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Financial Management System

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  1. 1. Pace University SPARTA Financial Management System FMS Chart of Accounts Structure Introduction to the
  2. 2. Chart of Accounts <ul><li>The classification of accounts </li></ul><ul><li>The core of the Pace University Financial Management System (FMS) </li></ul><ul><li>New FMS provides flexibility with some restrictions </li></ul><ul><li>Essential to the preparation of the institutions financial statements </li></ul>
  3. 3. <ul><li>Provides the basis for reporting (year-end, organizational, comparison), budget control (hierarchal and pooled), and security </li></ul><ul><li>Drives finance functions(AP, GL, FA, etc) and non-finance functions (Position Control, AR, etc.) </li></ul><ul><li>Will be used in both the Student and Human Resource Systems as well as all other systems at the University that interface with the Finance System </li></ul>Chart of Accounts cont.
  4. 4. Chart of Accounts Basic Elements <ul><li>F UND </li></ul><ul><li>O RGANIZATION </li></ul><ul><li>A CCOUNT </li></ul><ul><li>P ROGRAM </li></ul><ul><li>A CTIVITY </li></ul><ul><li>L OCATION </li></ul>At Pace, FMS users will enter an Index Code which automatically infers (enters) the basic elements of the Chart of Accounts All automatically filled out by entering the Index Code except for the Account Code (required) and Activity Code (optional) Element
  5. 5. Chart of Accounts elements Index Chart Fund Organization Activity Location Reporting entity (Pace University) Accounting Entity which denotes the specific fund acctg identification Budget Department Lowest level is the Cost Center Code Cost Center Code used for data entry to infer the remaining elements of the chart except for account Code used to identify special programs or activities that cut across organizational units Account Assets Liabilities Fund balance Revenue Expenditures Transfers Functional Categories denoting the programs that are related to the cost center (HEGIS codes) Program Campus building room
  6. 6. Used for Budget Management Cost Center Code - (index code entry) <ul><li>Pace University defined value representing a set of Chart of Account elements (shortcut key) </li></ul><ul><li>Relates all elements of the Chart of Accounts except for “account” </li></ul><ul><li>Defines a specific authorized and budgeted combination of elements </li></ul><ul><li>Shortcut to speed data entry </li></ul><ul><li>Improves accuracy at the detail level </li></ul><ul><li>Is also the lowest level Organization Code </li></ul>
  7. 7. COA Basic Components Fund Code <ul><li>Self balancing set of accounts </li></ul><ul><li>Represents funding sources for the University </li></ul><ul><li>Used to comply with restrictions or regulations </li></ul><ul><li>Used to prepare annual financial statements </li></ul><ul><li>Used for federal reporting </li></ul><ul><li>Used for budget management </li></ul>
  8. 8. COA Basic Components Organization Code <ul><li>Identifies a unit of budget responsibility or units within the institution </li></ul><ul><li>Defines who spends the money </li></ul><ul><li>Establishes a hierarchy for roll up, summarization and reporting purposes </li></ul><ul><li>Used for budget control, budget management, reporting and security </li></ul><ul><li>Critical element of the COA </li></ul><ul><li>Used for other applications to define the University’s organizational hierarchy </li></ul><ul><li>The Lowest level of the hierarchy is the Index code that relates all elements of the Chart of Accounts </li></ul>
  9. 9. COA Basic Components Account Code <ul><li>Line item within the institutions financial structure (provides specific reporting level detail for transactions) </li></ul><ul><li>Used to classify General Ledger accounts (Assets, Liabilities, Fund Balances, etc.) </li></ul><ul><li>Used to classify Operating Ledger accounts (Income, Expenditures, Transfers) </li></ul><ul><li>Used for budget control </li></ul>
