UD Financials Training
Updated: May 2014
UD Financials Training Manual Contents
OVERVIEW
General Ledger Flowchart
……………………………….……………. A-1
FY 2013 Operating Revenue/Expense Pie Charts ………….……….……. A-2
CHART OF ACCOUNTS
Chart of Accounts Summary …………………………………...……………
Chart of Accounts Detailed Information …………………….….………….
Chartfield String Examples ....………………………………….….………...
Account Ranges and Special Uses (Expenses)………………….………….
Transfer Chart – Which Account to Use…………………..……..…………
B-1
B-2
B-3
B-4
B-5
UD FINANCIALS SYSTEM
Databases and Modules ………………………………….……….…………. C-1
Journal Voucher, Purpose/Account “Rules” …………………..…………. C-2
UDATAGLANCE AND QUERIES
UDataGlance - Statement View:
Web Statements – Helpful Info ……………………………………..………. D-1
Web Statement Instructions ……………………………….……….……….. D-2
Web Statement Report Guides:
 Detail Transaction Activity
……………………………..……..…………... D-3
 Summary Balances by Account Category (OPBAS) ……..………………….. D-4
 Summary Balances by Account Category (OPSS) ……….………………….. D-5
 Summary Balances by Account Category ……………….…………………… D-6
(OPBAL – Non-Grant Purpose)
 Detailed Account Balances Including PTD Activity ……………….……….. D-7
(OPBAL – Non-Grant Purpose)
 Asset and Liability ………………………………………….………….……….. D-8
Pre-Written Queries
Top Ten Queries Plus 1…….………………………………………...……… E-1
EZQ Guide – Balance by Purpose Category ……………………..………... E-2
EZQ Guide – Transactions …………………………..………….……………. E-3
UDQ’s and Other Useful Queries Guide ……………………….…………. E-4
UDataGlance - Financial Summary
Financial Summary tab……………………………………………………….. F-1
REFERENCE
Useful Websites …………………………………….……….……………….. R-1
The Big Picture …………………………………………….….……………… R-2
Fund and Program Codes ……………………………….….………………. R-3
Program Code Chart ………………………….….……………………. R-3.5
Campus Expense/Revenue Account Codes ………….……………….….. R-4
Accounts used for Meals/Refreshments…………………….…………….. R-5
Class – Account Chart………………………………………………………… R-6
Purpose Acronyms……………………………………….………...………… R-7
Benefit Costs Fact Sheet ……………………………….………….…………. R-8
Transaction Source Codes …………………………….………….…………. R-9
Overview
Tab
University of Delaware
UD Financials
UD Financials - General Ledger Flowchart
FIPRD - Production Database
DAILY TRANSACTIONS:
• Journal Vouchers
• Subsystems:
o
o
o
o
o
o
o
o
o
o
o
o
o
Cashiers Output
Payroll (goes thru LAM first)
UD Credit Card Charges
Accounts Payable
Procurement (PO/AP)
Billing / Accounts Receivable
Blue Hen Market
Grants
Internal Charges
Telephone Charges
UDSIS – Student Financials
Work Order system
Request for Service webforms
TRANSACTIONS
summarized by
unique Chartfields
into Journals and
tagged with
Tran Source &
Journal ID
Journals posted to
“Actuals” Ledger by
Accounting Period
and Fiscal Year
•
•
Summarized data
populated to Ledger,
UOD Balances and
Transaction Tables
Most detail data
stored in sub-system
tables (Cash, Billing,
Grants, A/P, A/R, etc.)
__________________________________
MONTHLY TRANSACTIONS:
•
•
•
•
Benefit Costs Allocation
Grants F & A (overhead) Allocation
Temp. Investment Income
Allocation
Return of Overhead Alloc.
____________________________________
ANNUAL TRANSACTIONS:
• FYE adjustments done in Periods
991 and 992
FIRPT - Reporting Database – Query tables copied from FIPRD overnight
Pre-Written Queries:
•
•
•
•
•
EZQ’s for general financial data
UDQ’s – other useful info
GMQ’s – Grants data
Data go back to FY 2003
Data – one day delay compared
to FIPRD data
A1 General Ledger Flowchart Apr 2014
UDataGlance and Cognos/UDEW
•
•
•
•
•
•
Financial Summary
Statement View
Financial Position Report
Proposal Data and Award Data
Data go back to FY 2003
Data – one day delay compared to
FIPRD data
5/21/2014
A-1
University of Delaware
UD Financials
UD Financials – FY 2013 Operating Revenues and Expenses
University of Delaware
Operating Expenses
$884,420,000
University of Delaware
Operating Revenue
$884,420,000
Source: Assistant Vice President, University Finance
(UD Facts & Figures – http://www.udel.edu/IR/fnf/fnf.pdf page 40)
A2 Pie Charts FY13
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A-2
Chart of Accounts
Tab
University of Delaware
UD Financials Training
Chart of Accounts Summary




This is the basic structure of UD’s accounting system
Ours consists of nine segments (not all required) called Chartfields.
Together they are called a Chartfield String
It allows for budgeting, tracking and reporting on all University
financial transactions
The Purpose chartfield is the backbone of our Chart of Accounts
Description of Chartfields:
1. Purpose – identifies the lowest level at which UD aggregates
transactions, begins with a 4-character acronym to help with
recognition (exception is assets and liabilities). Example – Electrical
Engineering Purposes begin with ELEG.
2. Account – identifies the nature of a transaction (expenses, revenues,
assets, liabilities)
3. Class – identifies a budget line associated with a position (salary)
4. Dept ID – identifies an administrative unit
5. Fund – broad category that identifies a Purpose as operating (budget,
balance or self-supporting) or non-operating (loan, endowment, plant
or agency). UD has six funds, plus one for “outside” agencies closely
associated with the University.
6. Program – defines a type of expense such as instruction, research,
public service, administrative, scholarships, etc.
7. Project ID – defines a contract and grant code or a facilities project
8. Source – identifies the source of the funding; it tracks contract and
grant agency information, capital projects and State of Delaware funds
9. UD Userfield – (optional) tags transactions with a code that each
user or department can assign a meaning to as they choose. They are
generic numbers 00001 to 99999.
Speedtype – shortcut that eliminates data entry for most of the
chartfields




Used in webforms to make the Chartfield entry EASIER & ACCURATE
It auto-populates many chartfield values.
Accept the auto-populated Chartfields, only make changes when you
know they are needed.
Often shares the same value as the Purpose code (95% of time)
•
Caution - some Purposes have multiple Speedtypes for different
Programs (instruction, research, etc.)
B1 Chart of Accounts 1pg
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B-1
UD Financials
University of Delaware
CHART OF ACCOUNTS
Updated 6/8/2010
(detailed information)
 Required
o
o
o
o
o

