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Overview Chart of Accounts

Overview Chart of Accounts. Overview of CSU Chart of Accounts. Each CSU Campus is accountable to three separate, distinct, and related entities The State of California The CSU Chancellor’s Office The campus community All three are tied together by the campus PeopleSoft chart of accounts

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Overview Chart of Accounts

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  1. Overview Chart of Accounts

  2. Overview of CSU Chart of Accounts • Each CSU Campus is accountable to three separate, distinct, and related entities • The State of California • The CSU Chancellor’s Office • The campus community • All three are tied together by the campus PeopleSoft chart of accounts • Fund Attributes – FNAT • Account Attributes - AAT

  3. PeopleSoft Chartfields Defined Chart of Accounts White Paper • CSU will use 6 of the 16 PeopleSoft Chartfields • All CSU Modifications will include the 6 defined Chartfields • Fund • Account • DeptID • Project • Program • Class • All remaining PeopleSoft Chartfields will NOT be supported by CMS

  4. Definitions • The Fund ChartField value is the lowest level at which the CMS Finance 9.0 delivered Baseline will generate a Trial Balance. • The Fund ChartField and its corresponding FNAT Key attributes provide the necessary information for CSU System-Wide and SCO reporting. • For General Fund appropriated funds, the value of the Fund ChartField should be based upon a coding scheme to uniquely identify the year of appropriation. • Delivered Field Format = Alphanumeric • Run Attribute Build (CSUFS017.sqr) prior to setup. • Valid Uses • If desired, individual campuses will determine how to split Fund values to manage at a lower level than FNAT Key value[1]. • For the CMP Business Unit, the Fund ChartField is used for the following purposes: • Lowest level at which CSU is required to reconcile to the SCO accounts • Campus activities that require a trial balance Fund [1] As defined by System-Wide Financial Information Record Management System (FIRMS).

  5. Definitions • The Account ChartField is the detailed breakdown for a Balance Sheet and Income Statement. The function of this ChartField is to classify Assets, Liabilities, Fund Equities, Revenues, and Expenses. This ChartField captures the nature of the financial transaction that is entered into the system. • Account defines the minimum level of required detail for campus and System-Wide reporting. The values of this ChartField are linked through a required AAT key to the FIRMS object codes. • The Account ChartField and its corresponding attributes provide some of the necessary information for CSU System-Wide and SCO reporting. • Delivered Field Format = Alphanumeric • Run Attribute Build (CSUFS017.sqr) prior to setup. • Valid Uses • At a minimum, the CMP Business Unit uses the Account ChartField to obtain a detailed breakdown that map to the FIRMS Object Code and/or State GL Account. Account

  6. DeptID • Definitions • The Department ChartField represents the detailed breakdown of campus organization structures. Combined with other ChartField values, they can form the basis for department budgets that track expenditures and revenues. • Based on CDIP (Corporate Data Integrity Package) Rule #4 the NACUBO program code will be derived based on this ChartField when appropriate. For Departments that have activities that are classified with more that one NACUBO program code, the Rule 4 Table allows you to split the activity based on a percentage. • Note: Refer to the Legal & GAAP BU Processing BPG for more information • Each campus’ PeopleSoft Financial and HCM Department Table must be synchronized. • Delivered Field Format = Alphanumeric • Valid Uses • This ChartField corresponds to the organizational structure identified by each campus. The departments identified by HCM will also be accounted for in the Dept ChartField.

  7. Program • Definitions • The Program Code ChartField is used to define a set of ongoing general activities for which financial activity needs to be tracked. A Program, unlike a Project, does not have a strict start and end date. It is typically an ongoing effort. • This ChartField is used to track those activities deemed to be a Program based on reporting needs and/or campus policy. • Delivered Field Format = Alphanumeric • Valid Uses • At a minimum, the Program ChartField could be used to identify: • Campus activities • Set of activities where an income statement may be required, for example: Reimbursed Activities

  8. Definitions • The Project ChartField may be used to identify a discrete set of activities that occurs within a finite time period. Activities associated with this ChartField may span multiple Departments, Funds and/or Accounts. • This ChartField is used to track those activities deemed to be a Project or Grant based on reporting needs and/or campus policy. • Delivered Field Format = Alphanumeric • Valid Uses • The Project ChartField will be used for the following purposes: • Capital Projects • Departmental Projects • Set of activities where an income statement may be required Project

