COM Overview, Chart fields and Forms HSC110

1. COM Overview, Chart fields and FormsHSC110

2. Primary Data Systems • Three primary financial data systems • OASIS (for student activity) • GEMS (for HR activity) • FAST (the true accounting/financial application)

3. Module Integration • Modules are designed to integrate with other modules based on business flow • Original entries may be created in one module • Posted to another module • Then posted to General Ledger – all financial transactions ultimately post to the General Ledger

4. The Data Flow

5. Leading to Chart Field Structure SET ID BUSINESS UNITS CHART OF ACCOUNTS LEDGERS ROSETTA STONE

6. Chart Field Structure

7. USF Chartfield Structure • Seven basic chart field values are combined to form a chart field string: • The GL expense account code, • Operating Unit, • Fund, • Department ID, • Product, • Initiative, • and Project ID

8. USF Chart Field Structure • A chart field value: • a combination of numbers and/or letters, • identifies the characteristics of an accounting transaction, • identify the source and purpose of a transaction and • Identifies how and where it is reported.

9. Chart Field Structure cont. Operating Unit: This is a further breakdown within one company to show different segments of the company. At USF, we use the operating unit to identify campuses and large individual segments such as USF Health. The operating units are 3 spaces long and currently we only use letters. (Example: HSC) Fund ID: This separates funding sources for reporting purposes. In addition, specific funds will have specific restrictions on how they may be used. For instance, the use of federal research funds (fund ID 20000) must comply with federal regulations. General revenue funding from the State of Florida (fund ID 10000) must be used in compliance with state regulations.

10. Fund Type cont. • Common Fund types: • 00001-09999 – Auxiliary (unrestricted) identifying a particular Educational Business Activity (EBA) • 10000 – E&G • 10009 – Carry Forward • 14XXX – Federal Stimulus • 18XXX – Research Initiative Account (RIA)/Internal Award • 2XXXX-22XXX – Sponsored Projects (Grants and Contracts) • 28XXX – FWSP student worker funds • 24XXX – Endowment Convenience • 940XX – 943XX – Foundation Convenience AKA Agency Funds • 945XX – 946XX – UMSA Convenience AKA Agency Funds

11. Chartfield Structure cont. Department ID: This section of a chart field is used to define a cost center, one with a budget for its area, such as a college department. There are 6 characters, all numbers, in the department ID. (Example: 610100) Department XXXXXX Starts with 6 USF Health Starts with 60 USF Health Vice President & Administration Starts with 61 USF Health College of Medicine Starts with 62 USF Health College of Nursing Starts with 63 USF Health Institutes Starts with 63 USF Health College of Pharmacy Starts with 64 USF Health College of Public Health Starts with 65 USF Health Construction Starts with 66 USF Health Library Starts with 67 USF Health Medical Clinics Starts with 68 USF Health Central Services Starts with 69 USF Health Central Services

12. Chartfield Structure cont. Product: This is an identifier used to keep track of the accounting at a certain level in each department. There are 6 characters in the product section of a chart field. They may be a combination of numbers and/or letters. (Example MEDXXX) Initiative: An initiative is similar to a product; this is a different type of identifier that allows a department to further break down funding sources. For example, it is primarily used for RIA accounts, or to track internally funded awards. (Example 00XXXXX) last 5 digits of Employee ID. Projects: This is the only optional section of a chart field. It is used to track sponsored projects (10 alpha numeric characters) and construction projects (14 characters). Example 6119112100

13. Funding Sources

14. Funding Sources • E&G (Educational & General) • These are funds appropriated by the State annually. • Example: 10000 • Policies: http://usfweb2.usf.edu/purchasing/ • CF (Carry Forward) • Unspent E&G budget that rolls over to the new fiscal year when REQUESTED AND APPROVED (7/1 to 6/30) • Example: 10009 • Policies:http://usfweb2.usf.edu/purchasing/ • Contracts and Grants • 20XXX– Federal 21XXX– State 22XXX – Private • Example: 21000 • Policies: http://usfweb2.usf.edu/uco/research/