Chartfields:
Purpose
Account
Fund
Dept ID
Class (required with salary line positions only)
Auto-populated Chartfields by Speedtype (or Optional):
o Purpose
○ Program (sometimes)
o Account
○ Project ID (sometimes)
o Fund
○ Source (sometimes)
o Dept ID
○ UD User Field (optional)
 Detailed
Information about the Chartfields:
PURPOSE (usually 10 alphanumeric characters, 6 for assets/liabilities)
Revenue/Expense Purpose codes (see chart on next page):
 First 4 characters will identify major unit; they are based on
Registrar’s acronyms from 2003.
o Warning: an acronym is not always reliable for determining the
current Dept ID due to a subsequent re-designation.
th
 5 and 6th characters are the Purpose category
 Final 4 characters are randomly sequentially assigned with some
variations:
o Allocated* funds have a 5 in the 7th position
o Other funds have a 2 in the 7th position (exceptions noted
below)
o Allocated* supplemental funds have an S in the 7th position
Asset/Liability Purpose codes (6 alphanumeric characters)
 Purpose code is the same as Account in most cases.
 Assets always start with A and Liabilities always start with L
 The second digit will identify the Major Asset/Liability Heading
 The third digit identifies Sub-Headings, as per definitions established
by the Controller.
 Standard assets/liabilities contained in each fund group have identical
values with 6th digit representing the fund group (e.g. A1CWT1,
A1CWT2, etc.).
*Allocated funds are one-time dollars generally transferred from an operating Basic or Self-Supporting
Purpose to an Operating Balance Purpose for a specific reason. They run on a cash basis and thus
keep their balances at fiscal year-end.
B-2
B2 COA with grid Nov2011
-1-
5/21/2014
UD Financials
University of Delaware
Purpose Structure Chart for Expenses and/or Revenue Codes: XXXX567890
XXXX*
5th & 6th
7th
unit's acronym
unit's acronym
11
11
11
0 or 2
2
2
unit's acronym
11
S
URBB
11
Unit's primary allocated supplemental** fund
Other allocated supplemental** funds
Temporary salary exp for pending C&G code
Other allocated/designated funds
unit's acronym
17
17
17
17
Self-Supporting main rev and exp
Self-Supporting sub-unit rev and exp
unit's acronym
Purpose type
Basic Budget expenses
Basic revenue
Basic expenses but not main unit's exp.
Expenses related to F&A revenue
(Not permanently budgeted)
RBB codes used for “booking” budgets/actual
associated with RBB calculations
unit's acronym
unit's acronym
unit's acronym
unit's acronym
8th
FUND
OPBAS (1-book)
S
S
E
5
0
5
0
x
OPBAL
unit's acronym
21
21
OPSS (2-book)
State of DE Appropriations
unit's acronym
22
OPBAL
AG Federal Appropriations
Federal contact and grant funding
unit's acronym
unit's acronym
3A
3x
OPBAL
State of DE contract and grant funding
unit's acronym
42
OPBAL
Other contract and grant
unit's acronym
43
OPBAL
Gifts (setup by Assoc Treasurer Office)
Gifts (setup by Research & Graduate Studies)
unit's acronym
41
45
OPBAL
Endowment Income
Other Endowment Income
unit's acronym
unit's acronym
46
47
OPBAL
LOAN
51,52,56,57
NOLOA (5-book)
83
84
Capital Renovation funds
Capital Addition funds
DEBT
UNIV
RNOV or
MAIN
BLDG
Agency - Student Groups
Agency - Financial Aid
Agency - Other
STGP
EXFA
AGCY
Loan codes
Retirement of Debt funds
Investment on Plant funds
unit's acronym
NOPLT (8-book)
85
6 letters of building name
91
91
91
2
2
2
AGNCY (9-book)
* Note – The Purpose acronym is not always accurate for determining the Purpose’s
department. A few Purposes have been re-assigned to different departments after they
were created and retain their original acronyms. The “Dept ID” field should be used to
identify the dept associated with the Purpose code.
** Supplemental funds with an S in the 7th place come from the Return of Overhead
Allocation run monthly which is based on the previous month’s F&A calculations.
B-2
B2 COA with grid Nov2011
-2-
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UD Financials
University of Delaware
ACCOUNT (6 alphanumeric characters)
 Revenue accounts start with an R (e.g. Gifts is R08100)
 Expense accounts start with number 1 (e.g. office supplies is 141000)
 Transfers & allocations:
o When operating fund to operating fund or when non-operating fund
to non-operating fund, use 199700 on both sides of entry.
o When between operating and non-operating, use 199800 on both
sides of entry.
o Transfer of F&A between “11” Purpose (Program = INST2) and any
“17” Purpose (designated by college/dept administrator) will use
199500 on both sides of the entry.
o Asset & Liability will normally use the same value for both Account
and Purpose

Asset and Liability Speedtypes will pre-fill account and
should not be changed.
FUND (5 alpha characters)
 Identifies operating versus non-operating and type of funds
 The seven Funds are:
o OPBAS = Operating Basic
o OPBAL = Operating Balance
o OPSS = Operating Self-Supporting
o NOEND = Non-Operating Endowment
o NOPLT = Non-Operating Plant
o NOLOA = Non-Operating Loans
o AGNCY = Agency (outside, affiliated organizations)
DEPT ID (5 numeric characters)
 Used to identify administrative unit for each Purpose code
 Additional Department codes are included in the Department Table as
needed for other systems related to UD Financials, such as Human
Resources, Asset Management, etc.
o These codes may vary from the standard 5 numeric characters
and/or may contain information in the description to help isolate
from those available for use in Financials
o e.g. Asset Mngt Dept: AM00503, LINCOLN COLLECT AM_ONLY
PROGRAM (5 alphanumeric characters)
 Defines type of expense such as instruction, research, scholarships,
administration, etc.
 Program is not used with Purpose codes for assets, liabilities, Agency
funds, NOPLT (BLDG, RNOV85 and MAIN85), or Purposes for basic
revenue only.
B2 COA with grid Nov2011
-3-
5/21/2014
UD Financials
University of Delaware
PROJECT ID (15 alphanumeric characters)
B-2
Defines contract and grant codes or facilities projects.
 Contract and grant codes:
o First 10 characters are usually the Purpose
o Next two digits are last two numbers of the fiscal year start date
(e.g. ARTC37211199000).
o Next digit is a zero
o Last two digits designate equipment ownership:
Last Two Digits
00
01
02
03
04
05
06
07
08
09
10



