FI Master Data Center txstate/gao/fimd

1. FI Master Data Centerwww.txstate.edu/gao/fimd Vendor Maintenance and Chart of Accounts December 2, 2010

2. FI Master Data Center Staff

3. Agenda • Overview of SAP Master Data • FI Master Data Center web site (www.txstate.edu/gao/fimd) • Vendor Maintenance • Forms & Procedures • Frequently Asked Questions (FAQs) • Questions & Answers • Chart of Accounts • SAP Chart of Accounts Structure • SAP Master Data in Transactions • Questions & Answers 3

4. Overview of SAP Master Data 4

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6. FI Master Data Center site (www.txstate.edu/gao/fimd) 6

7. Vendor Maintenance • Forms & Procedures • Frequently Asked Questions (FAQs) • Questions & Answers 7

8. Break

9. SAP Chart of Accounts 9

10. Overview of Account Structure • General Ledger accounts (GLs)*  asset, liability, fund balance, revenue or expense • Funds  funding source • Cost/Fund Centers (CC/FCs)  department or organizational unit • Internal Orders/Funded Programs/Grants/WBS elements  project & grant accounts *Note: For FM Module (Budget to Actual), GLs are called Commitment Items 10

11. General Ledger Accounts(a.k.a. commitment items) • Six-digit data element. • First digit signifies whether account is a balance sheet or an income statement item: • 1 = Asset • 2 = Liability • 3 = Fund Balance (Equity or Retained Earnings equivalent) • 4 = Revenue • 7 = Expense • 6 = Budget Commitment Items for revenue and expense. Used in FM module, primarily for the Budget to Actual. 11

12. Funds • FUND GROUPS - Financial resources are classified for budgeting, accounting and reporting purposes in accordance with their intended use or purpose and in accordance with laws, regulations, restrictions, or limitations imposed by sources outside the institution: • Educational & General(E&G) funds are appropriated by the State Legislature to carry out and support the primary mission of the University — instruction, research, public service, academic support, student services, and institutional support. • Sources of funds include the General Revenue appropriation, Higher Education Assistance Fund (HEAF) appropriation for capital, and staff benefits appropriation. • Designatedfunds are those arising from sources that have been internally designated by the University. They are spent on the same functions as E&G: Instruction, Research, Public Service, Academic Support, Library, Student Services, Institutional Support, and Scholarships. Internal Service departments provide specific types of service to University departments rather than to individuals and are supported by internal charges to the user department’s operating budget.  • AuxiliaryEnterprisesare funds for activities which furnish services to students or third parties for which charges are made or fees are collected. • Fee Based activities include:  •  Student Service Fee  •  Student Center Fee •  Student Bus Fee  •  Rec Sports Fee   • Auxiliary activities include:  •  Housing  •  Food Service  •  Book Store  •  Parking •  Athletics • Restrictedfund group includes funds restricted by purpose by donors and grantors (grant funds). • Agency funds are resources held by Texas State as a custodian or fiscal agent for others, such as student organizations and professional associations 12

13. Fund Number Schema • Length – 10 digits • Includes SAP bank number & fiscal year indicator • Example – fiscal year based: 200001 10 10 Fund # bank fiscal year • Example – multi-year based: 470001 10 00 Fund # bank multi-year 13

14. Fund Number Schema 14

15. Fund Number Schema (cont) 15

16. Fund Number Schema (cont) 16

17. Cost/Fund Center number schema • Length 10 digits – think 5 sets of 2 digits • Organizational units/hierarchy • Example: 13 19 14 00 00 = 1319140000 L1 L2 L3 L4 L5 (Curriculum & Instruction) • Level 1(L1) – President & VPs 10 – Institutional (crosses all divisions) 14 – VP Financial & Support Services 11 – President’s area 15 – VP Student Services • 12 – VP Information Technology 16 – VP University Advancement 13 – Provost/VP Academic Affairs 17 – Athletics • Level 2(L2) – Reports to Level 10 – Assessment 19 – College of Education 12 – RRHEC 20 – College of Liberal Arts 18 – College of Applied Arts 21 – College of Science • Level 3(L3) – Reports to Level 2 10 – EAPS 13 – The Education Institute 11 – HPER 14 – Curriculum and Instruction 12 – LBJ Institute For Improvement 19 – Educ Policy Implementation Center 17

