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1 Chart of Accounts Overview Chartfield Maintenance Commitment Control Overview Budget Control Budget Rules Core-CT Proposed Budget Structures Overview.

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Presentation on theme: "1 Chart of Accounts Overview Chartfield Maintenance Commitment Control Overview Budget Control Budget Rules Core-CT Proposed Budget Structures Overview."— Presentation transcript:

1 1 Chart of Accounts Overview Chartfield Maintenance Commitment Control Overview Budget Control Budget Rules Core-CT Proposed Budget Structures Overview Central/Agency Responsibilities Revenue Budgets Expenditure Budgets Comprehensive Financial Status Report (CFSR) 2004 Budgets Preparation Budget Journal Spreadsheet Next Steps COA/Budget Structure Workshop Agenda

2 2 Chartfield 1 Fund Department Account Program SID Project/Grant Chartfield 2 Business Unit Chartfields =Chart of Accounts Core-CT Chartfields Budget Reference

3 3 CAS/ SAAAS Field LengthUsageCore-CT Core-CT Field LengthUsage Agency4RequiredFund5Required Fund4RequiredDepartment8Required SID3RequiredSID5Required Object5RequiredProgram5Required Function4Agency UseAccount5Required Activity9Agency UseProject/Grant15Required Extension7Agency UseChartfield 16Proj Activities Chartfield 28Agency Use Budget Ref4Required Core-CT Chartfields

4 4 Budget Reference Used to differentiate year of appropriation, where budgets and expenditures otherwise share the same combination of Chartfield values, e.g. recurring grants Values are defined as the State fiscal year in which the budget is received It is a required Chartfield. More budgets means more budget maintenance Closeout of old or inactive values needs to be communicated to OSC Budget Reference

5 5 For budgeted funds and specific non-budgeted funds that are non-lapsing: OSC will bring forward funds Budget Reference changed to match the new year budget period Single budget line will be created combining new and old year Carryforward Scenario 1 Budget Reference

6 6 For all other non-lapsing funds: OSC will bring forward funds Budget Reference stays the same Multiple budget lines created for each year of appropriation Budget Reference Carryforward Scenario 2

7 7 Budget Reference - a required Chartfield. It differentiates budgets and expenditures which share the same Chartfield combinations, but have more than one year of funding open in the same Budget Period. Projects/Grants – now a required Chartfield. It is being used to enable many new Core-CT Budget Structures. Every agency has a “Non- Project” default value to use when an actual project is not being coded. Agency COA Validation - changes submitted by May 2 will be reviewed by the COA Team. Later changes will be handled by the OSC in accordance with the new Chartfield Maintenance procedure. COA Recap Core-CT Chartfields COA/Budget Structure Framework

8 8 Goal: To Ensure Chart of Accounts Data Integrity and System Integration Chartfield Maintenance Maintenance is the addition, inactivation, & modification of Chartfield values New values will be Agency & Centrally Defined All values will be Centrally Maintained Each modification to COA values affects various trees (Commitment Control, Reporting, Combination Edits, etc)

9 9 Chartfield Maintenance Request Form Action Required: New Value Modification to Existing Value Inactivate Existing Value Chartfield: Department Account SID ETC Chartfield Value: Meet Char Length Requirements ABC12345 Tree: Reporting, Budget, ETC Level to be added Attribute: CFDA Number Attribute Value: Urgency: Emergency Future Effective Date

10 10 Chartfield Maintenance Flow

11 11 Commitment Control Overview Commitment Accounting Procurement liabilities are recognized throughout the procurement lifecycle Requisitions  Pre-encumbrances Purchase Orders  Encumbrances Vouchers  Expenditures Budget Control Ensures that commitments and expenditures do not exceed budgets Two Aspects of Commitment Control

12 12 Commitment Control Overview – Budget Control Budgetary control is enforced on financial transactions through the use of budget ledgers and control options. Budget Checking Process Journal Posting Process Budget Ledgers Distribution Lines from Transactions Journals – GL Requisitions – PO Purchase Orders – PO Vouchers – AP Actuals Ledger

13 13 Budget Ledgers Budget Control ChartField Budget Key Budget Translations Control Options Budget Structures will be configured by the Core-CT COA Team Commitment Control Overview – Budget Rules Budget Structures are configured using the following budget rules:

14 14 Definition: Ledgers which store budget, pre-encumbrance, encumbrance and expenditure balances at the budgeted ChartField level. All budget rules are defined for a budget ledger. Example: Appropriation budget ledger Result: All budgets and transactions posted against the Appropriation budget ledger are controlled by the budget rules defined for the Appropriation. Commitment Control Overview – Budget Rules Budget Ledgers