Equipment Ownership
University
State
Federal
Multiple
Private Loan
Foundation
Industry Supplied
Other
Leased
Leased/Purchased
Privately Owned
Facilities projects are coded with Purpose RNOV or MAIN; the
Project is 10000RNOV###### (e.g. 10000RNOV852166)
o If funding is from a contract and grant Purpose, then the
PROJECT ID of the contract and grant is used.
Facilities projects are coded with Purpose BLDG; the Project is coded
as 20000BLDG###### (e.g. 20000BLDGDUPONT)
o If funding is from a contract and grant Purpose, then the
PROJECT ID of the contract and grant is used.
Upon request and with good justification, sometimes used for other
reasons
SOURCE (8 numeric characters)
 Used for contracts and grants agency information (e.g. 3303050000
OFFICE OF NAVAL RESEARCH).
 Field is used to tag and track State Appropriations for Operations
 State Special Lines and Capital State items are also used to track
source of funds backing expenditures for capital projects, including
State and other sources (e.g. 6100000000 UNIDEL FOUNDATION)
CLASS (3 numeric characters)
 Identifies a budget line associated with a position (salary)
 All class values are numeric
UD USER FIELD (10 numeric characters)
 Field is designated as a “User” Field.
B2 COA with grid Nov2011
-4-
B-2
5/21/2014
No. Speedtype
Purpose
Purpose Description
Fund Dept ID
Program
OPBAS 03365 Hotel, Restaurant & Instit Mgt
INST1
instruction
OPBAS 01030 Center for International Studies
INST1
instruction
Project ID
Source
GEOG31211907000
3300000000
Operating Basic Budget - 1502 Speedtypes (OPBAS)
HOTEL RESTAURANT & INSTIT MNG
UD Financials - Chartfield String Examples
1
HRIM110000
HRIM110000
2
IPSS112121
IPSS112121
3
MUSC112117
MUSC112117
UD Chorale won the grand prix round of the 10th Int'l
Choir Festival in Tallinn, Estonia in April 2007
OPBAS 02560 Music
4
CHEG110000
CHEG110000
CHEMICAL ENGINEERING
OPBAS 03110 Chemical Engineering
5
CHEG11DRES
CHEG110000
CHEM ENGINEERING - DEPT RESEARCH OPBAS 03110 Chemical Engineering
6
CHEG11MTCH CHEG110000
CHEM ENGINEERING - MATCH
7
CHEG11PSER
CHEM ENGINEERING - PUBLIC SERVICE OPBAS 03110 Chemical Engineering
Students in HRIM learn while working at the Vita Nova
Restaurant and the Marriott Courtyard Hotel.
PARIS SPRING SEMESTER
One of 70+ study abroad programs at UD in over 35
countries. UD ranked no.1 of all public universities
CHORALE PROGRAM
CHEG110000
OPBAS 03110 Chemical Engineering
INST3
activities of
educ. depts
INST1
instruction
INST2
departmental
research
RSCH6
UD sponsored
research
PUBSV
public service
Operating Self Supporting - 575 Speedtypes (OPSS )
R/E R/V SHARP
8
MAST212111
MAST212111
9
SAFE210000
SAFE210000
revenue and expenses for the Research Vessel Hugh R.
Sharp (arrived in Lewes on 1/11/2006)
R/E PARKING
revenue and expenses for Parking Services
OPSS
03501 College of Marine & Earth Studies
INST1
instruction
OPSS
04210 Public Safety
AUXIL
auxiliary
enterprises
Operating Balance - 6796 Speedtypes (OPBAL)
10 BCCR175112
BCCR175112
11 ELEG462116
ELEG462116
Mark & Jane Bendett gave $50,000 to establish the
Bendett Fellowship Fund in Electr/Computer Engg
12 GEOG312119
GEOG312119
Geography dept is engaged in research concerning
Antarctic sea ice
ICE ARENA EQUIPMENT
OPBAL 07801 Bob Carpenter Center
OPMNT
operations &
maint
OPBAL 03130 Electrical Engineering
FAFEL
fellowship
OPBAL 02541 Geography
RSCH1
federal
research
BENDETT FELLOWSHIP FND INC/EXP
UTX/NSF ANTARCTIC SEA ICE
Non-Operating Plant - 269 Speedtypes (NOPLT)
ADMISSIONS CENTER
13 BLDGADMISS
BLDGADMISS
new building under construction in Visitor Parking lot on
S. College Ave.
NOPLT 08201 Facilities Planning & Construction
20000BLDGADMISS
7000000000
14 RNOV852185
RNOV852185
PARKING FAC IMPROVEMENT
NOPLT 04210 Public Safety
10000RNOV852185
8500000000
Non-Operating Loans - 107 Speedtypes (NOLOA)
15 A5APEK
A5APEK
STUDENT LOANS-PERKINS
NOLOA 04630 Collection Services
16 LOAN512144
LOAN512144
PERKINS INVEST INCOME
NOLOA 04630 Collection Services
ADALL
admin. allow.
Non-Operating Endowment - 1131 Speedtypes (NOEND)
17 XMBENDETTF XMBENDETTF BENDETT FELLOWSHIP FUND ENDW
NOEND 04805 Investments
18 XMMENLACRO XMMENLACRO MENS LACROSSE ALUM SCHOL ENDW
NOEND 04805 Investments
FAFEL
fellowship
FASCH
scholarship
B-3
Non-UD Agency - 691 Speedtypes (AGNCY)
19 AGCY912111
AGCY912111
DELAWARE GEOLOGICAL SURVEY
AGNCY 07501 Delaware Geological Survey
N/A
20 STGP912171
STGP912171
GOLDEN BLUES
AGNCY 06180 Student Activities
N/A
UD's oldest co-ed a cappella group
B-3
UD Financials
University of Delaware
Account Ranges and Special Uses - Expenses
Codes shown in bold are available for general campus use:
120200 - 129700
Personnel and employee benefit costs
130100 - 137700
Travel and transportation
140100 - 149900
Supplies and expenses
150100 - 159800
Occupancy and maintenance
160100 - 169900
Capital Outlay (buildings, renovations)
•
167900
Capital equipment (value > $5000)
169100 - 169500
Library use only
175000 - 179000
Information processing - IT use only
190100 - 199800
Interdepartmental credits and transfers
•
190100 - 194900
Internal credit transactions
•
195000
Overhead
•
199700*
Transfers within Operating or Non-Operating
funds
•
199800*
Transfers between Operating & Non-Operating
funds
•
199500*
Transfers of F&A between “11” Purpose and
“17” Purpose (designated by College/Dept)
* Transfers are special use Accounts and should ONLY be used in a Journal
Voucher with assistance from the Budget Office or General Accounting
B4 AcctRanges_SpecUses Nov2011
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B-4
TRANSFER CHART
Which Account to Use for Transfers
Revised : May 31, 2011
Transfers and which Accounts to Use
FROM (Purpose):
OPBAS - 11
(EXP codes only,
No REV codes)
(ALWAYS use the same transfer code on BOTH sides - 199700 with 199700 -OR- 199800 with 199800 -OR- 199500 with 199500)
OPBAS - 11S
(for F&A)
Program = ALLOC
Program =
INST2
OPBAS - 11
OPBAL - 17
OPBAL
3x,42,43
(a)
OPBAL - 41,45,46,47
subject to donor
restrictions
OPSS - 21
Program =
ALLOC
NOLOA - 5x
NOEND - XM
(University Fiannce (University Finance
only)
only)
NOPLT - 8x
(central offices or
assignment only)
AGNCY - 91
TO (Purpose):
OPBAS - 11
(EXP codes only
No REV codes)
199700
NO
NO
199700
NEVER
199700
$2000 max/yr
per Purpose
NO
NO
NO
OPBAS - 11
Program = ALLOC
NO
199700
NO
199700
NEVER
NO
NO
NO
NO
OPBAS - 11S
(Set-up for F&A)
Program = INST2
NO
NO
NO
199500
NEVER
NO
NO
NO
NO
OPBAL - 17
199700
199700
199500
199700
NEVER
199700
$2000 max/yr
per Purpose
199700
NO
NO
199800
NEVER
Budget Office only
199800
NEVER
Budget Office only
NO
NEVER
199800
NEVER
Budget Office only
OPBAL - 3x,42,43 (a)
NEVER
NEVER
NEVER
NEVER
NEVER
NEVER
NEVER
NEVER
NEVER
OPBAL - 41,45,46,47
199700
$2000 max/yr
per Purpose
199700
$2000 max/yr
per Purpose
NO
199700
$2000 max/yr
per Purpose
NEVER
199700
NO
NO
NO
OPSS - 21
NO
NO
NO
199700
NEVER
NO
199700
NO
NO
199800
NEVER
NO
NO
NO
NEVER
NO
NO
NO
NEVER
NO
NO
199700
NEVER
NEVER
NEVER
NEVER
199700
NOLOA - 5x
NOEND - XM
NOPLT - 8x
199800
199800
Univ Finance only
Univ Finance only
199800
199800
Univ Finance only
Univ Finance only
(central offices or assignment
only)
199800
199800
Budget Office only
Budget Office only
AGNCY - 91
NEVER
NEVER
NO
NO
NO
NEVER
Univ Finance only
199800
Univ Finance only
199800
Budget Office only
NEVER
NEVER
NEVER
199800
199800
Univ Finance only
Univ Finance only
199800
199800
Univ Finance only
Univ Finance only
199800
199800
Budget Office only
Budget Office only
NEVER
NEVER
NEVER
NEVER
NEVER
199800
NEVER
Budget Office only
199800
NEVER
Budget Office only
(a) Rare exceptions may be approved/processed by Research Office in coordination with University Finance. Also, colleges have guidelines in place for transfers under
Delegated Authority and Research Incentive.
NOTE - Transactions involving Purpose codes with the following Program codes [DBTSV, ALLOC, TRSFS, AUXAL, AUXDS, AUXTR, RSRVS] must use transfer Accounts (199700 or 199800)
and must never use expense or revenue Accounts.
UD Financials Training
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B-5
UD Financial System
Tab
University of Delaware
UD Financials
UD Financials Databases and Modules
 Databases (PeopleSoft/Oracle v8.9)

Production (FIPRD) - database used for all transactions and processes – this is the system
“of record” www.udel.edu/fiprd

Report (FIRPT) – separate database for reporting which includes custom UD tables for
Balances and Transactions; one day delay for data compared to FIPRD
www.udel.edu/firpt
 Modules included in UD Financial System









General Ledger - General Accounting (x2175 www.udel.edu/genacct)
Purchase Order - Procurement Services (x2161 www.udel.edu/procurement)
Accounts Payable - Procurement Services (x2161 www.udel.edu/procurement)
Grants - Research Office (x2136 www.udel.edu/research/)
Non-student Billing – Student Financial Services (x2126 www.udel.edu/finaid/)
Accounts Receivable - Student Financial Services (x2126 www.udel.edu/finaid/)
Cash Receipts (not Student Accts which is in UDSIS) - Cashiers’ Office (x1242)
Labor Allocation Module (LAM) – Records Management (x8677 or lam-system@udel.edu
or www.udel.edu/ HRSystemsAdmin/)
Asset Management including Space Allocation Module (SAM) – General Accounting
(x2175 www.udel.edu/genacct)
 Modules and how Campus interacts with each one:
Module
Database or Webforms/Webview

General Ledger
Journal Voucher webform
UDataGlance


Purchase Order (PO) &
Accounts Payable
Requisition/Vendor Payment webform
Requisition/Purchase Order webview
Request for Payment to Individual webform

Works
Business Expense Reimbursement
UD Credit Card Sign-off and Allocation

Grants
FIPRD – Proposal entry
Proposal Approval Summary webform

Non-Student Billing
Bill Non-Student Customers webform
Adjustment for Non-Student Customers webform
FIPRD - Inquiry pages and reprinting invoices

