University of Missouri

1. University of Missouri PeopleSoft ChartFields Overview

2. General Ledger • Official record of University’s budgeting and financial transactions • Includes budget and revenue/expense transactions, encumbrances, assets, liabilities and fund balances • FRS: maintains balance sheet information in General Ledger, revenue/expense transactions in Subsidiary Ledger • PeopleSoft: maintains all in single ledger

3. ChartFields • Used to classify accounting information in PeopleSoft • Nine ChartFields allow for reporting transaction details • Multiple ChartFields allow finer level of detail for reporting purposes

4. How Does This NewStructure Affect You? • If you process, reconcile, review, or analyze financial data, you need to be familiar with ChartFields and how your FRS accounts and subcodes map to the new ChartFields. • Certain ChartFields are required on every transaction.

5. FRS/ChartfieldCrosswalk • Translation program to convert accounting information in FRS to PeopleSoft General Ledger • Initially all accounting information will be entered into FRS and converted into PeopleSoft ChartFields • Eventually all accounting information will be created in PeopleSoft

6. Budget Period Business Unit Fund DeptID Project/Grant Program Account Class Statistics Code StandardChartFields

7. StandardChartFields (cont’d) • Not all ChartFields are required for every transaction • Every revenue/expense transaction minimally requires: • Business Unit • Fund • DeptID • Account

8. Chart of Accounts

9. ChartField Design Fiscal Year Campus Ledger Account Sub Code X X X X X X X X X X X X X X X BP BU FUND DEPTID PROJECT PROGRAM ACCOUNT CLASS FRS PeopleSoft Fiscal Year Campus Ledger Account Sub Code 2 0 0 0 K 3 4 8 3 0 0 3 8 0 0 BP BU FUND DEPTID PROJECT PROGRAM ACCOUNT CLASS 2 0 0 0 KCITY 0445 K0909081 KE000032 724700 FRS PeopleSoft

10. Budget Period • Required field when entering budget entries • One numeric character when using a project/grant budget • Four numeric characters when using an annual budget • Five alphanumeric characters when using a monthly budget • Represents the range of time for which there is budget authority for expenditure • Example: 2000 - Budget for FY 2000, 0 - Project/Grant budgets, 00M01 - monthly budgets

11. Business Unit • Required field • Represents a campus or a separate reporting entity related to the Hospitals and Clinics or within the System administration • Alpha designation is also used in following ChartFields: DeptID, Project, and Program

12. Business Unit (cont’d)

13. Fund • Required field • Used to classify resources according to uses and/or regulations, restrictions or limitations on the uses in compliance with the financial reporting requirements of GASB and NACUBO • Includes separate funds for unrestricted operations, auxiliaries, major service operations, enterprise-like activities, restricted and unrestricted plant operations, endowments, loans, letters of credits, retirement and agency operations

14. Fund (cont’d)

15. Fund (cont’d)

16. Fund (cont’d)

17. Relax and imagine yourself in an island paradise far, far away….

18. DeptID • Alpha designation of Business Unit is first character • Required only when recording revenues and expenses • Signifies a cost center • An organizational unit, such as the English department, may have several DeptIDs (cost centers). • Trees are used to organize DeptIDs into campus organizational structures.

19. DeptID (cont’d) • Examples: • C0705001-C0705999 are all of the DeptIDs in Campus Dining • C0705004 Blair Oasis • C0705008 Hitt Street Market • C0710001-C0710999 are all of the DeptID’s in the Career Planning and Placement Center • C0710011 CPPC Conference • C0710015 Career Plan Placement Center 5300

20. DeptID (cont’d)

21. Project • Alpha designation of Business Unit is first character • Type of project is second character • Required for certain projects • Used for activities that are temporary in duration and for which revenues and expenditures may be accumulated over more than one fiscal year • Must have defined start and end dates that may not correspond to a fiscal year

22. Project

23. Program • Alpha designation of Business Unit is first character • except for programs affecting multiple campuses which use an X as the first character to indicate cross-campus program • Required for activities to be captured for System-wide, campus-wide, or interdepartmental purposes • Used if programs require a cash balance and full balance sheet • Examples: • R0003 - UMR Aerospace Engineering Scholarship • S6012 - UMSL O.M. Scott Loan • K7007 - UMKC Alumni Association

24. Program

25. Program (cont’d)

26. Account • Contains values equivalent to FRS subcodes and account controls in much greater detail

27. Account (cont’d) • To clarify: • PeopleSoft Account = FRS Subcode • PeopleSoft Fund and DeptID = FRS Account Number • PeopleSoft Human Resources Account Code = PeopleSoft GL ChartField string • (BU + Fund + DeptID + Program + Project + Account)

28. Class • Optional field, but individual divisions or departments may mandate its use • Two types of values: • Predefined with general descriptions applicable System-wide • Defined by departments with specific descriptions

29. Predefined Classes

30. Class (cont’d) • Temporary FRS Class numbers use last two digits of FRS variable subcode • Example: • Subcode 5119 will show FRS19 in Class • Used with Account to provide detailed information at division/department level • Example transaction: • Account number 721100 and class EM001 would contain Employee 001’s in-state business travel

31. Statistics Code • Optional field • Used to record statistical information for analytical and non-financial reporting • No equivalent field in FRS • Examples: • SFT, Square Feet • PTD, Patient Days • FTE, Full Time Equivalent

32. RecordingTransactions • To record a transaction in FRS, a combination of FRS account plus subcode must be used • To record a transaction in PeopleSoft, a combination of ChartField values must be used • DeptID is a required ChartField only when recording revenues and expenses

33. Revenue/ExpenseTransactions

34. Revenue/ExpenseTransactions (cont’d)

35. Asset/LiabilityTransactions

36. ChartFieldCombination Rules • PeopleSoft tests validity of each keyed ChartField entry. • When a combination edit rule has been established, an invalid combination of ChartFields will cause a transaction to reject and have an unposted status until corrected.

37. ChartField Edits

38. SpeedType • Five-character field representing a combination of ChartField values • Combination of letters and numbers • First character designates Business Unit of ChartField string • Remaining characters are sequentially numbered as established • Simplifies entry of ChartFields when same set of values are commonly used together

39. SpeedType

40. Trees • Organize ChartField values for setting up security, for editing, and for reporting • Are effective-dated to specify new organizations, reporting relationships, or organizational structures in advance, and to take effect on an as-of date • May have past, present, or future effective dates in order to report on current or historic data

42. ControlledBudget Ledgers • Organization Budget • Will track or control spending at DeptID level for expenditures • Similar to revised budget for Ledgers 2, 3 and 4 fiscal year accounts in FRS • Revenue Estimate • Will track and store actual revenues against estimates • Similar to revised budget for Ledger 1 fiscal year accounts in FRS and any other revenue subcodes • Project/Grant Budget • Will track or control expenditures specifically for a project or grant • Has specific beginning and ending dates • Similar to project-to-date account in FRS

44. Questions? • Contact your campus accounting department.

45. Need to contact ASP? • E-mail: ASPTraining@umsystem.edu • Voice Mail: (573) 884-2707 • Campus Mail: 1805 East Walnut, Columbia • FAX: (573) 884-3070 • On the Web: http://asp.umsystem.edu