LSA Training by sJq1Gt5I

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									 LSA Training

Chartfields 101
CAS 101
HR 101

October, 2004
Spending University Money
1.   Payroll
2.   Form G
3.   Purchasing Goods & Services
       a.   P-Card
       b.   Purchase Order
       c.   Purchase Requisition
       d.   Non-PO Voucher
       e.   Strategic Vendor/Internal Vendor/SUB
       f.   Lump Sum Advance
4.   Travel & Hosting Reimbursement
5.   Petty Cash Reimbursement
6.   Journal Entry
       a.   Correct transactions
       b.   Internal billing
       c.   Internal funding
Chartfields

Business Budget        Dept                     Project/
Unit     Period Fund   ID     Program   Class   Grant      Account



UMICH   2005   10000 173000   LNCUR     11100              615020




VALID values vs. CORRECT Chartfields
FUND
Fund Number   Description
10000         General Fund
                    Activities related to the primary mission of the institution: instruction, research and public service; supporting programs of
                    academic support, student services, institutional support, operations and maintenance of plant, and scholarships and
                    fellowships.

20000         Federal Sponsored Fund
              To manage the post-award activities of the University's federally funded research enterprise.

25000         Non-Federal Sponsored Fund
              To manage the post-award activities of the University's non-federally funded research enterprise.

30000         Expendable Restricted Gift Fund
                    Resources are restricted by external donors or other outside agencies for specific purposes.

40000         Designated Fund
                    Activities internally restricted by the University (the Regents or their designees) as to how the funds can be expended.

50000-56500   Auxiliary Fund
                    Self sustaining entities that provide goods and services to students, faculty and staff.

70000-79999   Endowment Fund
                    Endowment funds are received from external donors, generally invested in perpetuity, and distributions from the
                    Endowment are spent according to donor intent. Quasi Endowment may be from external donors or from internal
                    departmental funds, and distributions are spent according to external donor intent or internally imposed restrictions. In
                    addition, Quasi Endowment corpus may be withdrawn subject to individual donor limitations, or if from departmental funds,
                    after a five year investment period.

81000         Plant Fund
                    Plant Fund is used for construction, purchase of equipment, building maintenance and recording of long-term debt and
                    physical properties at the University.

90000         Agency Fund
                    Funds held by the University as custodian or fiscal agent for others such as individual students, faculty, staff members,
                    student organizations and other organizations. The University does not recognize the revenues or expenses in the Agency
                    Fund for financial reporting purposes.
Program
ProgramCode   College of LSA Definition
CSTSH         Cost Sharing
FACAW         Faculty Awards
LADGA         Administrative Graduate Assistants (Curatorial)
LAFAC         Faculty Administration
LASUP         Departmental Administrative Supplements
LCRET         Supplemental Retirement Commitments
LDEVP         Development Activity
LDIFF         Resident/Non-Resident Differential
LDISC         Discretionary Support
LDPRG         Departmental Programs
LFDEP         Departmental Scholarship
LFPRG         Faculty Programs
LGFRT         General Fund Returns
LIDEP         Interdepartmental Instruction
LILEC         Recurring Lecturers

LIREG         Regular Faculty
LISEC         Section Commitments
LISUP         Supplemental Instruction
LNCUR         Current Account
Class
Class Code     Description
11000          Instruction
21000          Departmental Research
22000          On-Campus Organized Research

22100          Off-Campus Organized Research                           Direct Costs
                                                                             (Mission)
31000          Public Service (Other Sponsored Activity)
81000          Scholarship/Fellowship Undergrad
82000          Scholarship/Fellowship Graduate
31100          Public Service--Non-Sponsored


11100          Departmental Administration

51000          Student Support Services                                 Indirect Costs
                                                                       (Supports the Mission)
71000          Plant Operation & Maintenance

Limited Use:

13000          Community Service

13100          Departmental Administration-Community Service
92320          Auxiliary Services-Staff/Faculty (in funds 50000 & 52000 ONLY )
Chartfield Story #1
Business Budget           Dept                          Project/
Unit     Period Fund      ID        Program   Class     Grant      Account


UMICH     2005    10000 179000      LSSTF     11100                556300


For fiscal year 2005 General Fund (10000) money in the History
   Department (179000) for Regular Staff (LSSTF) doing Departmental
   Administration (11100) paid for Office Staff (556300). This is a valid
   Chartfield combination and a valid story.