Accounts Receivable
FIPRD – Inquiry
FIPRD – Aging Reports

Cash Receipts
Cash Transmittal webform

Labor Allocation Module
FIPRD – LAM input page

Asset Management Module Annual Space Survey – uses FIRPT Query & Excel

Ad Hoc Reporting
FIRPT - Query
Cognos
C-1
C1 Modules included in UD Financial System
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UD Financials
University of Delaware
IMPORTANT JV and PURPOSE/ACCOUNT RULES
•
Sufficient explanation and justification is required on Journal Voucher webforms
because it is your backup.
o This is an example of appropriate backup: “To move $176.00 of Pro Card charge
to other Purpose; original transaction GPC0012345 2/25/2005 140600 CHEM112345
$1,573.40.”
•
Enter a meaningful Short Description on Journal Vouchers. It carries over to the
Description field in transaction detail queries and web statements.
•
The campus community may only use Account 167900 for Capital Equipment.
o Capital Equipment has a unit value of $5,000 and greater
o When moving a capital equipment charge on a webform, you must include the tag
number associated with the equipment
•
Generally, if an expense charge or revenue receipt is being moved from one Purpose to
another, you would use the same Account code on both sides of the transaction.
o Exception - if you are correcting an “Account code” error. (There are other limited
exceptions.)
•
Employee ID is required on JV’s when salaries or graduate student financial aid is
involved.
•
Moving prior year activity (expense or revenue in excess of $500) in Purposes with
Funds of either OPBAS or OPSS requires Budget Office approval.
•
Use of correct transfer codes is monitored by the General Accounting office.
o 199700 is used on both sides of the transaction when transferring between
Purposes within the Operating Funds group (OPBAS, OPBAL, OPSS).
o 199700 is used on both sides of the transaction when transferring between
Purposes within the Non-Operating Funds group (NOLOA, NOEND, NOPLT).
o 199800 is used on both sides of the transaction when making a transfer from an
Operating Fund to a Non-Operating Fund and vice versa.
o 199500 is used on both sides of the transaction of an F&A transfer between an “11”
Purpose and a “17” Purpose and vice versa.
o Transfers are reviewed to see if the transactions are allowable, such as:
 No transfers from Operating and Non-Operating funds to Agency funds
 No transfers between unrestricted and restricted Purposes
IMPORTANT UNIVERSITY POLICIES which will be included in a JV audit
(For more info on policies refer to http://www.udel.edu/ExecVP/policies/)
•
•
•
No charges for alcoholic beverages are permitted to University basic budget Purposes
(Funds = OPBAS and OPSS) or to government contracts/grants/award Purposes.
Accounts for Meals and Refreshments: see R-5 in Reference tab in this manual
Contact the Gift Processing Office upon the initial recipient of any gift (cash and
securities, as well as gifts of other tangible and intangible personal property and real
estate) to the University. The phone number is 831-1249.
For most forms, at least one Approver who is not the originator/drafter, is required.
Any Questions, please contact General Accounting at 831-2175.
C2 JV_rules_Univ_policies Sept2012
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C-2
Financial Reporting
and Queries
Tab
University of Delaware
UD Financials Training
Web Statements - Helpful Information
(UDataGlance - Statement View tab)
 Detail Transaction Activity &
Support Funds - Detail Transaction Activity





Time saving suggestion: Consider requesting multiple Purposes at one time
and then downloading the results to Excel (i.e. you can enter just an
acronym such as HIST). Once in Excel, the individual Purposes can be
subtotaled, sorted, etc.
Amounts are positive/negative (not debit/credit as in EZQ_TRANS queries)
Separate columns for Expenses and Revenues
Subtotals, Transfers and Grand Total in yellow at the bottom are for the
period(s) you selected
YTD Totals in lower left are ONLY for the current fiscal year
o Good totals for Basic Budget and Self-Supporting Purposes (Fund =
OPBAS and OPSS), but does not show remaining budget amount.
o Not true balances for Purposes with carry-over balances (Fund = OPBAL,
NOPLT, NOLOA, NOEND and AGNCY)
 True balances can be found by running Summary Balances by
Account Category or the Query: EZQ_BAL_TOTAL
 Summary Balances by Account Category &
Support Funds - Summary Balances by Account Category:




Best reports for most Purposes such as Basic Budget, Balance, SelfSupporting and Agency codes (Fund = OPBAS, OPBAL, OPSS and AGNCY)
Separate sections for Expenses and Revenues
o Amounts are summarized by broad Account category
Amounts are positive/negative (not debit/credit as in EZQ_TRANS queries)
YTD Totals are in lower left include:
 Balance codes - Beginning Balance and Available Balance amounts
•

Ignore Note that says the balance does not include carryover balances
Basic Budget, Self Supporting and Agency codes – Budget Totals
and Available Budget amounts
 Detailed Account Balances Including PTD Activity &
Support Funds - Detailed Account Balances Including PTD Activity:





Best reports for Purposes with project-to-date data - NOT GOOD FOR
GRANTS Purposes though.
These reports include “cash” balances for those Purposes that carry balances
from year to year.
These reports are built around the Purpose code (and not Project ID) and do
not include transactions of the associated “match” Purpose
The true balance of a Project with multiple Purposes cannot be reflected in
one report in these web views/statements.
To get the true balance by Project ID, run the Query: GMQ_PI_GRANT_BALS
D-1
D1 Web Statement Info
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University of Delaware
UD Financials Training
 Assets and Liabilities report:
Assets - 6 characters, the first one is an A followed by a number
Liabilities - 6 characters, the first one is an L followed by a number

This is the only report that works for an asset or liability Purpose.

