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)

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18. DeptID • Alpha designation of Business Unit is first character • Required only when recording revenues and expenses • Cost center • 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

19. DeptID

20. 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

21. Project

22. 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

23. Program

24. Program (cont’d)

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

26. 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

27. Predefined Classes

28. 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

29. 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

30. 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

31. Revenue/ExpenseTransactions

32. Revenue/ExpenseTransactions (cont’d)

33. Asset/LiabilityTransactions

34. 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.

35. ChartField Edits

36. SpeedType • 10-character field representing a combination of ChartField values • Can be combination of letters or numbers • First character “J”, designating SpeedType • Remaining characters allow operators to define own SpeedType numbers/letters • Simplifies entry of ChartFields when same set of values are commonly used together

37. SpeedType

38. 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

40. 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

42. Questions? • Contact your campus accounting department.

43. 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