Thus, this is a CORRECT Chartfield Combination.
Chartfield Story #2
Business Budget         Dept                         Project/
Unit     Period Fund    ID        Program   Class    Grant      Account


UMICH    2005    10000 179000     LIREG     11000               500400


For fiscal year 2005 General Fund (10000) money in the History
   Department (179000) for Regular Faculty (LIREG) doing Instruction
   (11000) paid for a Professor (500400). This is a valid Chartfield
   combination and a valid story.

Thus, this is a CORRECT Chartfield Combination.
Chartfield Story #3
Business Budget          Dept                          Project/
Unit     Period Fund     ID        Program    Class    Grant      Account


UMICH     2005    10000 179000     LNCUR      11000               615500


For fiscal year 2005 General Fund (10000) money in the History
   Department (179000) from the Current Account (LNCUR) for
   Instructional activity (11000) paid for Supplies-Instruc. Materials
   (615500). This is a valid Chartfield combination and a valid story.

Thus, this is a CORRECT Chartfield Combination.
? ? What’s Wrong ? ?
Business Budget        Dept                     Project/
Unit     Period Fund   ID     Program   Class   Grant      Account


UMICH   2005   10000 179000   LSSTF     11100              500400

For fiscal year 2005 General Fund (10000) money in the
  History Department (179000) for Regular Staff
  (LSSTF) doing Departmental Administration (11100)
  paid for a Professor (500400). This is a valid
  Chartfield combination, but NOT a valid story.
Professors are not regular staff and typically don’t perform
Departmental Administration.
Making Chartfield Correct
Business Budget        Dept                     Project/
Unit     Period Fund   ID     Program   Class   Grant      Account
UMICH   2005   10000 179000   LSSTF     11100              500400

UMICH   2005   10000 179000   LSSTF     11000              500400




Change the Class Code from 11100 to 11000
 (from Departmental Administration to Instruction)
? ? What’s Wrong ? ?
Business Budget        Dept                     Project/
Unit     Period Fund   ID     Program   Class   Grant      Account
UMICH   2005   10000 179000   LIREG     81000              615500



For fiscal year 2005 General Fund (10000) money in the
  History Department (179000) for Regular Faculty
  (LIREG) for Scholarships/Fellowships of undergrads
  (81000) paid for Supplies-Instruc Materials (615500)).
  This is a valid Chartfield combination, but NOT a valid
  story.
Supplies are neither regular staff nor used for scholarship
activities.
Making Chartfield Correct
Business Budget        Dept                      Project/
Unit     Period Fund   ID      Program   Class   Grant      Account
UMICH    2005   10000 179000   LIREG     81000              615500

UMICH    2005   10000 179000   LNCUR     11000              615500



1.   Change the Program from LIREG to LNCUR

2.   Change the Class Code from 11100 to 11000 -- From
     Departmental Administration to Instruction
? ? What’s Wrong ? ?
Business Budget        Dept                     Project/
Unit     Period Fund   ID     Program   Class   Grant      Account
UMICH   2005   10000 179000   LRMSC     11100              615500



For fiscal year 2005 General Fund (10000) money in the
  History Department (179000) for Miscellaneous Revenue
  (LRMSC) for Departmental Administration activities
  (11100) paid for Supplies-Instruc Materials (615500)).
  This is a valid Chartfield combination, but NOT a valid
  story.
Instructional Materials are not usually for Administrative
activities. Additionally, this is not miscellaneous revenue
(LRMSC).
Making Chartfield Correct
Business Budget        Dept                      Project/
Unit     Period Fund   ID      Program   Class   Grant      Account
UMICH    2005   10000 179000   LRMSC     11100              615500

