Transcript Document

 Compare UF’s master data
codes currently used in FLAIR
to…
 The new ChartFields required
by PeopleSoft starting July
2004
 Make up the backbone of UF’s
new accounting system
 Provide a common language
for identifying transactions
 Take the place of the master
codes currently used in FLAIR
 FLAIR—the Florida Accounting
Information Resource
System—was developed to
handle governmental
accounting for all state of
Florida agencies
 Based on standard codes used
to classify organizational
structure, budget entities,
object codes, etc.
 As a result of the elimination
of the Board of Regents
(January 2003), UF now
functions autonomously from
other state agencies
 As a public corporation with local
employer status
 Instead of using FLAIR, UF will
begin using our own
accounting system based on
PeopleSoft software
 Starting in June 2004
In anticipation of …
 July 1, 2004 “go live”
 Like FLAIR, PeopleSoft also
uses standardized numbers—
called “ChartFields”
 So, let’s review our current
master codes
 Then compare them to what
will be used in PeopleSoft
 UF’s current organizational
code is an 11-digit number
containing five levels
L1
L2
L3
49
Two
digits
10
Two
digits
Two digits Two digits Three
indicating
indicating
digits
assigned to used to
all
designate
universities “UF”
by the state
of Florida
your college
L4
your
department
L5
indicating an
additional
subdivision
in your
department
 FLAIR also requires 6-digit
category and object codes
that classify budget, revenue,
or expenditure by category
Object
Code
For
example,
110000
Description
For
example,
Salary and
Wages
Category
Code
For
example,
010000
Description
For
example,
Salaries
 Expansion options (EOs)
describe the source of
revenue and the function of
the expenditure
First Digit
Second Digit
Indicates the source of
revenue—
Usually indicates the
function—
For example, 0 = E& G General
Revenue, or state money
For example, 1 = instruction
 Above, the EO is 01 for
General Revenue Instruction
 FLAIR relies on screens like
this where master codes
(organizational codes, object
codes and expansion options)
are entered
6SI2
6S-ENC. SUBSIDIARY LEDGER - SINGLE INQUIRY
EN-NO
LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI
E I68133 0001 B
98 10 54 06 001 01 01 380004
..LINE AMOUNT.
5.00
EN-GL
94100
VENDOR-ID
982083301174890080010
EN-EGL SUB-VENDOR-ID
BF-CAT
001903
BF-YR
00
VENDOR NAME
TEST TRUST
..QUANTITY.. PID EN-DT
RCV-DT
06/16/1992
CAT
YR CF NCF GL
EGL EOB ECAT
040000 00
71100
GF SF FID
BE
IBI
10 8 000210 48900100 10
MC
06/22/2001 08:45:50
DESCRIPTION
OFFICE SUPPLIES
EP GRANT
EF STATE-PROGRAM
0302010001 000000
GY
AC-DT
06/16/199
CNTRT CY
PROJECT ID
OCA
AU
B0690 01
RVL
BF-ORG
BF-EO BF-OB
98105401251 63
010002
NEXT:
TYPE
SEL
L1 L2 L3 L4 L5 EN-NO
LINE PPI CAT
VENDOR-ID
BF-ORG
BF-EO
98 10
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-CONT
MINI MAIN RFRSH TOP
FWD
 You’ll use ChartFields in
PeopleSoft for all of your
financial transactions, such as:








Requisitions
Purchase and change orders
Travel and expense
Accounts payable/Vouchers
Payroll distributions
PCards
Budget
Revenue transactions
 Using the following
ChartFields instead:
Business Unit
SetID
Department ID
Fund Code
Program Code
Account
Source of Funds
Budget Reference
Dept Flex
Project
EmplID
CRIS
 Using screens that look like this:
Notice the
term “ChartFields”
Or a screen like
this …
In this case, the
actual ChartField,
“Business Unit,”
is named
 You can easily find the right
ChartField value to use …
 By clicking on the magnifying
glass “view icon,” which will be
provided on most PeopleSoft
screens
 By visiting
www.bridges.ufl.edu/transition/
 Or by using PeopleSoft’s “Tree
Manager” functionality
Whenever a magnifying
glass is provided in
PeopleSoft, you may “click”
on this “view icon” for a
list of options/values from
which to choose
After clicking on the magnifying
glass icon, a list of available
values will be provided
In this case, the only value
available to choose for this
“Business Unit” ChartField is
“UFLOR.” To select it, you would
“click” on “UFLOR”
In other cases, a list of values
would be provided from
which to choose
Look for the “Tree Viewer”
function under
“Tree Manager” on your
PeopleSoft menu
Rollup trees, available
under “Tree Manager,”
also will be a useful
place for you to view
values. Here, department
IDs are listed. Other
“trees” also are available
 Values used in your required
ChartFields will vary based
on:
 What’s assigned to your
department as well as …
 The fiscal activity
 So, given that, what do
these ChartFields represent?
Business Unit
SetID
Department ID
Fund Code
Program Code
Account
Source of Funds
Let’s start by
Budget
Reference
discussing
these two
Dept Flex
Project
EmplID
CRIS
 The following two ChartFields
typically work together to
designate the University of
Florida as our “business
unit”—just like “L2” did under
FLAIR’s organizational code
 Business Unit
 SetID
 In this case, the value for
both is UFLOR
ChartField
Name
Description
Use This!
Business Unit
University of
Florida
UFLOR
University of
Florida
UFLOR
Established at UF as
one legal entity for
reporting and
auditing purposes
SetID
Defines accounting
structure and rules
used in PeopleSoft
Default value for
General Ledger and
Accounts Payable
transactions.
Purchasing will use
a different value.
Another default
value
 For Purchasing transactions,
the Business Unit ChartField
is handled differently
 Business Unit = The first four
digits of your Department ID
(DeptID)
But SetID is still the same
 SetID = UFLOR
ChartField
Name
Description
Business Unit
University of
UFLOR
For Purchasing transactions,
thefor
Default value
Florida
Established at UF as
one legal entity for
reporting and
auditing purposes
Use This!
General
Ledger and
Business Unit ChartField
should
Payable
be populated by the Accounts
first four
digits
transactions.
of your department ID,
or “DeptID”
Purchasing will use
a different value.
SetID
Defines accounting
structure and rules
used in PeopleSoft
University of
Florida
UFLOR
Another default
For Purchasing transactions,
the
value
Set ID ChartField will still be UFLOR
Remember:
Whenever a magnifying
glass is provided in
PeopleSoft, you may “click”
on this “view icon” for a
list of options/values from
which to choose
After doing so, a list of available
values will be provided.
For example, here’s a list of
values to use in the “Business
Unit” ChartField related to
Purchasing transactions
Note: You won’t always have to
select a value using this process.
In many cases the “right” value will
be listed by default on your
screen based on your security
 Let’s review the remaining
ChartFields, starting with
“Department ID,” or DeptID
that we’ve already introduced
 DeptIDs have eight digits
 They are required for
PeopleSoft transactions
 They’re used to identify your
organizational structure
 Department IDs identify
which department is
“responsible” for the fiscal
activity
 Your dean, director, or
department chair worked with
the UF Bridges Office to
determine the department
IDs to be used by your area
ChartField
Name
Dept ID
College or Department
Eight Digit Code
Indicate the major
department within a college
or unit
Used to represent organization
structure and to designate the
accountable unit—For example,
the Department of History or
Finance and Accounting
First four digits
99999999
It is similar to L3 in FLAIR
For Purchasing transactions,
you’ll use these first four digits
in the Business Unit ChartField
to identify your department
 Next, let’s review the threedigit “Fund Code” ChartField.
It’s a required field in
PeopleSoft
 It answers the question
“From where does your
department’s money come?”
 There are 65 Fund Codes
from which to choose
ChartField
Name
Description
Use This!
Fund Code
Three Digits
—For example,
state, auxiliary,
agency,
sponsored
research
—For example,
101—E&G General
Revenue, Main
Campus
201—C&G Federal
Restricted
Select the correct
Fund Code
From the list provided
in PeopleSoft or see
www.bridges.ufl.edu/
transition
 The four-digit “Program”
ChartField also is required for
Revenue and Expense
accounts
 This ChartField answers the
question “Why are you doing
the action?”
 It identifies a function:
 For example: Instruction,
Research, or Public Service
ChartField
Name
Program Code
Four Digit Code
Select from the list provided in
PeopleSoft
Follows expense classifications
provided by NACUBO
National Association of College and
University Business Officers
First Two Digits
Represent the
program as reported
externally
9999
 The six-digit “Account”
ChartField answers the
question “What are you
doing?”
 It, too, is a required
ChartField
 It is similar in function to the
Object Code in FLAIR