15 15 Definition: The ChartField used to determine whether or not the budget structure applies to a transaction. A Budget Structure can only have only one Budget Control ChartField. Detailed ChartField values are selected from the designated Budget Control ChartField. Example: Budget Control ChartField  Fund  (GF) – (Spec Rev) Result: All transactions recorded against these Funds will be subject to this Budget Structure. Commitment Control Overview – Budget Rules Budget Control ChartField

16 16 Definition: Budget Keys are the ChartFields which are required for all budget journals and all transactions for a given Budget Structure. Example: Budget Keys  Fund  Program  DeptID  Account  SID  Budget Reference Result: All budget journals and transactions for this Budget Structure must have values in these ChartFields. Commitment Control Overview – Budget Rules Budget Key

17 17 Definition: Budget Translations are used to relate transactions to their proper budget. The translation is accomplished through the use of trees. These trees are needed only when the budget is established at a higher level in the ChartField than the transaction level. Example: Budget Translations  Fund  Budget and transact at same level  DeptID  Budget at DOL  Transact at DOL40010 Result: Budget Translation trees required for Department Chartfield to allow the system to “find” the proper budget. Commitment Control Overview – Budget Rules Budget Translation

18 18 Control: Transactions that exceed the budget will error out during the budget checking process. No further processing can be performed until the transaction error is corrected by an authorized agency user or the budget is overridden by an authorized user. Track: Transactions that exceed the budget will pass the budget checking process and be tracked without exception warnings or error messages. Transactions pass even if budget is for a zero amount. Commitment Control Overview – Budget Rules Control Options

19 19 Core-CT Proposed Budget Structures - Overview Create and maintain Agency Level Budgets Agency 1Project 1 Agency 2Project 2 Project 3 Agency Responsibility Central Responsibility Create and maintain Legal Level Budgets AppropriationBond AuthorizationRevenue Estimate AllotmentBond AllocationAssoc Revenue Estimate Bond Allotment

20 20 Core-CT Proposed Budget Structures - Overview

21 21 Appropriation Explanation  R equired for legislative appropriations, i.e. the General Fund  Highest level of budget in Core-CT  Created and maintained centrally by OSC  Always established as a control budget  Budget Reference will capture the State’s fiscal year Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

22 22 State Appropriation Act Legislature will continue to appropriate at the traditional Fund/Agency/SID level Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

23 23 Appropriation Budget Keys Budget Translation Control ChartField Control CF Value Fund X GF and other Legal Approp Funds DeptIDAgency SID ProgramAll Programs AccountAll Expenditures Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

24 24 Allotment Explanation  R equired for all appropriated Funds, and for most non-appropriated Funds; companion Federal Funds process continues  Created quarterly and maintained centrally by OSC based on OPM approved B-1; B-107s created for transfers/FACs, releases/advances to adjust available funding within SIDs  Always established as a control budget  “Child” to Appropriation budgets, meaning that budget amounts could differ but not exceed Appropriation Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

25 25 View CAS Code s Traditional B1 process to formulate allotment control: Fund/Agency/SID control level alternate views showing legacy and new codes front-loaded allotments for selected SID’s data uploaded from ABS to CORE upon submittal View CORE Codes Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

26 26 Allotment Budget Keys Budget Translation Control ChartField Control CF Value Fund X GF and other Legal Approp Funds DeptIDAgency SID ProgramAll Programs AccountAll Expenditures Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

27 27 The following is an example of an Appropriation and Allotment budget in Core-CT Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

28 28 In the event FY2004 begins without an Appropriation Act, temporary allotments will be processed $10,000 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

29 29 Bond Authorization Explanation  R equired for all legislative bond authorizations  Created and maintained centrally by OSC  Always established as a control budget Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

30 30 Bond Authorization Budget Keys Budget Translation Control ChartField Control CF Value Fund XBond Funds DeptIDAgency SID ProgramAll Programs AccountAll Expenditures Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

31 31 Bond Allocation Explanation  R equired for all Bond Commission Allocations  Created and maintained centrally by OSC  Always established as a control budget  “Child” to Bond Authorization budget, meaning that budget amounts could differ but not exceed Bond Authorization Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

32 32 Traditional Bond Commission Allocation process continues: agencies submit allocation requests based on approved projects approved agenda items lead to allotments Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