18. Internal Orders, Funded Programs, & WBS Elements • Length 10 digits • Number schema & descriptions: • NON-GRANTS • 5* = statistical orders – not separately budgeted, uses CC/FC budget • 7* = CIP/AuC – construction/capital projects, budgeted at funded program level • 9* = Miscellaneous temporary projects & internal “grants/awards” budgeted at funded program level • GRANTS • 1* = Coordinating Board Grant IO budgeted at grant level • 80* = Grant IO budgeted at grant level • 89* = Grant WBS budgeted at grant level 18

19. FI Master Data in Transactions • Balance Sheet (Three Elements Always required): • (GL) Account • Fund • Business Area: Always 1000 • Revenue/Expense Scheme 1 - Add: • Cost Center • Statistical Internal Order, if applicable, begins with a 5. 19

20. FI Master Data in Transactions (cont) • Revenue/Expense Scheme 2-with IO or WBS • IO/FPs beginning with 7* (CIP/AuC) or 9* (Misc project): • add the Internal Order (IO) number • Omit Cost Center • Fund for 7* IO will usually also begin with 7* • Grant IOs beginning with 1*: • add the Internal Order (IO) number • Omit Cost Center • Fund will usually also begin with 1* • Grant IOs beginning with 80*: • add the Internal Order (IO) number • Omit Cost Center • Fund will usually also begin with 80* • Grants beginning with 89* (WBS element): • add the Internal Order (IO) number • Omit Cost Center • Fund will usually begin with 80* 20

21. CHECKLIST- If departmental funding is impacted, some of the following offices may need to be contacted: *Budget (budget@txstate.edu) *Human Resources (HR) Master Data Center (http://hr.txstate.edu/hrmasterdatacenter.html *Faculty Records (245-2786) *Contract and HUB Compliance:  consulting services ≥ $25,000 – Rob Moerke (rm01@txstate.edu)  HUB compliance – Yolanda Strey (ys12@txstate.edu) *Purchasing – BOBCATalog, P-card, SAP purchase orders (purchasing@txstate.edu) *Travel (travel card if applicable) http://txstate.edu/gao/ap/travel/ *IT Assistance Center (ITAC) – phone, security, & computer services (245-4822 or itac@txstate.edu, http://tr.txstate.edu/itac.html) *Bookstore (245-2273) *Auxiliary Services (245-2585) *Facilities Focus http://facilities.txstate.edu/management/management_request/request_entry.html 21

22. Policy and Procedure Statements • University Policy and Procedure Statements (UPPS) http://www.txstate.edu/effective/upps/ • Academic Affairs (AA) Policy and Procedure Statements http://www.provost.txstate.edu/pps.html • Information Technology (IT) Policy and Procedure Statements http://www.vpit.txstate.edu/about/policies.html • Finance and Support Services (FSS) Policy and Procedure Statements http://www.fss.txstate.edu/policies.html • Student Affairs (SA) Policies and Procedures http://www.vpsa.txstate.edu/staff-resources/sa-policies-and-procedures.html • University Advancement (UA) Policy and Procedure Statements http://www.ua.txstate.edu/about/policy-procedure.html 22

23. Helpful Links • UPPS No. 03.01.09 Fiscal Responsibilities of Account Managers • UPPS No. 03.01.05 University Income Recognition and Associated Cash-Handling Procedures • UPPS No. 03.04.05 Facilities and Administration Costs (F&A or Indirect) • UPPS No. 03.01.02, Documentation of Expenditures of Gift Funds • UPPS No. 03.01.03, Purchase of Food, Refreshments, Alcohol or Achievement Awards • UPPS No. 03.05.01, Soliciting, Accepting and Processing Gifts • SAP Financial-Departmental Services Security Form • SAP Resources web page for Texas State University

24. Account Request Formshttp://www.txstate.edu/gao/fimd/forms.html 24

25. Questions & Answers 25

26. Thank you and contact us: 26