WARNING: The others will return no results or unreliable results.
D-1
D1 Web Statement Info
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University of Delaware
General Accounting
Monthly Statement View (Web Statement)
The Web Statement provides financial information for Purposes under your
administration. Use this link - www.udel.edu/monthlystatement.
Features to note:
• The current period is available even if the current month is not yet closed.
• Data for prior fiscal years and periods is available back to the inception of UD
Financials (July 2003).
1. Select either a period or range of periods:
o Use View statement dropdown box for one recent period
o OR enter Fiscal Years and Periods to select a range of periods
 The larger the date range and/or the more Purpose codes, the
longer the processing time will be.
 Results are quickest with one Purpose/one period.
 A range of dates allows for all activity related to a multi-year
project to be viewed on one report.
 If you want multi-year summary or complete reports, you need to
run a report for each year, using the final close (992) as your Period
2. Enter your Purpose - partial purpose codes are permitted (such as CHEG11).
3. Select a Report type from dropdown box.
o See next page for a brief summary of each report type and its
information. Note that each of the report has an alternative “Support
funds only” version.
4. Select Sort by from the last dropdown box:
o Account
o Date
o Click Next step button (Be patient – it may take a little while to run)
D2 Web Statement Instructions March2010
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University of Delaware
General Accounting
Report Types
1. *Detail Transaction Activity (non-budget) and Support Funds - Detail Transaction
Activity (non-budget)
This option lists information about all regular (non-budget) transactions for the
periods which you have selected.
• Enter a partial Purpose
• The YTD summary at the bottom of the page is totals as of the last period for the
last fiscal year in the range of dates that you have selected.
• It does NOT include beginning balances, so the total on the page is NOT the
equivalent of funds available. (You need to use the “Summary Balances by
Account Category” or the “Detailed Account Balances Including PTD Activity”)
2.
*Detail budget revision activity and Support Funds - Detail budget revision activity
This report lists information about all budgetary transactions for the selected periods.
3. *Detail PO activity and Support Funds - Detail PO activity
This report lists information about PO Activity for the selected periods.
4. *Summary Balances by Account Category and Support Funds - Summary Balances
by Account Category
This report lists totals by Account Category for the periods and Purposes that you
have selected.
• This report is most effective for a single Purpose. Multiple Purpose codes are not
recommended ( i.e. don’t enter a partial Purpose)
• There is also a recap at the bottom of this report, showing
revenue/expense/transfer summaries and the Purpose balance.
5. *Detailed Account Balances Including PTD Activity and Support Funds - Detailed
Account Balances Including PTD Activity
This report lists totals by Account Categories for the periods and Purpose that you
have selected.
• A cash summary is shown at the top, and details of revenue and expenses by
account are shown
• This report is not recommended for contract & grant Purpose codes; budgets are
not included and balances may not reflect related “match” transactions.
6. Assets and Liabilities
This report is for asset or liability Purpose codes only.
• Assets are Purpose codes are 6 characters beginning with A
• Liabilities are Purpose codes are 6 characters beginning with L
6. Non-Sal Wages/Benefits and Support Detail Transactions Activity (Non-budget)
This report includes s-contract earnings, misc. wage and student wages, and
graduate student salaries, as well as related benefit charges and support expenses.
7. Non-Sal Wages/Benefits and Support Summary Balances by Account Category
This report lists totals by Account Category, excluding the salaries for benefited
employees for the periods and Purposes that you have selected.
*The first five reports above have a “support funds only” counterpart.
D2 Web Statement Instructions March2010
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University of Delaware
General Accounting
Detail Transaction Activity (non-budget) and Support Funds - Detail Transaction
Activity (non-budget)
5
3
1
2
PURPOSE TITLE DISPLAYS HERE
(TREA11xxxx)
4
•
•
•
Click on Download to Excel link to take data to Excel
o It will include additional fields not available on the screen view
Click on Menu link to run another web statement
Click on Logout to leave the web statement application
Detail Transaction Activity - new features added in January 2009:
1. Purpose title will display above the Purpose code when a single code is selected
2. New column Trans Tag added.
• This powerful feature allows users to add additional information to the
database for a given transaction after it’s been posted to the GL
• Five tags are available for each transaction.
• The tag information will be posted to the FIPRD database the next day
and available for reporting in FIRPT and the Web Statements one
additional day later.
• More detailed instructions for tagging are on page 4.
3. *** SUPPORT FUNDS ONLY*** will appear when selecting “support funds only”
version
4. When Sort by Account is selected, the results sort by Account and then by Date
5. Download to Excel has two improvements:
• Fixed problem of values with leading zeros displaying incorrectly. (For
example, Class value of 001, department value 00175.)
• Fixed column order:
 Account description moved to the right of Account
 Accounting Date moved next to the Transaction Date.
D2 Web Statement Instructions March2010
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D-2
University of Delaware
General Accounting
Detail Transaction Activity – Tagging Transactions
1. Trans Tag 1 – 5 – Enter the additional information in one or more fields
• This is a free-form field
• The maximum length is 50 characters, including spaces
2. Suggestions for tagging:
• Special projects names
• Faculty or staff names
• Course/section numbers
• Expense categories unique to your unit’s needs
3. Click Submit form button
• Your Trans Tag(s) becomes new data elements associated with this
transaction
4. How to use tags for reporting purposes:
• Monthly Statement View – click Download to Excel link,
• PS Query/Query Manager – join UOD_TRN_NOTE_VW (new table) to
UOD_TRANS_DTL
 Accept suggested joins for ALL the fields in common
 Add the five fields UOD_NOTE_1, UOD_NOTE_2, etc.
Note – The tag data are posted to the production database (FIPRD) the next day
and posted to the reporting database (FIRPT) one additional day later when the
information will be available for reporting in Web Statements and PS Query.
For example: A JV you approve today will be available to tag tomorrow in Monthly
Statements. The tagging can be seen the following day in PS Query or Monthly
Statement Excel download.
D2 Web Statement Instructions March2010
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D-2
University of Delaware
General Accounting
Trans Tagging – Important Things to Consider
•
Before tagging, think about how you want to use them and make a plan
•
Meet and discuss with others in your unit who may need similar/same
information; you’ll want to coordinate tagging efforts
o
o
o
•
Look at any “shadow systems” to see what you are already tracking
offline – these are good candidates for Tags
Decide whether to use text/descriptions or your own codes
Decide if you will be using each Trans Tag for a specific reason (i.e., Trans
Tag 1 for employee name, Trans Tag 2 for special project name, etc.)
Below are some advantages and disadvantages to tagging you should know
about:
Advantages
Disadvantages
Tags are done after the fact and can
be changed
(Unlike UD UserField which must be included
with the original transaction or corrected by JV)
Reporting available in two places – PS
Query or Monthly Statements (must
download to Excel)
Tag entries are posted nightly to the
production database; then the
following day are available in PS Query
and Monthly Statement Excel
downloads
Allows units to get rid of cumbersome
shadow systems
Allows Cut & Paste text from other
sources
Tags can be up to 50 characters
(Including spaces)
Tags can be changed or corrected by
entering new data in a Trans Tag entry
field on a subsequent day – it will
overwrite the pre-existing data
D2 Web Statement Instructions March2010
5
Important to be very consistent with
tags for reporting to be effective,
especially with Excel features such as
pivot tables or v-lookup
Tag info is NOT visible in the Monthly
Statement webpage
Tags take 2 days to be available for
reporting (even in Mo. Statements)
Tagging is only available in the two
transactions reports
The Trans Tag entry screen is quirky –
entries are visible only on the first day
they are entered, thereafter you must
download the report to Excel or run a
query to see them
Tags can be changed inadvertently by
entering data is a Trans Tag field that
already has an entry (nothing in the
Tag entry field indicates pre-existing
data)
5/21/2014
D-2
University of Delaware
General Accounting
Summary Balance by Account Category
2
1
3
4
5
Summary Balance by Account Category - new features added in January 2009:
1. Purpose title will display above the Purpose code when a single code is selected
2. *** SUPPORT FUNDS ONLY*** this appears when the “support funds only” version is
selected.
3. 3rd column headings have better descriptions – Exp/Rev for Period(s) Requested
4. Summary/Totals at bottom corrected:
• Budget Total($) is no longer negative with expense only codes
• Available Budget Balance has correct sign (no more false negative
amounts)
5. The misleading note at the bottom about carryover balances was removed.
