Changes for fiscal year FY15 May 2014.  Implementation of a new Chart of accounts  Enhancements to the university’s financial reporting and business.

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Presentation transcript:

Changes for fiscal year FY15 May 2014

 Implementation of a new Chart of accounts  Enhancements to the university’s financial reporting and business processes  Upgrade of financial systems and tools

 Funds ◦ Changes in fund types ◦ Changes in some reporting funds ◦ Changes in use of reporting funds  Vendors ◦ Must have necessary documentation in place to be paid.

ChartfieldBusiness unitDepartmentFundAccountProgramSite What it represents University as a whole Who (the department : Library) Formerly 690 The university fund paying the item How it is classified What is being acquired Location New valuePRINU41001A x and 666x. For example, 6652=print 6653=electronic GU255 GU440 GU441 For example Gu255- general funds LIB Relationship to Voyager values This value is hard coded into the voucher feed Single value for now Comes from reporting fund – material being paid Comes from allocated fund type Single value (Library considered 1 location)

 New reporting funds  Removal of the replacement reporting fund  Change in policy on usage of certain reporting funds

 Reporting fundCode  Rare maprmap  Rare monographrmon  Rare scorerscore

 Replacement reporting funds disappear with FY15 ◦ Fund code must map correctly into People Soft ◦ Mapping needs to describe FORMAT of material ◦ Replacements will be purchased on the reporting fund that describes the item purchased – monograph, video, map, etc.

 Until now, charged on monograph reporting fund  Now to be charged on subscription reporting fund UNLESS We are buying a serial publication which will be cataloged monographically.

 Some standing orders for scores have mono series or standing order reporting funds.  From now on they will be charged as scores. The reporting fund that we feed into Prime must describe the format of the material.

 Changes to vendor records ◦ Describe payment terms ◦ Indicate inactive vendors that must be established in People soft before we use them again ◦ Support automation of previously manual special processing

 Inactive vendors not used in some time will have a type “Vendor inactive”  New vendors will have to be established at the earliest possible point  Paperwork must be in place to pay them.

 Questions???