33 33 Bond Allocation Budget Keys Budget Translation Control ChartField Control CF Value Fund XBond Funds DeptIDAgency SID ProgramAll Programs AccountAll Expenditures Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

34 34 Bond Allotment Explanation  R equired to allot Bond Funds  Always established as a control budget  “Child” to Bond Allocation budgets, meaning that budget amounts could differ but not exceed Bond Allocation Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

35 35 Bond Allotment Budget Keys Budget Translation Control ChartField Control CF Value Fund XBond Funds DeptIDAgency SID ProgramAll Programs AccountAll Expenditures Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

36 36 The following is an example of Bond Authorization, Bond Allocation, and Bond Allotment budgets in Core-CT Core-CT Proposed Budget Structures - Expenditure Budgets (Central)

37 37 Revenue Estimate Explanation  Used by OPM and OSC to track Revenues by Revenue Account  Created and maintained centrally by OSC  Configured as track only Core-CT Proposed Budget Structures - Revenue Budgets (Central)

38 38 Revenue Estimate Budget Keys Budget Translation Control ChartField Control CF Value Fund X GF and Special Revenue Funds DeptIDAll Agencies SIDAll SID’s ProgramAll Programs Account Detailed Revenue Accounts Budget Reference Core-CT Proposed Budget Structures - Revenue Budgets (Central)

39 39 The following is an example of a Revenue Estimate budget in Core-CT: Core-CT Proposed Budget Structures - Revenue Budgets (Central)

40 40 Associated Revenue Estimate Explanation  Used for the Grant Transfer process  Created and maintained centrally by OSC  Established as track. Core-CT Proposed Budget Structures - Revenue Budgets (Central)

41 41 Associated Revenue Estimate Budget Keys Budget Translation Control ChartField Control CF Value Fund X Federal and Other Restricted Funds DeptIDAgency defined SID ProgramAll Programs Account All Grant Transfer Revenue Budget Reference Core-CT Proposed Budget Structures - Revenue Budgets (Central)

42 42 The following is an example of an Associated Revenue Estimate budget in Core-CT: Core-CT Proposed Budget Structures - Revenue Budgets (Central)

43 43 The following is an example of an Associated Expenditure budget in Core-CT: Core-CT Proposed Budget Structures - Revenue Budgets (Central)

44 44  For creating agency-defined lower level Department ChartField budgets.  For agency “Non-Project” Project ChartField value.  Agency Budgets are not tied to Appropriation/Allotment, which are in separate non-linked budget structures. Agency Budgets may be for a different amount than appropriated (e.g. create central reserve), but budget control will ultimately always reside at Appropriation/Allotment. Core-CT Proposed Budget Structures - Expenditure Budgets (Agency) Agency Budget Structures Agency 1Agency 2 Control or TrackTrack All ExpendituresDetailed Expenditures

45 45 Appropriation Budget Ledger (Control) Agency Budget Level 2 (Track) Dept. of Mental Health & Addiction CT Mental Health Ctr. CT Valley Hospital Administration Patient Care Ambulatory Care PharmacyRadiology Transaction Level Agency Budget Level 1 (Control) Power Plant Plant Oper The following example demonstrates how an agency may budget at two different department levels using the two proposed agency budget levels. Clinical Supp Services Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

46 46 Budget Level 1 Budget Level 2 / Transaction Level Expenditures All Accounts General Expenditures Information Technology IT Services Communications Telephone Installation Local/Long Distance Services Telephone/Network Lines Beeper/ Pager Services Internet Services Budgeting by Account Core-CT Proposed Budget Structures - Expenditure Budgets (Agency) The following example demonstrates how an agency may budget at a high expenditure account level using the agency level 1 budget.

47 47 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency) Agencies that choose Agency Budgets will have the following options for their non-project related budgets:

48 48 Agency 1 Explanation  Optional by Agency  Agency defined departments, usually higher levels, e.g. divisions, bureaus, facilities, etc.  Budgets at all Expenditures Account detail  The Project ChartField is a required ChartField. Transactions will need to be coded to the “Non- Project” Project ChartField value.  Agency Fiscal Administrative Reviewers will create and maintain agency budgets  May be established as control or track by Agency. Must be uniformly control or track for all budgets in this Agency’s budget structure Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

49 49 Agency 1 Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptIDAgency defined SID ProgramAll Programs AccountAll Expenditures Project X Non-Project by Agency Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

50 50 The following is an example of an Agency 1 budget in Core-CT: Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