D2 Web Statement Instructions March2010
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D-2
University of Delaware
UD Financials
Detail Transaction Activity Report
Good for ALL Purpose Categories
XXXX175000
Fiscal year and accounting period(s)
Purpose code
Transaction details
(FYI - summarized
by date, unique
Chartfield String and
Trans Source)
This column
displays
expense
transaction
amounts.
This column
displays the
revenue
transaction
amounts.
Increases
are positive
amounts.
Increases
are positive
amounts.
Journal Vouchers (000)
display the web
request number in the
Ref # column.
Totals for the
accounting
period(s) selected
Trans Source displays the
sub-system or other source
of each transaction.
e.g. 000 = Journal Voucher
Year-to-Date
totals are for the
current fiscal year
ONLY
Note for Purposes with budgets:
Warning for Purposes with carryover balances:
Budget amounts are not included in
this report.
This total does not include the prior year’s ending balance.
Run the report called Summary
Balances by Account Category for
this information.
Run the report called Summary Balances by Account
Category to get the true balance.
Page 1 of 1
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D-3
University of Delaware
UD Financials
Summary Balances by Account Category Report
Basic Budget Purpose (Fund = OPBAS)
XXXX110000
Fiscal year and accounting period(s)
Purpose code
Salary and wage
expenses are at
the top with Total
Salary in maroon
This
column
shows
budget
amounts
by
expense
category
Support
expenses
summarized by
category with
Total Support
Expenses Totals
in bold
Revenue
amounts by
category (if any)
display here
These 2 columns show
the current period and
YTD expenses
This
column
shows the
% of YTD
expenses
to the
budget.
This
column
shows the
remaining
budget
amounts
Total fiscal
year budget
for expenses
and revenue
net to Budget
Total (below)
Year-to-Date
expenses
Amount remaining
in your budget
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D-4
University of Delaware
UD Financials
Summary Balances by Account Category Report
Self Supporting Purpose (Fund = OPSS)
XXXX210000
Salary and wage
expenses are at
the top with Total
Salary in maroon
This
column
shows
budget
amounts by
expense or
revenue
category
Support
expenses
summarized by
category with
Total Support
Expenses Totals
in bold
Revenue
amounts by
category display
here
Fiscal year and accounting period(s)
Purpose code
These 2 columns show the
current period and YTD
expenses or revenue
This
column
shows the
% of YTD
expenses
and
revenue to
the
budget.
This
column
shows the
remaining
budget
amounts
Total fiscal
year budget
for expenses
and revenue
net to Budget
Total (below)
Year-to-Date
expenses
and transfers
Amount remaining in your budget
(Remaining revenue less remaining expenses and transfers)
Page 1 of 1
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D-5
University of Delaware
UD Financials
Summary Balances by Account Category Report
Balance Purpose (Fund = OPBAL or AGNCY, but not a research grant)
Fiscal year and accounting period(s)
Purpose code
XXXX412000
Salary and wage
expenses are at
the top with Total
Salary in maroon
These 2
columns
are NOT
meaningful
for OPBAL
Purposes
Support
expenses
summarized by
category with
Total Support
Expenses Totals
in bold
These 2 columns show
the current period and
YTD expenses and
revenues
Revenue
amounts by
category (if any)
display here
Balance carried
over from previous
fiscal year
Year-to-Date expenses
and revenues
(and transfers, if any)
Balance in your
Purpose
Ignore this number, it
is for Purposes with
budgets
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D-6
University of Delaware
UD Financials
Detailed Account Balances Including PTD Activity Report
Balance Purpose (Fund = OPBAL, e.g. Gift or “17” Purpose)
(This report should NOT be used for Grants, see: Important Note on page 2)
Purpose code
Fiscal year and accounting period(s)
XXXX452000
XXXX312000
Summary data
found on Cash
summary and
Revenue /
Expense lines
Salary
expenses with
subtotals on
the shaded
lines
n/a
n/a
Beginning
fiscal year
balance
Total
year-to-date
revenue
Support
expenses with
subtotals in
bold
n/a
Cash
balance for
this Purpose
Total
year-to-date
expenses
Other
expenses with
subtotals in
bold
Support
subtotal and
total expenses
Page 1 of 2
These two columns show the current
period’s revenue & expenses
This column shows
YTD expenses.
Ignore this column it is intended
for Purposes with budgets.
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D-7
Detailed Account Balances Including PTD Activity Report
Balance Purpose (Fund = OPBAL, e.g. Gift or “17” code)
(continued)
XXXX312000
This column shows
the project budget
for this Purpose by
budget category.
Project to
Date:
Expenses and
transfers with
subtotals in
bold
This column shows the
remaining balance for
each budget category.
This section is
primarily for
Grants and
Facilities
codes.
This column
shows the project
to date expenses
XXXX312000
Year to Date:
Revenue
Total year-to-date revenue
This column shows the
current period’s revenue
Page 2 of 2
(This matches the YTD revenue
in the summary data on pg. 1)
IMPORTANT NOTE
 This report is built around the Purpose code (and not Project ID) and does not include transactions of the associated “match” Purpose
 The true balance of a Project with multiple Purposes cannot be reflected in one Detailed Account Balances Including PTD Activity Report
o To get the true balance by Project ID, run the Query: GMQ_PI_GRANT_BALS
5/21/2014
D-7
University of Delaware
UD Financials
Assets and Liabilities Report
Asset Purpose (Fund = OPBAL)
Balance from
previous period
List of
transactions
Journal Vouchers (000)
display the web
request number in the
Ref # column.
Reference # displays
additional information for
some transactions.
Page 1 of 1
Trans Source displays the
sub-system or other source
of each transaction.
e.g. 000 = Journal Voucher
Ending
balance
5/21/2014
D-8
University of Delaware
UD Financials
Top Ten Queries (plus one)
1. EZQ_TRANS_NONBUDPURPNOPO - view a Purpose’s actual
transactions with no open PO amounts and no budget transactions
2. EZQ_BAL_TOTAL - view balances of Purposes without budgets;
these Purposes have balances that carry over to the next fiscal
year. This returns a single-line total
3. EZQ_BAL_BGT_SUMMARY – view Purposes with budgets,
grouped by account category
4. EZQ_DV_SPEEDTYPE - view description information for a
Speedtype, including all associated chartfields. If it has a Project
ID, then there is additional project information. Active codes only.
5. UDQ_REF_PURPOSE_TITLE_SEARCH - search for a Purpose
code by title key word. (HINT – Use all uppercase letters and %
before and after your word to get results. Example: %TRAVEL%)
6. UDQ_REF_PURPOSES_BY_ADMIN – get list of Purpose codes by
administrator, viewers and approvers. (HINT - enter person’s name
using upper and lowercase letters and %. Example: Simpson, B%)
7. UDQ_REF_PURPOSE_STATUS – shows Purpose status (active or
inactive) and description information
8. UDQ_REF_PURPS_W_ACTIV_BY_ADM - shows Purpose codes
with activity in a given accounting period; this is especially helpful
to know before running Monthly Accounting Statements
9. EZQ_CASH_TRANS_BY_JRNL_ID – shows detail of cash deposits
when you enter a Journal ID. This is helpful because Cash
Transmittal transactions summarize by date and unique chartfield
string into one Journal ID on web statements and EZQ_TRANS…
queries.
10. GMQ_PI_GRANT_BALS – built around Project ID (not Purpose)
and returns a true balance for a contract or grant with multiple
Purpose codes associated with it.
11. UDQ_REF_ACCOUNTS_ACTIVE_CAMPUS – get list of active
Accounts for Expenses and Revenues for general campus use
E1 Top Ten Queries plus 1
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E-1
EZQ Guide - Balances by Purpose Category
and Recommended Monthly Statement View Reports
Digits**
5 & 6 of
Purpose
11
17
Purpose Category
Basic Budget
(Block in colleges)
Fund
OPBAS
Allocated/Designated OPBAL
Budget, NonBudget or Period
Agency
budget
non-budget
21
Self-Supporting
OPSS
budget
22
State of DE
Appropriations
OPBAL
budget
3A
AG Federal
Appropriations
OPBAL
budget
BALANCE
Calculation
EZQ Query Names*
EZQ_BAL_BGT_QUERY
EZQ_BAL_BGT_SUMMARY
FY budget - exps
EZQ_BAL_BGT_TOTAL
EZQ_BAL_QUERY
beg balance + trfrs
EZQ_BAL_SUMMARY
FY
- exps
EZQ_BAL_TOTAL
EZQ_BAL_BGT_QUERY
EZQ_BAL_BGT_SUMMARY
budget - exps
EZQ_BAL_BGT_TOTAL
FY
EZQ_BAL_QUERY
EZQ_BAL_SUMMARY
revenue - exps
EZQ_BAL_TOTAL
EZQ_BAL_BGT_QUERY
EZQ_BAL_BGT_SUMMARY
FY budget - exps
EZQ_BAL_BGT_TOTAL
EZQ_BAL_BGT_QUERY
EZQ_BAL_BGT_SUMMARY
FY budget - exps
EZQ_BAL_BGT_TOTAL
EZQ_BAL_PROJ_QUERY
EZQ_BAL_PROJ_SUMMARY
PTD budget - exps
EZQ_BAL_PROJ_TOTAL
EZQ_BAL_QUERY
EZQ_BAL_SUMMARY
revenue - exps
EZQ_BAL_TOTAL
Recommended
Monthly Statement View Reports
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
Detail Transaction Activity (non-budget)
Detailed Acct Balances Includ. PTD Activity
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
GMQ_PI_GRANT_BALS for Project bal.
*KEY to EZQ_BAL_…. Names
_QUERY - returns expenses/revenues summarized by each Account
_SUMMARY - returns expenses/revenues summarized by Account Category
_TOTAL - returns one line with totals and/or balance
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E-2
EZQ Guide - Balances by Purpose Category
and Recommended Monthly Statement View Reports
Digits**
5 & 6 of
Purpose
Purpose Category
Fund
Budget, NonBudget or Period
Agency
FY
3x, 42, 43
Federal, State of DE,
OPBAL
and Other Grants
c&g budget
BALANCE
Calculation
budget - exps
budget - exps
PTD budget - exps
budg - exps + rev
revenue - exps
FY
beg balance + rev
- exps
41
Gifts
OPBAL
non-budget
45
Gifts
Project-to-Date
OPBAL
budget
46
Endowment Income
OPBAL
non-budget
FY
beg balance + rev
- exps
47
Other Endowment
Income
OPBAL
non-budget
FY
beg balance + rev
- exps
91
Agency
AGNCY
agency
FY
beg balance + rev
- exps
PTD budget - exps
EZQ Query Names*
EZQ_BAL_BGT_QUERY