  10. 10. COA Basic Components Program Code <ul><li>Enables the institution to identify a functional level of activity such as Instruction, Research, Academic Support, etc. </li></ul><ul><li>Segregates activity (revenues / expenditures) by programmatic classification </li></ul><ul><li>Used for unit cost </li></ul><ul><li>Used to prepare financial statements </li></ul>
  11. 11. COA Basic Components Location Code <ul><li>Identifies physical locations for cost accounting purposes </li></ul><ul><li>Categorizes the institution’s facilities </li></ul><ul><li>Assists in the management of Fixed Assets and Plant Management </li></ul>
  12. 12. COA - Hierarchy <ul><li>Each Chart Of Accounts Element is created with a reporting hierarchy (Fund, Organization, Account, Program, Location) </li></ul><ul><li>Key to reporting options </li></ul><ul><li>Flexible structure </li></ul><ul><li>Allows for the summarization at varied levels </li></ul>
  13. 13. Chart elements Hierarchy Fund Organization Account 6 6 6 6 6 6 6 NA 5 8 4 5 1 5 R I I R I I I All elements are alpha/numeric Program Field size Hierarchy levels Index # Required / Inferred Activity Location
  14. 14. <ul><ul><li>Index Fund Orgn Program Location </li></ul></ul><ul><ul><li>FA501 infers F00101 XFA501 P00503 CB17 (ADMINISTRATIVE example) </li></ul></ul><ul><ul><li>B0110 infers F00101 BU0110 P00001 CN30 (ACADEMI example) </li></ul></ul><ul><ul><li>(5) (6) (6) (6) (6) </li></ul></ul>Cost Center Code - Index The Index code is the lowest level Organization Code. The Index code (alias) infers elements of the COA
  15. 15. Fund Code Assignments F00101 – F00132 Current Operating Funds F00501 – F01111 Non Operating Funds F01601 – F06261 Temp Restricted Federal F36101 – F36107 Federal Pell F06301 – F07501 Temp Restricted State F36201 – F36605 Tuition Assistance (TAP) F07701 – F08341 Temp Restricted Local F08401 – F09137 Temp Restricted Private F10001 – F13198 Endowment Spendable F16001 – F25197 Endowment Non Spendable F37001 – F50002 Student Organizations
  16. 16. Fund Hierarchy -- Example Fund level 1 F95500 Temp Restricted Local Fund level 2 F90505 County of Westchester Fund level 3 F07900 Office for Woman Fund level 4 F07903 Westchester County Human Rights
  17. 17. Organization Code Assignments Academic Affairs Dyson College Lubin School of Business Computer Science and Info Sys Education Law Lienhard School of Nursing Student Affairs World Trade Institute Offices of the President Offices of Finance & Admin Offices of Human Resources Offices Information Technology Offices of Philanthropy Offices of University Relations AA0000 – AA9999 AS0000 – AS9999 BU0000 – BU9999 CS0000 – CS9999 ED0000 – ED9999 LW0000 – LW9999 NU0000 – NU9999 SA0000 – SA9999 WT0000 – WT9999 XAD000 – XAD999 XFA000 – XFA999 XHR000 – XHR999 XIT000 – XIT999 XPH000 – XPH999 XUR000 – XUR999
  18. 18. Organization Hierarchy example XFA000 Offices of Finance & Administration XFA300 Facilities Management XFA320 Energy Management XFA370 Utilities Martine Avenue This is the Cost Center Code
  19. 19. Account Code Assignments Assets Expenditures Full Time Salaries Part Time Salaries Work Study Salaries Fringe Benefits Supplies & Services Utilities & Plant Contracts Internal Service Charges Capital Expenses Depreciation Interest Liabilities Net Assets/Fund Balance Revenues Transfers A00000 – A99999 E00000 – E99999 E00000 – E00999 E01000 – E01999 E02000 – E02999 E05000 – E05999 E10000 – E29999 E30000 – E49999 E50000 – E59999 E60000 – E69999 E70000 – E79999 E80000 – E89999 L00000 – L99999 N00000 – N99999 R00000 – R99999 T00000 – T99999
  20. 20. Account Hierarchy - example Account level 1 E01100 Supplies & Services Account level 2 E01110 Supplies Account level 3 E19200 Supplies Computer Account level 4 E19202 Computer Accessories
  21. 21. Program Code Assignments INSTRUCTION RESEARCH ACADEMIC SUPPORT STUDENT SERVICES INSTITUTIONAL SUPPORT OPERATION & MAINT of PLANT AUXILIARY ENTERPRISES P00001-P00006 P00101-P00102 P00301-P00308 P00401-P00407 P00501-P00504 P00601-P00606 P00801-P00804
  22. 22. Program Hierarchy - example Program level 1 PP0000 Program Program level 2 P00000 Instruction Program level 3 P00006 Public Service
  23. 23. Chart of Accounts Lookup <ul><li> </li></ul><ul><li>A tool designed to assist users in the transition to the new system </li></ul>
  24. 25. QUESTIONS ???