UMICH    2005   10000 179000   LNCUR     11000              500400



1.   Change the Class Code from 11100 to 11000 (from
     Departmental Administration to Instruction)

2.   Change the Program from LRMSC to LNCUR
ShortCodes
                                                                Project/
            ShortCode   Fund    Dept ID   Program   Class       Grant
Example 1   123456      10000   170500    LNCUR     11000
Example 2   187654      10000   170500    LNCUR     11100

Example 3   102665      10000   170500    RESIN     22000       G000123

Example 4   331397      30000   170500    RESIN     22000       G000123



PITFALLS
1. Lose Intellegence
2. Lose Flexibility                          Why do we use ShortCodes:
                                             1. HRRMS
                                             2. Internal Service Units
ICRX -- Indirect Cost Recovery
Excluded Expenditures
INDIRECT COST RECOVERY EXCLUDED                            Alumni Activities
ACTIVITIES                                                 Commencement
                                                           Entertainment
Expenditures for these activities are ALWAYS ICRX          Fund raising
                                                           Lobbying
                                                           Public relations
                                                           Student extracurricular activities
INDIRECT COST RECOVERY EXCLUDED                            Alcoholic beverages
EXPENDITURES                                               Bad debts
These expenditures are ALWAYS ICRX
SOMETIMES INDIRECT COST RECOVERY                           Advertising
EXCLUDED EXPENDITURES                                      Hosting
                                                           Meals and travel
Review practices for these expenditures to determine the   Meetings and conferences
appropriate Class. Depending on the purpose of the         Memberships
expense, it may be ICRX.                                   Recruiting
                                                           Selling and marketing
P-Card Transaction # 1




  610875   10000   188500   LNCUR   11000
P-Card Transaction # 2




  612050   10000   188500   LNCUR   71000
P-Card Transaction # 3




   623500   10000   188500   LNCUR 21000
P-Card Transaction # 4




  614573   10000   188500   LNCUR   1110X
Activity – What Class Code would you use?
Purchase of Pens
1. Student Recruitment  51000
2. Office Work 11100
3. Fundraising 1110X
4. Research Project 11100
Activity – What Class Code would you use?
UM Logo Coffee Cups
1. Faculty Job Candidates 1100X
2. Guest Speaker 1100X
3. Donors 1110X


UM Tote Bags for first-year graduate
students 5100X
Activity – What Class Code would you use?
Hosting
1. Food for instructional event not open to
   the public 11000
2. Food for instruction event open to the
   public 1100X
3. Food for faculty/staff administrative
   meeting 11100
4. Food for faculty/staff curriculum meeting
    11000
Activity – What Class Code would you use?
Advertising
1. Faculty Position 11000
2. Clerical/Administrative Position 11100
3. Student Recruitment 51000
4. For Credit Courses 11000
5. Instructional event open to the public 1100X
6. Instructional event not open to the public 11000
7. Receptions and special non-instructional
   events 1110X
Cost Accounting Standards
How do we comply?
     Use the correct Class Code
     Identify ICRX expenditures
     Consistent practices
     Effort Certification
     Annual Space Survey
Human Resources
Steps for initial hire/transfer of non-
   instructional staff in HRMS

1.   Check with Key Administrator or Business
     Manager
2.   Determine correct Program Code
3.   Define activity/ies of individual
        Use existing workplan
        Has the job changed?

        Have the percentages changed?

        Determine the correct Class Code
Human Resources
Steps for initial hire/transfer of non-
   instructional staff in HRMS (concluded)

4.   Do you have the right ShortCodes?
5.   If not, open or remap new/existing ShortCodes
6.   Funding & Candidate Summary Forms can
     have multiple ShortCodes
Human Resources
Human Resources
Human Resources
NEXT STEPS
   Review Documentation
     1.   ShortCode Listing
     2.   Payroll Summary by Person & ShortCode
   Next Week’s Session – Hands On
     1.   Do your Chartfields tell the correct story?
     2.   Does Payroll match activities performed?
     3.   Do you need to re-map ShortCodes?
     4.   Do you need to open new ShortCodes?
Thank You

Questions ?????

								
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