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Funding Strings / Account Coding

Funding Strings / Account Coding. BATO Facts and Snacks October 7, 2010. Discussion Items. What makes up a funding string? What to do if a transaction is coded to an incorrect funding string. 144-2-175030-3100-PRJ19NQ. Six Elements of a Funding String. Required for All Transactions :

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Funding Strings / Account Coding

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  1. Funding Strings / Account Coding BATO Facts and Snacks October 7, 2010

  2. Discussion Items • What makes up a funding string? • What to do if a transaction is coded to an incorrect funding string.

  3. 144-2-175030-3100-PRJ19NQ Six Elements of a Funding String Required for All Transactions: • Fund • Program / Activity Code • Dept ID / Org Code / UDDS • Account Not Required for All Transactions: • Class/Subclass • Project/Grant

  4. 144-2-175030-3100-PRJ19NQ Definition of a Fund • A Fund is a set of accounts segregated for a specific purpose. • Link to UW-System Fund Listing: http://www.uwsa.edu/fadmin/sfs/apprstrct.htm

  5. 144-2-175030-3100- PRJ19NQ Common Funds • Fund 101 – General Purpose Revenue (expenditures directly related to educational/credit programs) • Fund 189 – Extension Student Fees (revenue and expenditures for non-traditional credit programs such as on-line and off campus programs) • Fund 150 – Indirect Cost Reimbursement • Fund 133 – Non-Federal Grants and Contracts • Fund 144 – Federal Grants and Contracts

  6. 144-2-175030-3100- PRJ19NQ Definition of a Program / Activity Code • The program code designates the function or purpose for which revenues and expenditures are incurred. • Link to BFS Program Code Definitions (ASM 2.7.3): http://www.bfs.uwm.edu/ASM/view.aspx?id=2.7.3&d=1 • Link to UW-System Program Code Definitions: http://www.uwsa.edu/fadmin/activity/

  7. 144-2-175030-3100- PRJ19NQ Common Programs • Program 2 – Instruction • Salary and support costs for general academic instruction (includes departmental chairpersons and their staff) • Program 4 – Research • All expenditures for activities specifically organized to produce research outcomes • Program 6 – Academic Support • All expenditures to provide support services for the institution’s primary missions (includes: Academic Deans, Technology Support) Note : All projects / grants are NOT necessarily program 4 expenditures. Instructional grants should be coded as program 2.

  8. 144-2-175030-3100- PRJ19NQ Dept ID / Org Code / UDDS • Used to identify the spending unit: • The first and second digits represent the School / College • 172029 – SOE ; 862029 – HBSSW • The third and fourth digits represent the academic department • 172029 – SOE C&I ; 862029 – HBSSW Criminal Justice • The fifth and sixth digits are further breakdowns of the department • 172029 – SOE C&I Grad Assistant ; 862029 – HBSSW CJ Grad Assistant • Contact BATO for a listing of Department ID’s

  9. 144-2-175030-3100-PRJ19NQ Common Dept IDs

  10. 144-2-175030-3100-PRJ19NQ Common Sub Departments • For SOE and HBSSW, departments ending in: xxxx00: Perm Faculty & Staff xxxx05: Student Hourly xxxx09: Ad Hoc xxxx29: Grad Assistant xxxx55: Summer Session

  11. 144-2-175030-3100-PRJ19NQ Definition of Account Code • The account code defines what the transaction is for. • The Chart of Accounts provides a listing of all active account codes. • Link to UW System Chart of Accounts: http://www.uwsa.edu/fadmin/sfs/acctlist11.html Note: We highly recommend creating a Chart of Accounts bookmark / favorites link on your computer!

  12. 144-2-175030-3100-PRJ19NQ Common Account Codes • 1052 – Academic Staff - Academic Year Salary • 1053 – Academic Staff - Summer Salary • 2100 – Travel – Employee – In State Business (Traveling within the state on regularly assigned duties) • 2115 – Travel – Employee – In State Conference (Traveling within the state to attend conferences) • 3100 – Supplies (General office supplies – paper, pens, etc) • 3195 – Equipment & Furniture less than $5,000 (Computers, Tables & Chairs, Telephones, etc)

  13. 144-2-175030-3100-PRJ19NQ A Note on P-Card Transactions • The P-Card defaults to one account code only. The default account code for most users is 3100 – General Supplies. The account code should be changed for each transaction as necessary. • Two ways to change the account code: • Preferable Method: Contact Chris Cigale (HBSSW) or Tanya Depp (SOE) before the end of each billing cycle. Chris and Tanya can access the US Bank on-line transaction management portal and change the funding strings. See Appendix 8 – Purchasing Card Manual for deadlines. • Other Method: A Non-Salary Payment Transfer (NSPT) may be completed.

  14. 144-2-175030-3100-PRJ19NQ Definition of a Subclass Code • A subclass code can be used to further define an account. • The class code is required for four types of transactions: • Computer and Related Peripherals accounts require a computer class code. • Marketing Expenses (acct 3740) require a marketing class code. • Remodeling and Maintenance Projects require a building number. • Taxable receipts reported on a departmental deposit require a county tax code. • Link to BFS Class Code Definitions (ASM 2.7.6): http://www.bfs.uwm.edu/ASM/view.aspx?id=2.7.6&d=1

  15. Computer Subclass Codes Note: See ASM 2.7.6 for Marketing Subclass Codes, and Building Numbers for Remodeling and Maintenance Subclass Codes.

  16. 144-2-175030-3100-PRJ19NQ Project / Grant • A project / grant number is assigned to track expenditures and revenues for a specific project. • A project / grant number is not required for every transaction. • A project / grant number IS required for all Fund 133 or Fund 144 transactions.

  17. 144-2-175030-3100-PRJ19NQ Common Uses for Project / Grant Numbers • The Graduate School assigns grant numbers for research grants on Fund 133 & Fund 144 • Examples: PRJ19NQ ; 133EW12 • The Graduate School assigns project numbers for RGI awards on Fund 101 • Example: 101X182

  18. Correcting an Error in a Funding String • Three ways to correct an incorrect funding string: • P-Card transactions – contact Chris Cigale (HBSSW) or Tanya Depp (SOE) within 10 days of billing cycle close • Non-Salary Payment Transfer (NSPT) • Salary Cash Transfer (SCT)

  19. Non-Salary Payment Transfer (NSPT) • The NSPT request moves payments/charges from funding already charged/credited to other funding (for non-salary items only). • The NSPT form is completed by the department responsible for the charges and sent to BATO for review. • Link to NSPT Instructions & Form: http://www.bfs.uwm.edu/ASM/view.aspx?id=2.3.02&d=1

  20. Sample NSPT

  21. Salary Cash Transfer (SCT) • The SCT request changes the funding of salary charges already posted to the Accounting System. • The salary cash transfer form is completed in BATO (often a revised PA form must accompany the SCT). • Contact BATO (Jessica Russell or Heather Lee) if you have revised funding for salary charges.

  22. QUESTIONS?

  23. WISDM Training Join us on Thursday, October 21, when BATO Facts & Snacks presents WISDM tips and tricks.

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