15. Funding Sources • RIA (Research Initiative Account) – Internal Award • RIA Distribution:183XX • Fixed Price Residuals: 18370 • Policies: http://www.research.usf.edu/files/sr/AllowableExpenses.pdf • Auxiliary • 0XXXX • Policies: http://compass.custhelp.com ( type in “Auxiliary” in search box)

16. Funding Sources • Convenience • Foundation Endowed Chair: 24xxx • Foundation: 940xx – 943xx • UMSA : 945xx – 946xxx • Policies: http://compass.custhelp.com (Search by category “Foundation”)

17. New Chartfield Setup • Request for New Chartfield form Request for Chartfield • GEMS combo codes (payroll) Request to Establish a New GEMS Combination Code Form • Workflow form (used to set up purchasing process) FAST Workflow Request Form

18. Convenience Account Set up USF salaries cannot be paid directly from Foundation or UMSA accounts, therefore, USF Foundation/UMSA Convenience accounts are created to transfer money from Foundation/UMSA to USF, so that salaries can be paid.

19. The following apply to convenience accounts only: • Memo requesting establishment of chartfield • Internal form • Foundation(USF) Check/Transfer request or UMSA PO • Budget

20. Convenience Account Set up All forms must be sent to the Division of Sponsored Research, 30338 USF Holly Dr.. Once you receive a new chart field, you must then submit the Foundation Check Request Form or UMSA Funding Packets with new chart field information so that money can be transferred.

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23. College of Medicine Commonly Used Forms University of South Florida – Tampa, FL

24. USF HEALTH Human Resources • Human Resource services for all USF Health employees and departments are provided by HR Service Center D.  The service center model is a team approach, providing excellent customer service through centralized, dedicated resources for HR actions. • Service Center D is staffed by the following six HR professionals: • HR Service Consultant • Employment Center Representative • Employment Specialist • Benefits Representative • Employee Relations Consultant • Learning & Development Facilitator

25. USF HEALTH Human Resources • Contact List for Service Center D

26. Commonly Used HR Forms • Appointment Status Form (ASF) (completed on line) GEMS > USF Menu Items> Inquire> ASF Have the accountable officer sign the ASF and send to our HR Representative, SVC 2172 • Request to Establish New GEMS Account Codes GEMS Combo Codes can be found in GEMS Path is: Gems  Set Up HRMS  Product Related  Commitment Accounting  Budget Information  Chartfield Transaction Table • GEMS access Form • Payroll Distribution Form • Completed form to be sent to paydist@health.usf.edu

27. Commonly Used HR Forms • Payroll Distributions must be completed: • every time you hire a new employee, • every time an employee's record changes, and • anytime an employee’s funding source changes • If you are changing an employee’s effort on a sponsored award, you must submit a new pay distribution AND the PI must approve. Note: If the employee is over the NIH salary cap, you must submit an NIH Salary Cap Worksheet • The pay distribution percentages must equal 100%, regardless of the employee’s FTE. • Once the form is complete, send to paydist@health.usf.edu or deliver to the Business Office, MDC 66

28. How to Check Pay Distribution Path is: Set up HRMS  Product Related  Commitment Accounting  Budget Information  Department Budget Table USA You can look up the pay distribution: - for an entire department, - for an individual, - for the current Fiscal Year

29. Commonly Used HR Forms • Hiring and Personnel Action Freeze Exception Form • Retroactive Expenditure Transfer (RET)

30. RET Form • RETs are used to transfer salaries between funding sources • Transfers should be made promptly after the error occurs, but no later than 90 days following the date of occurrence unless removing salary from a sponsored award • Queries for pulling the RET information can be found in GEMS • Do not modify the queries. Only input salaries (not fringes) on the MOVE column. • The subject line of the RET must include: • EMPLID, RCD#, Last Name, From (project # and fund code), to (project # and fund code), PPE-PPE • For RETS including sponsored research, RIA accounts or convenience accounts, send the RET to RFMRETNotify@research.usf.edu • For RETS including non grant related funds, send the RET to UPRRETNotify@admin.usf.edu

