Transcript Chartfield Foundations in 6 - UNC Gillings School of

CHARTFIELD
FOUNDATIONSFUND-DEEP DIVE
This is a 5-unit module that explores the new
ConnectCarolina chartfield structure.
Note: this presentation is designed for
ConnectCarolina users in SPH only as it is
customized for SPH-specific chartfields.
This presentation is best viewed on a device with a
screen resolution of at least 1280x960.
#2. FUND – A DEEPER DIVE
After completing this unit, learners will:
 Understand the two components of the Fund chartfield: major fund group and
purpose
 Understand that major fund groups are similar to existing fund types (e.g. state,
F&A)
 Understand that in ConnectCarolina the user must select the appropriate purpose
code for each transaction
 Understand where to find information about purpose code options
CORE CHARTFIELDS – FUND
 Fund is one of the five core chartfields required on all transactions.
 For every transaction, you’ll need to answer two questions:
 What major fund group will be supporting the transaction?
 What is the purpose of the transaction?
 Fund chartfield is a single 5-digit code capturing both major fund group
Fund
(3 digits) and purpose (2 digits).
2XX XX
Major Fund Group
Purpose of
supporting
transaction
transaction
 We will go over the major fund groups and then the purpose codes.
Business Unit
Department
Source
Account
OLD ENVIRONMENT (FRS)
 ConnectCarolina has the same fund types that were grouped in the old FRS ledgers.
 The old FRS ledger grouped many different types of funds in one ledger.
 ConnectCarolina reorganizes these groups into unique fund types.
FRS Ledger
FRS Fund groups
2-XXXXX
•
•
State appropriations
• Academic affairs
• Health affairs
• AHEC
SBTI
3-XXXXX
•
•
•
•
•
State receipts
F&A
Grant residuals
Self-supporting accounts (e.g. student fees)
Other auxiliary operations (e.g. recharges)
4-XXXXX & 5-XXXXX
•
Contracts and grants from OSR
6-XXXXX
•
University trust funds from
• Expendable gifts, or
• Income from university endowments
• Income from foundation endowments
• Contract Trusts (non OSR)
Major Fund Group
supporting transaction
2XX XX
Purpose of transaction
 Below is a listing of major fund groups applicable to SPH.
Major Fund Group
Subgroup
State Funds
Academic Affairs
Health Affairs
AHEC
Educ. & Self-Supporting
Contracts & Grants
Unrestricted Endowment
Income
Restricted Endowment
Income
University Trusts
Unrestricted
Restricted
Auxiliary
(appropriations, SBTI, receipts) using three
fund numbers to distinguish between
academic affairs or health affairs or
AHEC.
 Educational and Self-Supporting funds
F&A
University
Endowments
 State funds includes all state sources
includes revenue and spending from student
fees, grant fund residuals, workshops /
conferences.
 Contracts & Grants includes all OSR-
managed projects.
Major Fund Group
supporting transaction
2XX XX
Purpose of transaction
 Below is a listing of major fund groups applicable to SPH.
Major Fund Group
Subgroup
State Funds
Academic Affairs
Health Affairs
AHEC
Educ. & Self-Supporting
Contracts & Grants
Unrestricted Endowment
Income
Restricted Endowment
Income
University Trusts
Unrestricted
Restricted
Auxiliary
fund.
 University Endowments includes the
income in a new fund grouping.
 University Trusts includes gifts,
F&A
University
Endowments
 F&A includes all F&A activity in a single
contractual trusts (non-OSR) and
foundation allocations.
 Auxiliary includes recharges and service
centers.
Major Fund Group
supporting transaction
2XX XX
Purpose of transaction
Major Fund
Group
Subgroup
Fund
Group
Code
State Funds
Academic Affairs
201
Health Affairs
211
AHEC
221
Educ. & Self-Supporting
241
Contracts & Grants
252
F&A
271
University
Endowments
Unrestricted Endowment Income
281
Restricted Endowment Income
282
University
Trusts
Unrestricted
291
Restricted
292
Auxiliary
295
 Fund chartfield is 5 digits.
