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NACUBO Program Code Changes Implementation Guide

Learn about implementing NACUBO program code changes effective July 1, 2004, at CSU Year End Training. Explore new, deleted, and changed program codes application methods through examples and guidelines. Understand attribute, transaction, and derivation applications.

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NACUBO Program Code Changes Implementation Guide

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  1. Implementing NACUBO Program Code Changes Effective July 1, 2004 CSU Year End Training – June 8, 2004 D. Brothwell - Cal Poly, SLO

  2. Summary • New Program Codes • Deleted Program Codes • Changed Program Codes • Program Code Application • By Transaction • By Attribute • By Derivation • Implementation based on how you applied program codes thru 6/30/2004 D. Brothwell - Cal Poly, SLO

  3. New Program Codes • Technology classification within each program group • 0106 – Instruction IT • 0203 – Research IT • 0304 – Public Service IT • 0409 – Academic Support IT • 0508 – Student Service IT • 0607 – Administrative IT • 0709 - Operation and Maintenance IT • Security and Safety – 0707 • Logistical Services - 0708 D. Brothwell - Cal Poly, SLO

  4. Deleted Program Codes • 0103 - Special Session Instruction • 2002 - Auxiliary Enterprise – Faculty/Staff (Never Used) • 2003 - Intercollegiate Athletics • These Program Codes have been discontinued – determined no activity within the CSU falls under these classifications D. Brothwell - Cal Poly, SLO

  5. Changes to Program Codes 0404 – Academic Computing Support has been redefined to Academic Support Information Technology – 0409 0505 – Student Admissions/Records has been split into two new program, Student Admissions 0509 and Student Records 0510 D. Brothwell - Cal Poly, SLO

  6. Changes to Program Codes – Continued 0603 – General Administration & Logistical Services has been split into two new programs, General Administration 0606 and Logistical Services 0708 0604 – Administrative Computing Support has been redefined to Administrative Information Technology – 0607 D. Brothwell - Cal Poly, SLO

  7. Attribute Application Implementation • Program Code assignment by attribute • As of June 30, 2004, amounts could be accrued in an account with a program attribute that is being deleted or reclassified • The accrual reversal will be in the same account that it was accrued in • Actual payment will be recorded here also D. Brothwell - Cal Poly, SLO

  8. Attribute Application Implementation • If all the activity in the account being used is to be reclassified to a NEW program code then the attribute can be changed effective July 1 and all the current year activity will be in the correct program code • Example: Admin Comp 0604 reclassified to Admin IT 0607 • If only some of the activity in the account being used is to be reclassified than some analysis and journaling is required • Example: Hazardous Waste from 0704 to 0707 D. Brothwell - Cal Poly, SLO

  9. Example of Attribute Application D. Brothwell - Cal Poly, SLO

  10. Transaction application Implementation • All open purchase orders, journals and vouchers have valid program codes for 2003-2004 assigned • All accruals or future year adjustments to transactions will reference the old program code • Accrual reversals will be in accounts with old program code • Actual payments of accruals will be in these same accounts D. Brothwell - Cal Poly, SLO

  11. Transaction application Implementation • The sum total of all current year activity should be zero by December 31,2004 • Actual expenditures and encumbrances • Any balances need to be journaled to new program codes • Any open Purchase Orders should have accounts changed to new values • Less of this activity if done as of 12/31/2004 D. Brothwell - Cal Poly, SLO

  12. Example of Transaction Application D. Brothwell - Cal Poly, SLO

  13. Derived Application Implementation • Program Code by derivation of totals at each month end • As of June 30, 2004, amounts could be accrued in an account with a program attribute that is being deleted or reclassified • Accrual reversals will happen in July of 2004. • July month end derivation will use only the new Program Codes D. Brothwell - Cal Poly, SLO

  14. Derived Application Implementation • Amounts derived in accounts where all activity was classified to one program code and effective July 1, 2004 the activity will be classified to 2 or more program codes will have to be analyzed and appropriate journals processed • Could also require a change in business process • Ex: Risk pool was charged to one account and derived to one program code in 03-04. Effective 04-05 Risk Pool will be classified in three different program codes. Need to be able to identify the activity so that it can be classified correctly D. Brothwell - Cal Poly, SLO

  15. Example of Derivation Application D. Brothwell - Cal Poly, SLO

  16. Summary • Changes to Program Codes are Effective 7/1/2004 • FIRMS submission should not have any current year activity in deleted program codes as of 12/31/2004 • Data may need to be analyzed • Journals may need to done • Business Processes may need to be adjusted D. Brothwell - Cal Poly, SLO

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