EZQ_BAL_BGT_SUMMARY
EZQ_BAL_BGT_TOTAL
EZQ_BAL_PROJ_QUERY
EZQ_BAL_PROJ_SUMMARY
EZQ_BAL_PROJ_TOTAL
EZQ_BAL_QUERY
EZQ_BAL_SUMMARY
EZQ_BAL_TOTAL
EZQ_BAL_QUERY
EZQ_BAL_SUMMARY
EZQ_BAL_TOTAL
EZQ_BAL_PROJ_QUERY
EZQ_BAL_PROJ_SUMMARY
EZQ_BAL_PROJ_TOTAL
EZQ_BAL_QUERY
EZQ_BAL_SUMMARY
EZQ_BAL_TOTAL
EZQ_BAL_QUERY
EZQ_BAL_SUMMARY
EZQ_BAL_TOTAL
EZQ_BAL_QUERY
EZQ_BAL_SUMMARY
EZQ_BAL_TOTAL
Recommended
Monthly Statement View Reports
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
GMQ_PI_GRANT_BALS for Project bal.
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
Detail Transaction Activity (non-budget)
Detailed Acct Balances Includ. PTD Activity
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
Detail Transaction Activity (non-budget)
Summary Balances by Account Category
*KEY to EZQ_BAL_…. Names
_QUERY - returns expenses/revenues summarized by each Account
_SUMMARY - returns expenses/revenues summarized by Account Category
_TOTAL - returns one line with totals and/or balance
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EZQ Guide - Transactions
Campus
Usage
good
EZQ Query Name
EZQ_TRANS_BUDGET_QUERY
Transactions Returned
Transactions from budget ledgers
only
(BEGBUD, PERMBUD, TEMPBUD,
BUDG_INFO, and CANG_BUD)
Prompts
Usage
Purpose, Starting Fiscal Year and
Use one of these queries to see all
Accounting Period, Ending Fiscal
BUDGET transactions.
Year and Accounting Period
OK
EZQ_TRANS_NONBDPURPNOPOE
exp's only
All EXPENSE transactions
excluding budget ones and PO's
(no revenue transactions)
Purpose, Starting Fiscal Year and Use this query to see EXPENSE
Accounting Period, Ending Fiscal (non-budget) transactions for a
given PURPOSE
Year and Accounting Period
GOOD
includes EZQ_TRANS_ALL_QUERY
open PO's
All transactions including budget
ones and open PO's
Use this query to see actual,
Purpose, Starting Fiscal Year and
budget, and PO transactions for a
Accounting Period, Ending Fiscal
given PURPOSE. These results
Year and Accounting Period.
will not tie to monthly statements.
good w/
EZQ_TRANS_NONBUDGETPROJ*
Project
Transactions from Actuals ledger
and AP, but no budget transactions.
It prompts on Project ID
Project, Starting Fiscal Year and Use this query to see regular
Accounting Period, Ending Fiscal transactions for a given
PROJECT
Year and Accounting Period
BEST EZQ_TRANS_NONBUDPURPNOPO
All transactions excluding budget
ones and PO's
Purpose, Starting Fiscal Year and Use this query to see all regular
Accounting Period, Ending Fiscal transactions for a given
PURPOSE
Year and Accounting Period
good
EZQ_TRANS_PURP_BY_ACCT
good
EZQ_TRANS_PURP_NO_PROJ
Purpose, Account, Starting Fiscal
All transactions excluding budget
Allows retrieval of specific
Year and Accounting Period,
ones and PO's, includes prompts for
Purpose/Account combinations
Ending Fiscal Year and
both PURPOSE and ACCOUNT
Accounting Period
In a Purpose where a Project ID
All transactions excluding budget
Purpose, Starting Fiscal Year and
should be included, this finds the
ones and PO's, and where Project ID Accounting Period, Ending Fiscal
transactions where the Project is
code is blank
Year and Accounting Period
missing
CANG_BUD are project budgets prior to the Grants module implementation 7/1/04 (budgets are from GMS and are included)
CANG_BUDG are project budgets after Grants go-live on 7/1/04 (these C&G budgets are NOT included in these queries )
IMPORTANT NOTE: There are several other EZQ_TRANS queries not included in this list. They were excluded because they included outstanding
Purchase Order (PO) transactions. These are transactions with a blank Journal IDs and are like "encumbrances"; they are not yet expenses.
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UDQ Guide - Other Useful Information
UDQ Query Name
UDQ_PURPOSE_TO_LEGACY
UDQ_REF_PURPOSE_BY_ADMIN
UDQ_REF_PURPOSE_ADMINISTRATORS
UDQ_REF_PURPOSE_STATUS
UDQ_REF_PURPOSE_TITLE_SEARCH
UDQ_REF_PURPS_W_ACTIV_BY_ADM
Data Returned
Prompts
Purpose, description and corresponding Purpose (use wildcard to
legacy account code
see multiple Purposes)
By administrator's name, list of
Name (enter Last name
Purposes that s/he can view or approve, with % as wildcard)
By Purpose code, list of administrators Purpose
and whether each can view or approve (wildcard does not work)
Purpose, description (title), effective
date and Purpose status
Purpose
(A = active, I = inactive)
Word/phrase from title
Purpose, description (title), effective
(use all UPPER CASE
date and Purpose status
letters and % wildcard
(A = active, I = inactive)
before and after words)
Purposes with activity in a given
Accounting period, fiscal
accounting period and fiscal year for a
year and User ID (operid)
specified User ID (operid)
UDQ_USERID_DEPT_ACCESS
Dept ID(s) in Grants Security for a
given User ID
User (ID)
EZQ_DV_SPEEDTYPE
Speedtype and its related chartfields,
approvers/viewers, and if applicable:
Project status, description and
begin/end dates
Speedtype
UOD_SPACE_SURVEY_BLDG
Dept ID(s) with their associated
buildings, rooms and their usage
UOD_SPACE_SURVEY_DEPT
Dept ID(s) with their associated
buildings, rooms and their usage
E4 UDQ Guide.xls
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Dept ID or partial code
with % wildcard
(must include leading 0)
Dept ID or partial code
with % wildcard
(must include leading 0)
Usage
Use to translate a Purpose
back to a legacy account code
Use to lookup the Purposes a
person can view or approve
and view
Use to lookup approvers or
viewers for a given Purposes
Use to lookup basic
information about a Purpose
Use to find a Purpose code
when all you know if the title
or a partial title.
Use with web statements to
determine which Purposes
had activity for a given month
Use to lookup the Grants row
level security for a given User
ID (based on Dept ID)
Use to lookup Speedtype
(Purpose) approvers/viewers
and its associated chartfield
information and project
information if applicable
Use to complete the annual
space survey
(sorted by building)
Use to complete the annual
space survey
(sorted by Dept ID)
5/21/2014
E-4
Financial Summary tab
is a presentation of
financial, budget,
obligation and
transaction data by
Purpose code.
UDataGlance - 1st level – Financial Summary
This tab displays your Purpose codes with their
current balances and current balances including obligations.
This tab is the
web statements
These 2 tabs are the data tools for
Proposed and Awarded grants.
Fin Position Report tab is a forecasting
tool for basic operating funds.
Period and FY with date & time the data was last updated
Change accounting period button
changes the fiscal year and period for ALL
Purposes, better to change on next page.
Download to Excel w/ checkboxes
FAKE 112000
PURPOSE TITLE AA
FAKE 112113
PURPOSE TITLE BBB
FAKE 322116
C & G PURPOSE TITLE
FAKE 416100
GIFT PURPOSE TITLE
Handy links for your convenience. Use Feedback to
report data issues or suggest enhancements.
View – choose either Web
Statement or Academic
Change the order of the Purpose list by
clicking any of the blue column headings.
09922
Balances
FAKE32211610000
09922
Dooright, Dudley
6/30/11
F20GG01588-10
US OFFICE OF SOIL
09922
09922
Click Purpose to view more details
Or press Enter key
Enter one or many values in the fields to narrow your search & click GO. (Hint: Click the column labels to change the sort order of the list of Purposes.)
Checkbox
Purpose
code
Purpose description
Enter key word(s) and
Use with
Enter full or the results will include
Action/GO
partial
Purposes with word(s)
for Excel
Purpose code anywhere in the
download
description
© 2012 University of Delaware
Balance
Balance
including
Obligations
Leave as is to
see all balances
OR enter min
and max
amounts
Leave as is to
see all balances Enter full or
OR enter min
partial
and max
Project ID
amounts
Project
ID
-1-
Project
PI
Project End
date
Enter PI's last
name; results
will include
Purpose
description
Enter dates with
Enter full or
mm/dd/yyyy
partial
format or use
Award ID
calendar icons
Award ID
Project
Sponsor
Dept ID
Enter full or partial
Enter
Sponsor name (do
5-digit
not use acronyms,
Dept ID
e.g. NSF)
5/21/2014
F-1
Purpose Code Summary - 2nd level
General Information and high level financial data related to the Purpose
with drill through links to transaction details
(Example shown is a fictitious grant code)
This area shows Project and F&A information for
this grant Purpose. The information provided for a
non-project code is more limited.
This box gives a quick
summary with two Available
Balance amounts.
Click on the graphs to enlarge them
FAKE322116 (C & G PURPOSE TITLE)
US SOIL SOBA 10-11 DD
Click
these 3
links for
more
info
7/1/10
Dooright, Dudley
F20GG01588-10
6/30/11
FAKE32211610000
53%
Dooright, Dudley
US OFFICE OF SOIL
27.67%
0.000
This button changes the fiscal year
and period for current Purpose.
Download
to Excel
FAKE32211610000
View – choose Web statement or Academic to
display the Account Categories in different ways.
When the Purpose is a project or grant code,
the data displayed below is based on the
Dates: 2011 period 2
Click the blue drill-down links to see:
PTD* or YTD**
budget details
Expense
transactions
by category
Expenses
for the
current
month
Use the
and
buttons to open
and close the Expense, Revenue
and Cost Share sections.
PTD* or
YTD**
expenses
525.00
Obligation
details
All expense
transactions
Obligations reflect the remaining amount of committed expenses for
salaries, benefits, overhead and open Purchase Orders.
(See page 7 for more details about Obligations.)
* PTD = Project to Date
** YTD = (fiscal) Year to Date
© 2012 University of Delaware
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F-1
Purpose Code Summary – Account (Contract or Grant example) - 3rd level
left side
This page display transaction details based on the link clicked on the previous level.
Click these are “breadcrumbs” to go
back one level to Purpose Code
FAKE322116 (C & G PURPOSE TITLE)
US SOIL SOBA 10-11 DD
Dooright, Dudley
7/1/10
F20GG01588-10
6/30/11
FAKE32211610000
53%
Dooright, Dudley