  9. Definitions • The Class ChartField is provided for any special cost reporting needs a campus department or other organizational unit may have that are not met by the other defined ChartFields. • Delivered Field Format = Alphanumeric • Valid Uses • As a general guideline, a Class should only be assigned when the campus needs cannot be met using other ChartFields. Identification of this ChartField is completely at the discretion of each campus. Class

  10. All transactions, SCO, CO and Campus originate with the 6 PeopleSoft Chartfields SCO Project Department Class Fund Program Account CO Campus

  11. Chart of Accounts Review • All external Reporting is driven by the attributes on the Fund and Account Chartfields • All CSU Attributes are maintained by the Chancellor’s Office • Certain attributes are specific to the State Controller • Certain attributes are specific to the CSU • Certain attributes (and chartfields) are specific to the campus • ALL are subsets from SCO to CSU to Campus

  12. www.calstate.edu

  13. Overview Chart of Accounts

  14. CSU Attributes are assigned by the “FNAT” Key

  15. SCO Attributes on PeopleSoft Fund • SCO Fund 6028 • SCO Sub Fund 003 • SCO Category 00 • Appropriation Year 2002 • Appropriation Reference 302 • SCO Account type 1 C • SCO Account Type 2 D • SCO Revenue Account 000000 • SCO Program 06 • SCO Element 96 • SCO Component 115 • Available To 12/31/2006 • Reversion 12/31/2008

  16. Account Chartfield “103804” CSU Account Attributes (AAT Key) There are five CSU Attributes on the Account. Key values are FIRMS Object Code, State GL Account and GAAP Natural Classification

  17. State of California • Examples of SCO Documents/files • SCO Reconciliation Report • Claim Schedules • SAM 99 (CSUGL010) Report • Plan of Financial Adjustments • Cash remittance • Monthly SAM99 file • Allocation Orders • Controller’s Transfers

  18. SCO Acct Type 1 SCO Agency Reconciliation Report(Fondly referred to as the “Tab Run”) SCO Acct Type 2 Avail To and Reversion Dates SCO Approp Chapter SCO Year of Enactment SCO Approp Ref SCO Sub Fund SCO Program, Element & Component SCO Fund

  19. SCO Notice of Transfer (Controller’s Transfer) SCO Category SCO Acct Type 2 SCO Fund SCO Sub Fund SCO Year of Enactment SCO Appropriation Ref

  20. SCO Sub Fund SCO Fund SCO Claim Schedule SCO Approp Ref SCO Year of Enactment SCO Category SCO Approp Chapter

  21. SAM 99 • “R” Type SCO Account • 0001000 2001 R 000 161400 • SCO Fund, SCO Sub Fund, Year of Enact, SCO Account Type 2, SCO Approp Ref, SCO Revenue Acct • “F” Type SCO Account • 0001000 1999 F 001 90 00 00 000 • SCO Fund, SCO Sub Fund, Year of Enact, SCO Account Type 2, SCO Approp Ref, SCO Category, SCO Program, SCO Element, SCO Component • “D” Type SCO Account • 0001000 2002 D 001 11 00 00 000 • SCO Fund, SCO Sub Fund, Year of Enact, SCO Account Type 2, SCO Approp Ref, SCO Category, SCO Program, SCO Element, SCO Component

  22. SCO SAM 99 File (Tape) SCO Fund SCO Sub Fund SCO Appropriation Ref SCO Category SCO Year of Enactment SCO Program, Element & Component SCO Acct Type 1 SCO Acct Type 2

  23. SCO Fund Plan of Financial Adjustment SCO Appropriation Ref SCO Sub Fund SCO Program, Element & Component SCO Year of Enactment SCO Category SCO Acct Type 2

  24. Notice of Allocation Order SCO Fund SCO Sub Fund SCO Appropriation Ref SCO Year of Enactment

  25. SAM 7 – Trial Balance Maps to PeopleSoft Fund Code Chart Fields Maps to PeopleSoft Account Chart Fields

  26. CSU Chancellor’s Office • Sample of CO documents/files • Quarterly/Annual FIRMS Submission • Annual Budget FIRMS Submission • Request for Allocation Orders