ChartField
Name
First Digit
Account
Indicates account type
Six digits
used to represent
classification of activities—
not originating source or
purpose of activity
Select from the list
provided in PeopleSoft
1. Assets
2. Liabilities
3. Fund Equity
4. Revenue, Operating
5. Revenue, Non-Operating
6. Expenses, Personnel Operating
7. Expenses, Other Operating
8. Expenses, Non-Operating
9. Statistics &
Self-Balancing
 Now, let’s look at the “Source
of Funds” ChartField
 It is required for grant-funded
transactions or for transfers
from Direct Support
Organizations
 It answers the question,
“Who’s filling your ‘funding
bucket’?”
 The “Source of Funds”
ChartField identifies the
outside funding source
 It will be used to provide
accountability to donor
agencies
ChartField Name
Description
Source of Funds
Used for UF
Foundation
funds, grants,
DSOs
Seven-digit alpha-numeric
field used to identify
outside funding source and
to provide accountability to
donor agencies
Select from the list
provided in PeopleSoft
For example,
G000010—NIH
G000030—USDA
 “Budget Reference” is a
default ChartField
 It will be populated as a
result of the information
you’ve provided, but you can
change it as needed
 It answers the question
“When is the activity
happening?”
ChartField
Name
Budget
Reference
Description
Use This!
Current
CRRNT
Default value on all
Identifies components transactions and
of state appropriations represents the current
year state appropriation
budget
Carry Forward
Those amounts
encumbered on state
funds in prior years and
brought forward into the
current year
CYFWD
ChartField
Name
Budget
Reference,
continued
Identifies
components of
state
appropriations
budget
Description
Use This!
Prior Year
Encumbrance
PYENC
Represents those amounts
encumbered on state funds
in the prior year and
brought forward into the
current year (the new fiscal
year) until the transactions
are complete
 There are some ChartFields in
PeopleSoft that are “optional”
 Dept-Flex
 Can be used by your
department for your own
reporting/budgeting
requirements
 There are some ChartFields in
PeopleSoft that are “optional”
 Employee ID (EmplId)
 While required for some
transactions, this ChartField is
optional for others
 For example, as an option, you
also may track fiscal activity by
employee if you want
ChartField
Name
Dept Flex
Ten digits for departmental
use
First Four
Digits
Last Six
Digits
Represent the
higher level
Department
Number
Should classify
the unique
departmental
activity
May use digits
or letters
EmplID
Eight digit numeric field
Corresponds to the UFID
 Lastly, some ChartFields are
used under some specific
circumstances
 CRIS (Current Research
Information System)
 Will be required by IFAS for
research and extension
transactions
 Lastly, some ChartFields are
used under some specific
circumstances
 Project
 Is used in conjunction with
grant funding and construction
ChartField
Name
CRIS
Required for IFAS, optional for
Veterinary Medicine, unavailable to
all others
Project
Eight digit alpha-numeric field
Definition
Designed to meet the
unique federal reporting
requirements for these
units that cross funds,
departments, and
projects
Allows for segregation
and tracking of project
and grant activity not
tied to the fiscal year
 ChartFields:
 Make up the backbone of UF’s
new accounting system
 Provide
common
language for
Now, a
let’s
take an
identifying
transactions
“At a Glance”
Review
 Take the place of the master
codes currently used in FLAIR
Chartfield
Length
Format
Chartfield
Structure Description
Required/Not
Business
Unit/SetID
5
Alpha/
Numeric
Required (Default)
University of Florida
(UFLOR)*
*Except for purchasing
transactions. The Business
Unit for these transactions
will be the first four digits
of your DeptID
Department
ID (Dept ID)
8
Numeric
Required (Input)
Accountable Unit
(Ex: Department of History
Or Finance & Accounting)
Fund
3
Numeric
Required (Input)
State, Auxiliary, Agency,
Sponsored Research, etc.
Program
4
Numeric
Required (Input)
Functional Expense
Classification
(Ex: Instruction, Research,
Admin)
Account
6
Numeric
Required (Input)
Classification of Activity
(Similar to FLAIR Object
Code)
Source of
Funds
8
Alpha/
Numeric
Required for Sponsored
Programs,
MG&G, Agency,
and Student Fin Aid
Identifies Outside Funding
Source
Used to Provide
Accountability to Donor
Agencies
There are more …
Chartfield Structure
Chartfield
Length
Format
Required/Not
Description
Budget
Reference
5
Alpha/
Numeric
Required (Default)
Differentiates Current from
Other
Dept Flex
10
Alpha/
Numeric
Optional
(Required for Student
Financial Aid Funds)
Use Defined by Accountable
Unit
Used to Provide Further
Classification of Activity
Employee ID
8
Numeric
Required for Some
Transactions/ Optional for
Others
Corresponds to UF ID
Provides Ability to Track by
Person
CRIS
6
Alpha/
Numeric
IFAS Only
For Research and Extension
Transactions
Project
8
Alpha/
Numeric
Required for Sponsored
Research & Construction
Activity Not Tied to Fiscal
Year
(Ex: Sponsored Research
Grant or Construction
Project)
True or False?
 PeopleSoft will replace FLAIR
at UF
 True
 False
 I have no idea
 Which of the following is a
PeopleSoft ChartField?






Account
Program
Fund
Department ID
All of the above
None of the above
 “Carry-forward” budget will
be identified by which
PeopleSoft ChartField?





Fund
Project ID
Department ID
Budget Reference
Program
 Which ChartFields are
required on all transactions in
PeopleSoft?







Source of Funds
Account
Program
Project ID
Fund
Department ID
Budget Reference
 Today we reviewed our
current master codes
 Then compared them to what
will be used in PeopleSoft
 You’ll learn more about
ChartFields in hands-on
training
 For more information, visit
www.bridges.ufl.edu