31. RET Form

32. Purchasing Forms • Purchase Order Request • Purchase Order Change • Payment Request • Purchase order Close Form

33. Purchase Order Request

34. Purchase Order Request • Purchase Order Requests are used to document orders that you wish to purchase using state dollars. • Make sure the information is as detailed as possible. • Make sure the necessary quotes are attached or documented • Less than $5000 only need a verbal quote • Greater than or equal to $5000 and less than $25,000 you must have 2 quotes. They can either be verbal or written • Greater than or equal to $25,000 and less than $75,000 you must have 3 written quotes • Greater than or equal to $75,000 must be sent for competitive bids • Once an accountable officer signs the PO request form, submit to the designated individual who enters PO’s into the FAST system • Note: This form is internal to the COM and should not be sent to Purchasing

35. Purchase Order Change Form

36. Purchase Order Change Form • PO change forms are used to make changes on PO’s that have already been approved by the Purchasing Department • You can change multiple items on the PO • Cancel every line item • Close the remainder of the PO • Change the chartfield for the entire PO or single lines • Increase or decrease quantity • Increase or decrease dollar amount • Add items to the Purchase Order form • Once the PO change form has been approved, send to the COM purchasing agent and they will make the changes (email Mark Lillquist or send to AOC200)

37. Payment Request Form

38. Payment Request Form • Payment Request forms are used to pay for purchase that a department is not able to pay for using a P-card or purchase order. • For the most part, payment request forms are being phased out • The most common use of this form is for conference registration fees if you don’t have a P-card or will not pay using personal credit card • Also used to pay expenses on grants that have a project end date that has already passed. • Once the form is signed by an accountable officer, send to Purchasing, AOC 100 • Note: Include original receipts/invoices

39. Purchase Order Close Form

40. Financial Forms • Journal Entry (expenditure transfers, internal billing, etc.) • Budget Transfer (non research related)

41. Journal Entry Form

42. Journal Entry Form • The JET form can be used for Expenditure transfers and/or interdepartmental charges & cash transfers for convenience accounts. • If the JET is for any interdepartmental charges, they must be sent to rnsinterdept@usf.edu • If the JET is for any expense transfers, they must be sent to rnsexpt@admin.usf.edu. Must be accompanied by the invoice and ledger. • The subject line of the email must include: • ETR from FUND to FUND (project#) (explanation of transfer)

43. Journal Entry Transfer Form • Expenditure Transfers • If completing an expenditure transfer, use the account code that the charge was originally charged to. • Charges to expenses should be entered as positive numbers. • Credits to revenue should be entered as negative numbers. • Debits and credits must net to zero. • All correcting entries must reference the Journal ID being corrected and the posted date of this journal. • Interdepartmental Transfers • If completing an interdepartmental transfer, use the revenue account code that the charge is associated with (code should start with a 7XXXX). • Be sure to include a brief description of what the transfer is for. • Journal Entry Transfer

44. Budget Transfer

45. Budget Transfer fund 183XX Research Initiative Account (RIA) • List both the chartfield (s) you are transferring from and the chartfield(s) you are transferring to. • The budget amounts for these chart fields must net zero. • Once completed, the form should be sent to Karen Haubenstock, karenh@usf.edu. • Note: For sponsored award transfers, you must use a Budget Transfer Form found on Sponsored Research Website.

46. Budget Transfer Funds 10000 and 10009 • If transferring non-salary budget, send an email to Tabitha Laidler tlaidler@health.usf.edu • If transferring salary budget, send an email to Andrea Rudon arudon@health.usf.edu • The email must state which budget codes you will be transferring between. • Be sure to include the amounts you will transfer. • If you want to transfer between chartfields, be sure to include the account codes for each chartfield and the total amount.

47. Travel Forms Travel Delegate Form Non Employee Profile Creation Request FAST

49. Travel Delegate From • This form is used to assign delegates for the FAST Travel Module if you already have FAST travel Module access • A delegate is an employee who is able to create and enter TAR and TER submissions • An employee is automatically a delegate for themselves, so they just need to make sure they have FAST access in order to enter travel. • If another individual will be entering travel on behalf of someone else, you will need to fill out the delegate request form. • Once completed, send the form to travelhelp@admin.usf.edu. They will send and email confirmation once it has been processed.

50. Non Employee Profile Creation Form