51 51 Agency 2 Explanation  Optional by Agency  Agency defined Department levels, usually lower levels, e.g. units, cost center, etc  Budgets at transaction level Account detail levels, i.e. major/minor  The Project ChartField is a required ChartField. Transactions will need to be coded to the “Non-Project” Project ChartField value.  Agency Fiscal Administrative Reviewers will create and maintain agency budgets  Configured only as track Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

52 52 Agency 2 Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptIDAgency defined SID ProgramAll Programs Account Project X Non-Project by Agency Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

53 53 The following is an example of an Agency 2 budget in Core-CT: Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

54 54 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)  For creating agency Project budgets based on detailed Project ChartField values and agency defined Department Chartfield values.  Project Budgets are not tied to Appropriation/Allotment, which are in separate non-linked budget structures. Project Budgets capture multiple funding sources in amounts which could differ from the Appropriation, but budget control will ultimately always reside at Appropriation/Allotment. Project Budget Structures Project 1Project 2Project 3 Control or TrackTrack All ExpendituresDetailed ExpendituresAll Expenditures Agency defined CF1

55 55 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency) Agencies that choose Project Budgets will have the following options for their project related budgets:

56 56 Project 1 Explanation  Optional by Agency  Detailed Projects and no ChartField 1 (Activity) detail  Budgets at all Account level detail  Agency Fiscal Administrative Reviewers will create and maintain agency budgets  May be established as control or track by Agency. Must be uniformly control or track for all budgets in this Agency’s budget structure Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

57 57 Project 1 Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptIDAgency defined SID ProgramAll Programs AccountAll Expenditures Project X Project Detail by Agency Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

58 58 The following is an example of a Project 1 budget in Core-CT: Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

59 59 Project 2 Explanation  Optional by Agency  Detailed Projects with no ChartField 1 (Activity) detail  Budgets at detailed Account level values  Agency Fiscal Administrative Reviewers will create and maintain agency budgets  Established as track. Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

60 60 Project 2 Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptIDAgency defined SID ProgramAll Programs Account Project X Project Detail by Agency Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

61 61 The following is an example of a Project 2 budget in Core-CT: Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

62 62 Project 3 Explanation  Optional by Agency  Detailed Projects with ChartField 1 (Activity) detail  Budgets at All Expenses (no detail)  Agency Fiscal Administrative Reviewers will create and maintain agency budgets  Established as track Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

63 63 Project 3 Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptIDAgency defined SID ProgramAll Programs AccountAll Expenditures Project X Project Detail by Agency ChartField 1Agency defined Budget Reference Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

64 64 The following is an example of a Project 3 budget in Core-CT: Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)

65 65  New standard CFSR reports will merge Agency 1/Project 1 and Agency 2/Project 2 budget ledgers  CFSR reports will capture expenditures, encumbrances, pre-encumbrances, and budgets  In order to produce an accurate CFSR, agencies that use Agency and Project budgets will need to budget at the same level of the Department ChartField  Three Agency CFSR reporting options: 1. Account detail by SID for all departments 2. Account detail by SID for each department 3. All Accounts by SID for all departments Core-CT Proposed Budget Structures - Comprehensive Financial Status Reports Explanation CFSR

66 66 Core-CT Proposed Budget Structures - Comprehensive Financial Status Reports

67 67 Core-CT Proposed Budget Structures - Comprehensive Financial Status Reports

68 Budget Preparations There are three ways to enter and load budgets into Core-CT’s budget ledgers: 1. Spreadsheet Budget Journals 2. On-line Budget Journals 3. On-line Budget Transfers

69 69 Budget Journal Upload Tool

70 70 Budget Journal Header

71 71 Budget Journal Lines

72 72 Track Budgets: Agency and Project track budgets can be created for any amount. Control Budgets: Agency and Project Control Budgets cannot be set at zero, presumably should at least equal the temporary Allotment, and could be for the amount of the estimated Appropriation. When the Appropriation Act is passed, adjustments can be done by: 1. Reversing the original spreadsheet journal and entering new journal amounts, or 2.Entering adjusting journal amounts for the amount of the difference. If there is no Appropriations Act: Budget Journal Spreadsheet Upload

73 73 Agency responsibilities Create agency defined budget journals Spreadsheet Journal Upload Tool will be posted to website 1 st Year (2004 Budgets): Submit to Core-CT for review Future Years: Write Flat File and upload spreadsheet into Core Central responsibilities OSC will enter all legal budget journals Budget Journal Spreadsheet Upload

74 74 Next Steps Finalize Budget Structures – TODAY Create Spreadsheet Budget Journals – June 6 Contacts: Carl Michael Bob Ryan Susan


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