AUD_Introduction to Chart of Accounts COA Segments Yale’s accounting system is built around the ‘segments’ of information within the chart of accounts. Different ‘segments’ tell us information like: How an activity was funded Grant Gift Yale Designated Which Department incurred the expense or earned income Cost Center What activity the unit engaged in (e.g., mission, line of business and detailed activities) Facilitator: This slide has click animations. Please click through content. Facilitator Notes: SAY: Yale’s accounting system is built around the ‘segments’ of information within the chart of accounts. Different ‘segments’ tell us information like: DO: Speak to each animated line. ale’s accounting system is built around the ‘segments’ of information within the chart of accounts. Different ‘segments’ tell us information like: How an activity was funded Which Department incurred the expense or earned income What activity the unit engaged in (i.e., mission, line of business and detailed activities) How to “account” for something purchased or sold Program Project How to “account” for something purchased or sold Ledger Account Spend / Revenue Category Introduction to Chart of Accounts

COA Individual Segments – Company AUD_Introduction to Chart of Accounts COA Individual Segments – Company Company represents a legal entity with its own tax ID that requires standalone external financial and tax reporting. For most users, the only Company will be Yale University. Yale Berkeley Divinity School Other Agencies Facilitator Notes: SAY: Company represents a legal entity with its own tax ID that requires standalone external financial and tax reporting. For most users, the only Company will be Yale University. Introduction to Chart of Accounts

COA Individual Segments – Grants AUD_Introduction to Chart of Accounts COA Individual Segments – Grants Grants track activities funded by sponsors. If a notice of award requires multiple sets of charging instructions, there will be multiple Grant numbers. Direct Charge Cost Share Sub-Award Clinical Trial Facilitator Notes: SAY: Grant, Gift and Yale Designated are a group of segments that represent a detailed “funding component”. Generally, only one is required on financial transactions in Workday. The only exception is for cost sharing. When there is cost sharing, account used on a transaction, the user will first enter the Grant number and then will enter the other funding component (Yale Designated or Gift) that is providing the cost sharing. Grants track activities funded by sponsors. If a notice of award requires multiple sets of charging instructions, there will be multiple Grant numbers. Introduction to Chart of Accounts

COA Individual Segments – Gifts AUD_Introduction to Chart of Accounts COA Individual Segments – Gifts All donor contributions are tracked in Workday in a Gift and are considered endowment gifts or current use (e.g., ‘spendable’) gifts. Endowment Gift Current Use Gift Facilitator Notes: SAY: All donor contributions are tracked in Workday in a Gift and are considered endowment gifts or current use (e.g., ‘spendable’) gifts. Introduction to Chart of Accounts

COA Individual Segments – Yale Designated AUD_Introduction to Chart of Accounts COA Individual Segments – Yale Designated Yale Designated represents funding that is not subject to external restrictions (by agreement with sponsor or donor contribution). Yale Designated may be internally allocated or designated (e.g., discretionary, reserves, startup, internally designated funding arrangement, etc.). Unrestricted Operating Provost Funded Unit Discretionary Facilitator Notes: SAY: Yale Designated represents funding that is not subject to external restrictions (by agreement with sponsor or donor contribution). Yale Designated may be internally allocated or designated (e.g., discretionary, reserves, startup, internally designated funding arrangement, etc.). Introduction to Chart of Accounts

COA Individual Segments – Cost Center AUD_Introduction to Chart of Accounts COA Individual Segments – Cost Center Cost Centers identify financial responsibility and management for officially acknowledged business units (e.g., departments, sections, etc.). Cost Center is used for both local and University-level management reporting. General Medicine History Department Controller’s Office Facilitator Notes: SAY: Cost Centers identify financial responsibility and management for officially acknowledged business units (e.g., departments, sections, etc.). Cost Center is used for both local and University-level management reporting. Introduction to Chart of Accounts

COA Individual Segments – Program AUD_Introduction to Chart of Accounts COA Individual Segments – Program Programs identify ongoing functional activities at the level of detail required to regularly answer questions and provide reports to Deans, Chairs and Directors. Program is used for local and University-level management reporting and for external reporting. Instruction Research Student Support Services School and Unit Administration Facilitator Notes: SAY: Programs identify ongoing functional activities at the level of detail required to regularly answer questions and provide reports to Deans, Chairs and Directors. Program is used for local and University-level management reporting and for external reporting. Introduction to Chart of Accounts

COA Individual Segments – Project AUD_Introduction to Chart of Accounts COA Individual Segments – Project Projects are used to accumulate costs related to an activity that is more limited in scope than Program and meets local reporting needs below the Dean, Chair or Director level. Capital Project Exhibition A Chess Club History 101 Facilitator Notes: SAY: Projects are used to accumulate costs related to an activity that is more limited in scope than Program and meets local reporting needs below the Dean, Chair or Director level. Introduction to Chart of Accounts

