trust 29210 Restricted Gifts, Devises, and Bequests CAROLINA CLINIC 50000 -59999

Exercise: Find Source using Chartfields QRC Answer Key Fund Source Description Source or Source Range State Funds – Academic Affairs 20101 Receipts Executive MBA Program 12500 -12999 12580 University Restricted Trust 29210 Restricted Gifts, Devises, and Bequests CAROLINA CLINIC 50000 -59999 50206

Exercise: Find Account using Lookup Exercise: Find the Account using the lookup tool in the system. Account Description Supplies - Office Supplies – Education Research Repairs - Furniture Miscellaneous Services Account

Exercise: Find Account using Lookup Answer Key Account Description Supplies - Office Supplies – Education Research Account 531110 537210 Repairs - Furniture 524230 Miscellaneous Services 558914

Exercise: Find Dept using Lookup Exercise: Find the Department using the lookup tool in the system. Department Description Biology Public Health Nursing Department

Exercise: Find Dept using Lookup Answer Key Department Description Department Biology 318200 Public Health Nursing 468582

Fund Code Additional Notes • When receiving gift money, the Fund code always ends in “ 00”. There is no two-digit Purpose. • Expense transactions always have a purpose code in the Fund. • Endowments and trusts are most often classified as Restricted. Unrestricted is much less common. • Funds for restricted gifts begin with “ 282” and “ 292” • Funds that do not have a Purpose code: • Foundations (29900, 29910, 29920, 29930) • Capital Improvement Projects (40000’s) • Student Loan Funds (29600) • Plant Funds (29710, 29720, 29730)

Questions & Answers

Now What? • Finance Training Website http: //finance. unc. edu/training/ • Connect. Carolina Login Website http: //connectcarolinaportal. sites. unc. edu • Connect. Carolina Information http: //ccinfo. unc. edu • College Connect. Carolina Information http: //collegeintranet. web. unc. edu/resources/peoplesoft-resources/