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University of South Florida Financial Systems - Intermediate

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Welcome To The USF Financial System * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Lookup Chart Field Information There are queries for looking up chart ... – PowerPoint PPT presentation

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Title: University of South Florida Financial Systems - Intermediate


1
University of South FloridaFinancial Systems -
Intermediate
2
Primary Data Systems
  • Three primary financial data systems
  • OASIS (for student activity)
  • GEMS (for HR activity)
  • FAST (the true accounting/financial application)

3
Subsidiary Systems
  • Subsidiary systems
  • TAS (IT telecommunications application)
  • FACNET (Physical Plant management application)
  • Supporting and Reporting systems
  • TouchNet (web based bank card payment processing)
  • ISIS (space management application)
  • BDMS (document imaging application)
  • Data Warehouse (data collection from multiple
    applications)
  • Finance Mart (the official financial reporting
    application)

4
The Data Flow

5
Module Integration
  • Modules are designed to integrate with other
    modules based on business flow
  • Original entries may be created in one module
  • Posted to another module
  • Then posted to General Ledger all financial
    transactions ultimately post to the General Ledger

6
Module Integration
  • Accounts Payable is designed to manage payments
    to vendors the expense may originate in
  • Pcard module
  • Purchasing module
  • If any of these are paid from a sponsored
    project, Grant module
  • All of these are budget checked in Commitment
    Control module
  • Accounts Receivable is designed to manage
    customer debt the customer invoice may originate
    in
  • Billing module (budget checked in Commitment
    Control module)
  • Grants module (budget checked in Commitment
    Control module)

7
Module Integration
  • The purchase of a capital asset (costs more than
    5,000 with a useful life of more than one year)
    may link to multiple modules
  • Begins in purchasing module with a
    requisition/purchase order
  • Vendor is paid through accounts payable module
  • Asset records are retained in the asset
    management module
  • If purchased for a sponsored research grant, the
    grants module is involved
  • Commitment control module is used for budget
    checking
  • The transaction ultimately posts to general
    ledger

8
Commitment Control Module (Budget)
  • Commitment control is used two ways
  • Expenses are budgeted for all funding sources
  • Tracking with budget
  • Full budget control
  • Also used for revenue tracking

9
A Little Accounting
  • Building a Chart Field String
  • How we code accounting transactions

10
Primary Chart Fields
  • Operating Unit
  • Fund ID
  • GL account code
  • Department ID
  • Product
  • Initiative
  • Project ID

11
Primary Chart Fields
  • Operating Unit
  • Identifies a campus within the USF system
  • TPA Tampa
  • STP St. Petersburg
  • SAR Sarasota
  • HSC USF Health
  • UNV University wide operating unit (for central
    use only)

12
A Little Accounting
  • TPA

13
Primary Chart Fields
  • Fund ID (five digits with a logic)
  • Identifies the funding source
  • 0xxxx auxiliary generated from a business
    activity
  • 1xxxx unrestricted from EG or stimulus
    funding
  • 2xxxx restricted research funding, chairs,
    financial aid
  • 3xxxx loan funds mainly student loans
  • 5xxxx capital projects construction funding
  • 6xxxx renewal and replacement (reserved funds)
  • 7xxxx debt service payment of bonds issued
  • 8xxxx capital asset property, equipment,
    buildings
  • 9xxxx agency and convenience funds

14
Auxiliary Funds
  • Fund ID - Additional Logic embedded
  • Funds beginning with a 0 (auxiliaries)
  • Funds beginning with a 06 Sarasota/Manatee
  • Funds beginning with a 07 St. Petersburg
  • Even more logic in the third digit
  • Funds beginning with a 010xx Arts and Sciences
  • Funds beginning with a 011 Business
    Administration
  • Funds beginning with a 012 Education
  • Funds beginning with a 013 Engineering

15
Unrestricted Funds
  • Fund ID - Logic In The Second And Third Digit
  • Funds beginning with a 1 (unrestricted)
  • Funds beginning with a 10 EG
  • Funds beginning with a 11 Student Fee Trust
    Fund
  • Funds beginning with a 182 Concession funds
  • Funds beginning with a 184 Tech and Green Fees