COA Individual Segments – Assignee AUD_Introduction to Chart of Accounts COA Individual Segments – Assignee Assignee allows for tracking by the individual (primarily faculty, Deans, Directors) where the individual is responsible for financial activity and balances. *Optional Net ID Facilitator Notes: SAY: Assignee allows for tracking by the individual (primarily faculty, Deans, Directors) where the individual is responsible for financial activity and balances. This section is optional. However, the School of Medicine has required Assignee to be used on all financial transactions going to accounts under the control of faculty. Introduction to Chart of Accounts

COA Individual Segments – Spend Category AUD_Introduction to Chart of Accounts COA Individual Segments – Spend Category Spend Category provides a more granular view of the expenses incurred for transaction analysis and is required on all expense transactions. Equipment - Computer Supplies - Chemicals Professional Services - Medical Internal Expense - IT FTE Bundle Facilitator Notes: SAY: Spend Category provides a more granular view of the expenses incurred for transaction analysis and is required on all expense transactions. Introduction to Chart of Accounts

COA Individual Segments – Revenue Category AUD_Introduction to Chart of Accounts COA Individual Segments – Revenue Category Revenue Category provides a more granular view of the revenue earned for transaction analysis and is required on all revenue transactions. Tuition Patient Care Income Ticket and Admissions Income Facilitator Notes: SAY: Revenue Category provides a more granular view of the revenue earned for transaction analysis and is required on all revenue transactions. Introduction to Chart of Accounts

COA Individual Segments – Ledger Account AUD_Introduction to Chart of Accounts COA Individual Segments – Ledger Account Ledger Account provides budget and actual accounting information for the general ledger. These are the natural accounts that make up the financial statements in Workday. On most transactions, the system will populate Ledger Account based on the Revenue or Spend Category provided. For journal entries, Ledger Account will need to be entered. Tuition Income Patient Care Income M&P Salaries Materials & Supplies Expense Advances Facilitator Notes: SAY: Ledger Account provides budget and actual accounting information for the general ledger. These are the natural accounts that make up the financial statements in Workday. On most transactions, the system will populate Ledger Account based on the Revenue or Spend Category provided. For journal entries, Ledger Account will need to be entered. Introduction to Chart of Accounts

COA Individual Segments – Fund AUD_Introduction to Chart of Accounts COA Individual Segments – Fund Fund represents the high-level source of funds for external financial reporting and is expected to default from other segments. Unrestricted Operating Grants & Contracts - Federal Temporarily Restricted Gift Income Facilitator Notes: SAY: Fund represents the high-level source of funds for external financial reporting and is expected to default from other segments. Introduction to Chart of Accounts

COA Individual Segments – Location AUD_Introduction to Chart of Accounts COA Individual Segments – Location In Workday Financials, assets are assigned to Locations – MEI to rooms and fixed assets to buildings. Location replaces ‘building org’ in Oracle to capture transaction detail for University plant / buildings only. *Specialized users only (e.g., Facilities) 25 Science Park 221 Whitney 333 Cedar St. Facilitator Notes: SAY: In Workday Financials, assets are assigned to Locations – Moveable Equipment Inventory (MEI) to rooms and fixed assets to buildings. Location replaces ‘building org’ in Oracle to capture transaction detail for University plant / buildings only. There are specialized units and users that use ‘building orgs’ today. These are the only units that would put financial transactions on building locations in Workday. The accounting guidance for what can be charged to a building remains unchanged. Introduction to Chart of Accounts

COA Individual Segments AUD_Introduction to Chart of Accounts COA Individual Segments Yale Berkeley Divinity School Other Agencies Yale Designated Values Gift Values Grant Values General Medicine History Department Controller’s Office Instruction Research Student Support Services School and Unit Administration Capital Project Exhibition A Chess Club History 101 Net ID SC: Equipment - Computer SC: Supplies - Chemicals RC: Tuition RC: Ticket & Admission Income Tuition Income Patient Care Income M&P Salaries Materials & Supplies Expense Advances Unrestricted Operating Grants & Contracts – Federal Temporarily Restricted Gift Income 25 Science Park 221 Whitney 333 Cedar St. CHEFA Series Z) Company 1 of: Yale Designated Gift or Grant Cost Center Program Project Assignee* 1 of: Spend / Revenue Category Ledger Account Fund Location* Debt Line* Debt Line* Facilitator Notes: SAY: This graphic shows all of the COA segments. The order is consistent with how they appear in most transaction data entry screens. *Debt Line is only used by the Controller’s Office User provides only on journal entries; system derives otherwise Specialized users only (e.g., Facilities) Controller’s Office only *Optional *Optional *Optional Introduction to Chart of Accounts