1. UMBC PeopleSoft 8.4 Financials Chart of Accounts

2. Agenda: zWhat are we doing? zCOA Objectives zWhat is a ChartField? zWhat is a Chart String? zChartField Definitions/Values zFAS Account Mapping to PeopleSoft COA zRetriever (FKA FinWeb)

4. UMBC’s Chart of Accounts (COA) is designed to meet some of the following objectives: zComply with external financial reporting requirements (State, GAAP, OMB,etc.) zImprove access to financial info in support of faculty and staff zProvide flexibility for future growth zIntegrate with Human Resources and Student Admin Systems

5. What is a ChartField? In PeopleSoft, the Chart of Accounts is comprised of informational fields that provide the basic structure to segregate and categorize transactional and budget data. Each informational field is called a “CHARTFIELD”

6. ChartField Structure:

7. Combining a series of “ChartFields” creates a “ Chart String ” What is a Chart String?

8. A “Chart String” is used to define, identify, categorize, and sort a transaction What is a Chart String?

9. ChartField String

10. ChartField definition: zBUSINESS UNIT - the General Ledger Business Unit (GLBU) represents a set of financial records, business practices, and reporting requirements for an independent entity. Equivalent to State Agency Code “R41” or FAS campus code 05. UMBC will have one GLBU = UMBC1

11. ChartField definition: zTCODE - denotes the type of transaction. Examples of transaction types are receipts, disbursements, adjustments, payables and receivables.

12. Sample TCODES:

13. ChartField definition: zFUND - Segregates financial information for the purpose of carrying on specific activities and attaining certain objectives in accordance with GASB guidelines and State regulations

15. ChartField definition: zDEPARTMENT - an organizational unit responsible for business transactions. The unit will have employees and usually has a budget.

16. Sample Department List

17. ChartField definition: zPROGRAM (FINANCIAL) - is an on- going, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. Financial Programs will be used to comply with external reporting classifications defined by State, GAAP, etc. and on expense transactions only

19. ChartField definition: zACCOUNT - classifies business transactions by categories that include assets, liabilities, net asset (fund balance), revenue and expenditures

22. ChartField definition: zPROJECT/GRANT - an event or activity that has a specific beginning and end date. This ChartField provides the link for financial transactions to the project/grants management software modules.

23. ChartField definition: zPROGRAM (OPERATIONAL)- is an on-going, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. Operational Programs will be developed and designed for campus purposes. FOR FUTURE USE.

24. ChartField definition: zSOURCE OF FUNDS - denotes funds or revenues collected by an entity and allows for budget limitations and reporting by source as required by policies and/or regulations. UMBC is required to report by State, Federal and Special Sources.

25. ChartField definition: zBUDGET YEAR - the Budget Year corresponds to UMBC’s fiscal calendar and denotes a fiscal year. Format is FYNN. Example: Fiscal Year 2004 = FY04. Budget Year will always default to current fiscal year.

26. ChartField definition: zSTATISTICS CODE - is used for attaching non-monetary units of measure to transactions for financial analysis and reporting. FOR FUTURE USE.

27. ChartField definition: zCURRENCY CODE - denotes the type of currency used in a financial transaction. Since UMBC only uses U.S. Dollars, the Currency Code will default to: Currency Code = USD.