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Understanding Chart of Accounts Changes: Transition to New CoA Fields

Learn about the new chartfield meanings and CoA changes from 9.0 to 9.2, reinforcing usage with pre and post-go-live ePro, ePar, ABA modules. Discover the importance of CoA and why changes are needed, with examples of fields used in fiscal management.

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Understanding Chart of Accounts Changes: Transition to New CoA Fields

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  1. Module 1 Chart of Accounts (CoA) Overview Fiscal Year 2016

  2. Agenda

  3. Review of Current CoA and Mapping to New Chart Fields

  4. Objective of this training: At the end of this training, you should be able to describe the meaning of each chartfield, and have a broad understanding of the changes made, and differences between 9.0 and 9.2

  5. What today’s training is not: You are NOT expected to know the specific chartfields for your job from this training.

  6. How will I find the chartfields used for my job? You will have quick reference/crosswalk reports (e.g. “What are my FoaPs?”), cheat sheets, etc., to use at your desk. The chartfields and their usage will be reinforced within the various training modules offered pre and post go-live: ePro, ePar, ABA, etc… You will work with your FIT/UNT Leads/CoA Trainers, and departmental business managers/budget officers to identify the chartfields you use on a regular basis. The EIS (PeopleSoft) system has a lookup feature to help find chartfields.

  7. Why are the Chart of Accounts (CoA) so important? Why are we changing the CoA? Golden Rule: Never Guess Current State

  8. Travel vouchers Receiving&distributing scholarshipmoney Allpurchases, largeandsmall Creating&managing budgets Preparingreportsto the Staterequiredby law Tuition deposits Paying Employees And more

  9. Current State Future State

  10. Current State Future State

  11. Overview of New Chart of Accounts (CoA) Definitions and Uses

  12. * The implementation of Grants Accounting requires the use of additional project related fields such as PC Business Unit and PC Activity

  13. Fund Category = Groups Funds into pots of money Fund = Flavor of money within a Pot Function = NACUBO Classification (Organization) Department = Org Chart, NOT the same as DeptID Account = Groups Transactions for Reporting Project = Used to identify Grants, Construction, etc… Program = Used to track long term or more formal initiatives Purpose = Used to track short lived activities Site = Differentiates activity from one department in multiple locations

  14. Required Chart of Account (CoA) Fields

  15. The following represent the base Chartfields of the UNT CoA restructure. These will build the foundation to support external reporting and internal fiscal management of organizations and funds. Additional fields, described on the following pages, will be used to meet specific accounting, fiscal management and reporting needs. May Cause Headaches 

  16. *Potential to roll all GL Business Unit values up to a ‘UNT System’ value pending review of PeopleSoft functionality

  17. Currently in EIS (9.0), I would enter my deptID62076 (speedtype 062076) and maybe the account number… 500442 Tim fromthe Chemistry Department needsyouto order educationalsuppliesfor the upcoming semester using department operating funds. Future State

  18. DeptID 62076 Fund Category/Fund: Future State Designated Operating - Managed Designated Tuition

  19. DeptID 62076 Function: Future State Designated Operating - Managed Instruction - Gen Designated Tuition

  20. DeptID 62076 (Organization) Department Future State Designated Operating - Managed Instruction - Gen Designated Tuition Chemistry

  21. DeptID 62076 Account 500442 Account Future State Supplies - Instructional Designated Operating - Managed Instruction - Gen Designated Tuition Chemistry

  22. Optional Chart of Account (CoA) Fields

  23. Sample 9.0  9.2 Mapping Account, Department, and Project

  24. 9.0 [Current State] 9.2 [Future State] NT752 NT752

  25. 9.0 [Current State] 9.2 [Future State] Revenue Expense

  26. 9.0 [Current State] 9.2 [Future State]

  27. Sample Scenarios

  28. The specific gift fund is tied to the Biological Sciences using the Department chartField. Gift is received by UNT for operational support of the Dept of Biological Sciences 1 The specific Fund is utilized in order to track uses of the ‘flavor of money’. Various expenses are incurred utilizing the gift funds. 2

  29. Expenses are incurred against a research project. The Project value ties together all activity related to the specific body of work. 1 Various funding sources can be used in connection with a single project. (Cost Sharing)

  30. Multiple Organizations incure Expenses related to UNT Spring Commencement 1 The Purpose value ties together all activity related to Graduation Spending can be tracked for various departments in connection with Graduation. Multiple funding sources may be used to support Graduation.

  31. THANK YOU!!!! Questions? coa@untsystem.edu FIT.untsystem.edu

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