 This table shows the first 3
digits of the fund.
 These 3 digits represent
the major fund groups.
2XX XX
Purpose of transaction
Major Fund Group supporting
transaction
 The Fund is a 5-digit code.
The first 3 digits represent
the major fund type.
 The final 2 digits represent
the purpose – why the
transaction is being made.
 While many Purpose codes
are available, only a handful
will be directly applicable to
SPH on a daily basis.
 These are shown in the table
along with guidance for their
use.
Purpose
Code
Description
Guidance
01
Reg Term Instr
Use for faculty teaching and
teaching assistant effort &
transactions
10
Organized Res
Use for faculty, staff and student
research effort & transactions
19
Other Auxiliary
Use for transactions and effort
related to recharges.
30
Student Fin Aid
Use for student support.
36
Educ
Agreements
OSR will assign to selected
grants. No need to use unless
OSR assigns this purpose.
52
General Acad
Supp
Use this code for all items that
don’t fall in another category.
93
AHEC Health
Sci Supp
NCIPH should use on funding
from AHEC.
2XX XX
Purpose of transaction
Major Fund Group supporting
transaction
 Purpose must be
determined for each
transaction, including payroll
actions.
 The nature of funding, for
example trust funds
restricted for specific uses,
might inform the purpose of
the transaction.
 The primary duties of a
position may also inform the
purpose in determining
salary sources.
Purpose
Code
Description
Guidance
01
Reg Term Instr
Use for faculty teaching and
teaching assistant effort &
transactions
10
Organized Res
Use for faculty, staff and student
research effort & transactions
19
Other Auxiliary
Use for transactions and effort
related to recharges.
30
Student Fin Aid
Use for student support.
36
Educ
Agreements
OSR will assign to selected
grants. No need to use unless
OSR assigns this purpose.
52
General Acad
Supp
Use this code for all items that
don’t fall in another category.
93
AHEC Health
Sci Supp
NCIPH should use on funding
from AHEC.
FUND – PUTTING IT TOGETHER
 This table summarizes the relevant major fund groups and purposes,
which come together to form the Fund.
Fund Group Code
Combined
with
Fund
Group
Code
Purpose Code
Purpose
Code
Description
Guidance
01
Reg Term Instr
Use for faculty teaching and
teaching assistant effort &
transactions
10
Organized Res
Use for faculty, staff and student
research effort & transactions
19
Other Auxiliary
Use for transactions and effort
related to recharges.
Major Fund
Subgroup
State Funds
Academic Affairs
201
Health Affairs
211
AHEC
221
Educ. & Self-Supporting
241
Contracts & Grants
252
F&A
271
30
Student Fin Aid
Use for student support.
36
Educ Agreements
OSR will assign to selected
grants. No need to use unless
OSR assigns this purpose.
52
General Acad Supp
Use this code for all items that
don’t fall in another category.
93
AHEC Health Sci
Supp
NCIPH should use on funding
from AHEC.
University
Endowments
Unrestricted Endow Inc
281
Restricted Endow Inc
282
University
Trusts
Unrestricted
291
Restricted
292
Auxiliary
295
SEARCHING IN CONNECTCAROLINA
 There is no need to memorize codes.
ConnectCarolina allows for searching
by the fund description which
captures both the major fund group
and the purpose components.
 For example, a search on health
affairs (state funding) brings up the
following results for you to select
the appropriate Fund:
SEARCHING IN CONNECTCAROLINA
 Alternatively, if you are trying to
search the appropriate Fund given
the purpose of regular term
instruction, a search on the
descriptions that contain “reg”
brings up the following results for
you to choose the appropriate Fund:
CORE CHARTFIELDS
 Congratulations! You’ve completed the second unit of Chartfield Foundations.
 The new chartfields will require time to digest. Don’t worry about memorizing
codes. Resources will be provided to facilitate your work.
 Don’t forget – A list of purpose code definitions can be found on the SPH
website!
 Please continue the presentation to take the summary test. Your answers will be
kept anonymous and only reviewed in aggregate to see which areas may need
additional training.
Business Unit
Department
Fund
Source
Account