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Implementing NACUBO Program Code Changes Effective July 1, 2004

Implementing NACUBO Program Code Changes Effective July 1, 2004. CSU Year End Training – June 8, 2004. Summary. New Program Codes Deleted Program Codes Changed Program Codes Program Code Application By Transaction By Attribute By Derivation

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Implementing NACUBO Program Code Changes Effective July 1, 2004

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  1. Implementing NACUBO Program Code Changes Effective July 1, 2004 CSU Year End Training – June 8, 2004 D. Brothwell - Cal Poly, SLO

  2. Summary • New Program Codes • Deleted Program Codes • Changed Program Codes • Program Code Application • By Transaction • By Attribute • By Derivation • Implementation based on how you applied program codes thru 6/30/2004 D. Brothwell - Cal Poly, SLO

  3. New Program Codes • Technology classification within each program group • 0106 – Instruction IT • 0203 – Research IT • 0304 – Public Service IT • 0409 – Academic Support IT • 0508 – Student Service IT • 0607 – Administrative IT • 0709 - Operation and Maintenance IT • Security and Safety – 0707 • Logistical Services - 0708 D. Brothwell - Cal Poly, SLO

  4. Deleted Program Codes • 0103 - Special Session Instruction • 2002 - Auxiliary Enterprise – Faculty/Staff (Never Used) • 2003 - Intercollegiate Athletics • These Program Codes have been discontinued – determined no activity within the CSU falls under these classifications D. Brothwell - Cal Poly, SLO

  5. Changes to Program Codes 0404 – Academic Computing Support has been redefined to Academic Support Information Technology – 0409 0505 – Student Admissions/Records has been split into two new program, Student Admissions 0509 and Student Records 0510 D. Brothwell - Cal Poly, SLO

  6. Changes to Program Codes – Continued 0603 – General Administration & Logistical Services has been split into two new programs, General Administration 0606 and Logistical Services 0708 0604 – Administrative Computing Support has been redefined to Administrative Information Technology – 0607 D. Brothwell - Cal Poly, SLO

  7. Attribute Application Implementation • Program Code assignment by attribute • As of June 30, 2004, amounts could be accrued in an account with a program attribute that is being deleted or reclassified • The accrual reversal will be in the same account that it was accrued in • Actual payment will be recorded here also D. Brothwell - Cal Poly, SLO

  8. Attribute Application Implementation • If all the activity in the account being used is to be reclassified to a NEW program code then the attribute can be changed effective July 1 and all the current year activity will be in the correct program code • Example: Admin Comp 0604 reclassified to Admin IT 0607 • If only some of the activity in the account being used is to be reclassified than some analysis and journaling is required • Example: Hazardous Waste from 0704 to 0707 D. Brothwell - Cal Poly, SLO

  9. Example of Attribute Application D. Brothwell - Cal Poly, SLO

  10. Transaction application Implementation • All open purchase orders, journals and vouchers have valid program codes for 2003-2004 assigned • All accruals or future year adjustments to transactions will reference the old program code • Accrual reversals will be in accounts with old program code • Actual payments of accruals will be in these same accounts D. Brothwell - Cal Poly, SLO

  11. Transaction application Implementation • The sum total of all current year activity should be zero by December 31,2004 • Actual expenditures and encumbrances • Any balances need to be journaled to new program codes • Any open Purchase Orders should have accounts changed to new values • Less of this activity if done as of 12/31/2004 D. Brothwell - Cal Poly, SLO

  12. Example of Transaction Application D. Brothwell - Cal Poly, SLO

  13. Derived Application Implementation • Program Code by derivation of totals at each month end • As of June 30, 2004, amounts could be accrued in an account with a program attribute that is being deleted or reclassified • Accrual reversals will happen in July of 2004. • July month end derivation will use only the new Program Codes D. Brothwell - Cal Poly, SLO

  14. Derived Application Implementation • Amounts derived in accounts where all activity was classified to one program code and effective July 1, 2004 the activity will be classified to 2 or more program codes will have to be analyzed and appropriate journals processed • Could also require a change in business process • Ex: Risk pool was charged to one account and derived to one program code in 03-04. Effective 04-05 Risk Pool will be classified in three different program codes. Need to be able to identify the activity so that it can be classified correctly D. Brothwell - Cal Poly, SLO

  15. Example of Derivation Application D. Brothwell - Cal Poly, SLO

  16. Summary • Changes to Program Codes are Effective 7/1/2004 • FIRMS submission should not have any current year activity in deleted program codes as of 12/31/2004 • Data may need to be analyzed • Journals may need to done • Business Processes may need to be adjusted D. Brothwell - Cal Poly, SLO

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