  27. Chancellor’s Office FIRMS Reporting Elements SCO Appropriation Ref CSU Fund SCO Year of Enactment

  28. CSU Attributes CSU Fund and FIRMS Object Code

  29. FIRMS Object Codes • All PeopleSoft Account Chartfields must map to a FIRMS object code • Campuses can establish multiple PeopleSoft Accounts that map to one FIRMS object code in order to accommodate campus business needs • Separate common activity to facilitate easier reconciliations • Separate fund balance clearing • Claims, payroll, PFA’s, etc • Separate Accounts Payable • PeopleSoft AP activity • Manual Obligation Accruals • Payroll Accruals • Encumbrance Accruals • PO encumbrances

  30. Campus Community • Sample of Campus documents/files • Transaction processing by department • Monthly transaction report for each department • Capital Outlay/Project reporting • Vice President/College level reporting • Campus trend analysis

  31. PeopleSoft Fund Code Chart Field Sample Campus Reporting PeopleSoft DEPTID Chart Field

  32. PeopleSoft Fund Code Chart Field Sample Department Report PeopleSoft Account Chart Field

  33. GAAP Attributes

  34. Assets and Liabilities are based on the GAAP natural classification attribute on the PeopleSoft Account Chartfield Sample GAAP Statement of Net Assets Net Assets fund balances are based on the GAAP net asset category attribute on the PeopleSoft Fund Code Chartfield

  35. SCO Project GAAP Department Class Fund Program Account CO Campus

  36. www.calstate.edu

  37. Overview Chart of Accounts

  38. New Attributes • EO 1000 established the CSU Fund Types used by the CSU to define activity within State University Trust Fund 0948 • These attributes have been added to the CSU Fund Attributes and are visible in Peoplesoft 9.0

  39. EO 1000 CSU Types • Executive Order 1000 established the CSU Fund Types that govern all activity within State University Trust Fund 0948 • Proprietary • Enterprise Funds • Internal Service Funds • Fiduciary • Investment Trust Funds • Private Purpose Trust funds • Agency Trust Funds

  40. The Proprietary Funds category is used to account for activities supported, at least in part, by fees or charges and includes two Fund types: • Enterprise Funds • Internal Service Funds.

  41. Proprietary FundsEnterprise • Enterprise Funds are used to report any activity for which a fee is charged to external users for goods or services. • CSU policies, standards, and definitions may also require utilization of Enterprise Funds to meet accounting or reporting requirements

  42. Enterprise Fund Criteria • a) The activity is financed with debt that is secured solely by a pledge, by the Trustees, of the net revenue from fees and charges of the activity, i.e. SRB Debt • b) Laws or regulations require that the activity’s costs of providing services, including capital costs be recovered with fees and charges rather than with taxes or similar revenues, i.e. Housing & Parking • c) CSU policies, standards, and definitions require that the activity establish fees and charges designed to recover its costs. These fees are directly related to , although not necessarily equal to, the costs of goods or services, (CSU/Campus created enterprise – International Programs) • d) CSU policies, standards and definitions require separate accounting or reporting of revenues, expenses, and/or net assets, i.e. IRA & CSU Operating Fund

  43. Internal Service Fund Criteria • Internal Service Funds account for the financing of goods or services provided by a designated campus department or unit to other campus departments of units. • Established primarily to improve financial management of scarce campus resources

  44. Fiduciary Funds • Used to account for assets held by a campus in a trustee capacity or as an agent for individuals, private organizations, or other governmental units, and therefore cannot be used to support CSU programs and activities. • Three Fund types • Investment Trust Funds • Private-Purpose Trust Funds • Agency Funds

  45. Fiduciary Funds Criteria • Investment Funds – used to report the external portion of investment pools held for individuals, private organizations, or other governments • Private-PurposeTrust funds – used to report all other trust arrangements under which the principal and income benefit individuals, private organizations, or other governments • Agency Funds – used to report resources held by the campus in a purely custodial capacity

  46. New Governance

  47. CSU Fund Type Classifications

  48. www.calstate.edu

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