16
Funds That Begin With A 2
  • Fund ID - Additional Logic in the Second Digit
  • Funds beginning with a 2 (generally grants but
    others)
  • Funds beginning with a 20 Federal funding
    source
  • Funds beginning with a 21 State of Florida
    funding source
  • Funds beginning with a 22 Private funding
    source
  • Funds beginning with a 24 Endowed chairs
  • Funds beginning with a 25 Student government
  • Funds beginning with a 27 Financial aid

17
A Little Accounting
  • TPA 20000

18
Primary Chart Fields
  • GL account code (five digits with a logic)
  • Referred to as Chart of Accounts in accounting
    world
  • Accounts beginning with
  • 1 assets appear on balance sheet
  • 2 liabilities appear on balance sheet
  • 3 equity appear on balance sheet

19
Primary Chart Fields
  • Accounts beginning with
  • 4 revenue appear on income statement
  • 5 expenses appear on income statement
  • 6 expenses appear on income statement
  • 7 interdepartmental appear on income
    statement
  • 8 budget RSA report

20
Primary Chart Fields
  • GL Account Code - Additional Logic in the Second
    Digit
  • Accounts beginning with a 1 Assets
  • Accounts beginning with a 10 Cash accounts
  • Accounts beginning with a 11 Investments
  • Accounts beginning with a 12 Accounts
    Receivable
  • Accounts beginning with a 5 or 6 Expenses
  • Accounts beginning with a 50 Salary and
    benefits
  • Accounts beginning with a 60 Travel expense

21
Primary Chart Fields
  • GL Account Code - Additional Logic in the Second
    Digit
  • Accounts beginning with a 4 Revenue
  • Accounts beginning with a 40 or 41 Student
    revenue
  • Accounts beginning with a 42 Grant revenue
  • Accounts beginning with a 44 Commercial revenue
  • Accounts beginning with a 7 Interdepartmental
    actions
  • Accounts beginning with a 74 Revenue to selling
    department
  • Accounts beginning with a 75 Expense to buying
    department

22
Chart Fields Re DSOs
  • Financial activity occurs between USF and the
    DSOs
  • These are transfers in and out for USF
  • They must be reported separately on the USF
    financial statement
  • Specific GL account coding is required

23
Chart Fields Re DSOs
  • A unique GL account code series is used
  • For transfers in to USF
  • 49701 USF Foundation
  • 49702 USF Alumni Association
  • 49703 USF Research Foundation
  • 49704 USF Medical Services Support Corporation
  • 49705 USF University Medical Service Association
  • 49706 USF Sun Dome
  • 49707 USF Finance Corporation
  • 49708 USF Property Corp.
  • 49710 USF Health Professions Conferencing
    Corporation

24
Chart Fields Re DSOs
  • A unique GL account code series is used
  • For transfers out from USF
  • 69701 USF Foundation
  • 69702 USF Alumni Association
  • 69703 USF Research Foundation
  • 69704 USF Medical Services Support Corporation
  • 69705 USF University Medical Service Association
  • 69706 USF Sun Dome
  • 69707 USF Finance Corporation
  • 69708 USF Finance Corp.
  • 69710 USF Health Professions Conferencing
    Corporation

25
Good Resource For Expense Codes
  • For more definition of expense GL account codes
  • Explore the UCO web site, under Library of
    Resources find the Account Code Descriptions
  • http//usfweb2.usf.edu/uco

26
A Little Accounting
  • TPA 20000 51125

27
Department Chart Field
  • Department ID has embedded logic first two
    digits
  • Six digits identifying a specific department
  • Beginning with a 0xxxxx Central and
    Administrative
  • Beginning with a 12xxxx Arts and Sciences
  • Beginning with a 14xxxx Business
    Administration
  • Beginning with a 6xxxxx USF Health
  • Within USF Health
  • More definition in the second through fourth
    digits
  • Beginning with a 61xxxx College of Medicine
  • Beginning with a 6119xx Medicine/Pediatrics
  • Beginning with a 62xxxx College of Nursing
  • Beginning with a 63xxxx College of Pharmacy

28
Primary Chart Fields
  • Product code
  • A more detailed classification of the revenue and
    expense
  • May be a combination of digits and letters
  • Some logic (grouping) exists
  • Generic value is 000000
  • Initiative
  • Typically used for each PIs share of a grant,
    internal awards, and now also projects (not
    sponsored research)
  • A Generic value is 000000

29
A Little Accounting
  • TPA 20000 51125 582000 000000 0000000

30
Primary Chart Fields
  • Project ID
  • Used for both sponsored research and construction
  • Variable logic
  • For sponsored research
  • 10 digits identifying the specific research
    project
  • For construction
  • 14 characters begins with the letter P

31
A Little Accounting
  • TPA 20000 51125 582000 000000 0000000
    5820115201

32
Breakdown This String
  • OU TPA ???
  • Fund 10000 ???
  • Account 60050 ???
  • Dept ID 120101 ???
  • Product 000000 ???
  • Initiative 0000000 ???

33
Breakdown This String
  • OU TPA Tampa campus
  • Fund 10000 General Revenue (EG)
  • Account 60050 Airfare in state travel
  • Dept ID 120101 Arts Science - Dean
  • Product 000000 Generic value
  • Initiative 0000000 Generic value

34
Requesting New Chart Fields
  • University Controllers Office controls chart
    fields
  • Complete a request form
  • Requires signature and GEMS ID of accountable
    officer
  • Send to ALN 147 General Accounting

35
Lookup Chart Field Information
  • There are queries for looking up chart fields
  • Navigate
  • Reporting tools
  • Query
  • Query manager
  • Query names to conduct your search
  • U_CF_ACCOUNT (list of GL account codes)
  • U_CF_DEPTID (list of department ids)
  • U_CF_FUND (list of fund ids)
  • U_CF_INITIATIVE (list of initiatives)

36
Lookup Chart Field Information
  • Select the desired query (fund ID in this
    illustration), then click Search

37
Lookup Chart Field Information
  • To launch the query, click the Run to Excel
    button

38
Lookup Chart Field Information
  • Results of the search will appear in a
    spreadsheet

39
Watch Out!
  • Chart fields must be used in the right
    combinations
  • Combination edit checking
  • There are allowable and unallowable combinations
  • We have 144 rules

40
Examples of Dangers to Avoid
  • Operating Unit HSC can be used only with
    departments beginning with 6
  • If the GL account begins with a 1, 2, or 3
    (Balance sheet account), department ID is not
    allowed
  • A GL account beginning with a 7 can be used
    only with another GL code beginning with 7

41
Finding Information
  • Finance Mart is the official reporting tool for
    USF for reconciliation
  • Finance Mart has
  • Budget reports (which includes budget code also)
  • Expenditure reports
  • Revenue reports
  • Balance Sheet
  • Encumbrance reports

42
Finding Information
  • Search FAST with clues you find in Finance Mart
  • In general ledger search by chart field or
    journal ID
  • In accounts payable search by voucher or vendor
  • In purchasing search by PO or requisition number
  • In billing or AR search by invoice or customer
    number
  • In grants search by PI or project ID

43
So Much Training Available
  • Each system offers training
  • Programs offered on-line or in a
    classroom/computer lab
  • Talent Management helps coordinate
  • Register for training on GEMS Self Service
  • Visit the Controllers Office training web site
  • www.usf.edu/ucotraining

44
Research Training Being Developed
  • Look for the TRAIN
  • The Research Administration Improvement Network
  • www.research.usf.edu/train
  • The goals
  • Building the knowledge base of research
    administrators
  • Enhancing professional competencies
  • Improving business processes and reporting

45
Resources in University Controllers Office
  • University Controllers Office (UCO)
  • The address is www.usf.edu/controller
  • Accounting Services, Asset Management, Payment
    Services, Research Financial Management, Tax
    Advisory and Student Financial Services
  • Training and general questions
  • Contact me at mdevore_at_usf.edu

46
More Resources
  • Join the FAST list serv
  • http//listserv.admin.usf.edu/archives/fast-list.h
    tml
  • Find Business Procedures on COMPASS
  • http//compass.custhelp.com
  • MyUSF is a single sign-on portal allowing access
    to the primary administrative systems (FAST,
    GEMS, OASIS) www.my.usf.edu

47
More Resources
  • The BSR (Business Systems Reengineering) web site
    has useful information and links to both GEMS and
    FAST.
  • http//bsr.usf.edu/
  • And dont forget about TRAIN designed to enhance
    the professional competencies of those who
    contribute to the research enterprise.
  • http//www.research.usf.edu/TRAIN/

48
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