US OFFICE OF SOIL
72.33%
0.000
The transactions listed default to the
current fiscal year and all periods.
Download to
Dates: 2011 period 1 – 2011 period 2
Change the transaction
list by entering values
in one or more boxes.
Then press Enter or
click
.
Hint - Click on the column
labels to change the sort
order of the transactions.
08/14/2010
To change the date range,
enter the From and To
boxes for both Fiscal Year
and Accounting Period
2011
1212122
Scroll to the right to see the
additional fields and use the
Trans Tag feature.
Blue links in the References #
column are Web Req #s and
allow you to drill down to the
actual webform!
© 2012 University of Delaware
2
Continued on next page...
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F-1
Purpose Code Summary – Account (Contract or Grant example) - 3rd level
right side
Transaction details based on the link clicked on Purpose Code Summary.
Dates: 2011 period 1 – 2011 period 2
Click these buttons
to enter Trans
Tags in this pop-up window.
The Trans Tag data will display
immediately; and will be included if you
download the transactions to Excel with
this tool.
[However, the Trans Tag data will have a
one-day delay for any queries run in PS
Query in FIRPT.]
A Trans Tag has a maximum
character-length of 50,
including spaces.
© 2012 University of Delaware
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F-1
Additional Information - Tagging Transactions
1. Trans Tag 1 – 5 – Enter the additional information in one or
more fields
• This is a free-form field
• The maximum length is 50 characters, including
spaces
2. Suggestions for tagging:
• Special project names
• Faculty or staff names, or Employee IDs
• Course/section numbers
• Expense categories unique to your unit’s needs
3. Click Submit form button
• Your Trans Tag(s) becomes new data elements
associated with this transaction
4. How to use tags for reporting:
• UDataGlance – click Download to Excel link while on
the "Account" level page
•
PS Query/Query Manager – join two tables
UOD_TRN_NOTE_VW to UOD_TRANS_DTL
o Accept suggested joins for ALL the fields in
common
o Add the five fields UOD_NOTE_1, UOD_NOTE_2, etc.
Note – The Trans Tag data are in UDataGlance immediately, and are posted to the
production database (FIPRD) immediately and posted to the reporting database
(FIRPT) the next day, when the information will be available for reporting in the
Statement View and PS Query.
© 2012 University of Delaware
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F-1
Trans Tagging – Important Things to Consider
•
Before tagging, think about how you want to use them and make a plan
•
Meet and discuss with others in your unit who may use the same data; you’ll want to coordinate tagging efforts
o Look at any “shadow systems” to see what you are already tracking offline – these are good candidates for Tags
o Decide whether to use text/descriptions or your own codes
o Decide if you will be using each Trans Tag for a specific reason (i.e., Trans Tag 1 for employee name, Trans Tag 2
for special project name, etc.)
•
UDataGlance is the best tool to use for Trans Tags – they are visible and download-able immediately.
•
Below are some advantages and disadvantages to tagging you should know about:
Advantages
Tags are entered after the transaction is posted to the GL
and can be changed
(Unlike UD UserField which must be included with the original
transaction or corrected by JV)
Disadvantages
Important to be very consistent with tags for reporting to
be effective, especially with Excel features such as pivot
tables or v-lookup
Reporting available in three places – UDataGlanceFinancial Summary, PS Query, UDataGlance –Statement
View
Tag info is visible in the Monthly Statement View, but you
must click the More info button to view the data.
Trans Tag entries are posted immediately in UDataGlance
and FIPRD.
Tags take 1 day to be available for PS Query reporting
and Statement View.
Trans Tags allow units to get rid of cumbersome shadow
systems
Tags allow Cut & Paste text from other sources
Tags can be up to 50 characters (Including spaces)
Tags can be changed or corrected by entering new data
in a Trans Tag entry field on a subsequent day – it will
overwrite the pre-existing data.
© 2012 University of Delaware
Tags can be changed inadvertently by over-writing
data in a Trans Tag field that already has an entry.
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F-1
Additional information – OBLIGATIONS – Purpose Code Summary
This project has all three kinds of Obligations –
salary/benefits, open PO and overhead. Click
any blue number link to see more details.
salaries/benefits
open purchase orders
overhead/F&A
Questions?
LAM -call
Budget
ADD – call
HR/Payroll
99999
777777777
777888999
Whiplash, Snydley
Fenwick, Nell
Moose, Bullwinkle J.
salaries/benefits
obligation
details
FAKE32211609000 00006
FAKE32211609000 00006
FAKE32211609000 00006
“ADD” Trans Source is an S-Contract, GNCP or staff overtime
and becomes obligated with the first webform approval.
Questions?
Call
Procurement
Services
0000555555
FAKE32211609000
open purchase orders
obligation
details
Click this link to go to the Requisition/Purchase Order View
Questions?
Call
Research
Office
99999
777777777
Whiplash, Snydley
Fenwick, Nell
overhead/F&A
obligation
details
FAKE32211609000 00006
FAKE32211609000 00006
Obligations for overhead are
calculated on salaries and benefits.
© 2012 University of Delaware
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F-1
Reference
Tab
University of Delaware
UD Financials
UD Financials - Useful Websites
Log-in with your UDelNet ID and password to these five sites:
 UD Financial System REPORTING Database
www.udel.edu/firpt
 UD Financial System PRODUCTION Database
www.udel.edu/fiprd
 UDataGlance
www.udel.edu/udataglance
 Payment Activity
http://www.udel.edu/paymentactivity/
 UD Webforms
www.udel.edu/webforms
Other Helpful Sites:
Employee Education & Development
www.udel.edu/eed
General Accounting Home Page
www.udel.edu/genacct
Procurement Services
www.udel.edu/procurement
Research Office (RO)
www.udel.edu/research/training
University Policies & Procedures
www.udel.edu/ExecVP/polprod
Institutional Research & Planning – Facts & Figures
www.udel.edu/IR/fnf/
Request for Service Web Form Owners
http://www.udel.edu/itwebdev/rfsowners.html
R-1
R1 UD Financials Training websites
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UD Financial Environment – The Big Picture
(As of Fall 2013 or Fiscal Year 2013)
Our accounting system records, tracks and reports the varied and complex
financial life of the University of Delaware.
Students:
22,166 total students
17,729 undergraduates
3,679 graduate students
758 professional and continuing studies students
Academics:
7 Colleges
3 associate programs
144 bachelor’s programs
124 master’s programs
With 17 joint graduate degrees offered
58 doctoral programs
1,174 full-time faculty members (Fall 2013)
Special Designations:
Land Grant, Sea Grant, Space Grant
Carnegie Research University (very high research activity)
Employees:
4,221 total employees (full- and part-time)
1,225 faculty members
28 faculty administrators
1,706 exempt employees
843 non-exempt employees
419 hourly employees
Campuses and other locations
Main campus in Newark and 5 other locations in DE where courses are offered
(Lewes, Georgetown, Dover, Wilmington and Milford)
2,011 acres (not including the 272 acres owned by 1743 Holdings, LLC for the
former Chrysler Site)
438 buildings (including 232 instructional buildings, 162 student residence and
service buildings, and 44 administrative buildings)
Source: UD Facts & Figures - http://www.udel.edu/IR/fnf/
R-2
Fund and Program Codes
UD Financials
Fund codes
Fund
Program codes
Description
Program
Description
OPBAS OPERATING BASIC
ACDAD
ACADEMIC ADMINISTRATION
OPBAL OPERATING BALANCE
ACDLB
LIBRARY
OPSS
ACDSP
ACADEMIC SUPPORT
NOPLT NON OPERATING - PLANT
ACSPA
SPONSORED RESEARCH ADMIN
NOLOA NON OPERATING - LOANS
ADALL
ADMINISTRATIVE ALLOWABLE
NOEND NON OPERATING ENDOWMENT
ADNON
ADMINISTRATIVE NON ALLOWABLE
AGNCY AGENCY
ADRES
RESEARCH ADMIN
AGEXT
AG EXTENSION
*ALLOC
ALLOCATIONS
*AUXAL
AUXILIARY ALLOCATIONS
*AUXDS
AUX DEBT SERVICE
OPERATING SELF-SUPPORTING
AUXIL
*AUXTR
BENEF
*DBTSV
AUXILIARY ENTERPRISES
AUX TRANSFERS
BENEFITS
DEBT SERVICE
FAAWD
AWARDS & PRIZES
FAFEL
FELLOWSHIP
FASCH
SCHOLARSHIP
INST1
INSTRUCTION
INST2
DEPARTMENTAL RESEARCH
INST3
ACTIVITIES OF EDUC DEPTS
INST7
INTERNAL SERVICE
OPMNT
OPNS & MAINT OF PLANT
PUBSV
PUBLIC SERVICE
RSCH1
FEDERAL RESEARCH
RSCH2
STATE RESEARCH
RSCH3
INDUSTRY RESEARCH
RSCH4
FOUNDATIONS RESEARCH
RSCH5
OTHER SPONSORED RESEARCH
RSCH6
UNIV SPONSORED RESEARCH
RSEXP
AG EXP STATION
*RSRVS
RESERVES
SPINS
SPONSORED INSTITUTES
STSVC
STUDENT SERVICES
*TRSFS
TRANSFERS
* Used for transfers ONLY
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Program Chart
Program
This chartfield is used to designate broad categories of Operating Expenses
Description
General Usage
General rules
Most Deans Offices' 11 and 17 Purpose
ACDAD
ACADEMIC ADMINISTRATION
ACDLB
LIBRARY
ACDSP
ACADEMIC SUPPORT
ACSPA
SPONSORED RESEARCH ADMIN
outside the colleges
Research Office basic budget exps
Central/administration offices and services
ADALL
ADMINISTRATIVE ALLOWABLE
(not Development, OCM, Alumni Relations,
ADNON
ADMINISTRATIVE NON ALLOWABLE
ADRES
RESEARCH ADMIN
AGEXT
AG EXTENSION
ALLOC
ALLOCATIONS
Academic Support
codes
all things library and library-related (except
Academic Support
UD Press)
units/programs supporting academics
President's Ofc)
Academic Support
Academic Support
indicates admin expenses that are
allowable for indirect cost calculation
Operational expenses not allowed in the
indicates admin expenses that are non-
federal regs for indirect cost calculation
allowable for indirect cost calculation
Research costs limited to closeout support,
Purposes with AGEX and grants scattered
General Institutional Support
Extension and Public Service
among CANR depts
(OPBAS or OPSS Purposes)
General Institutional Support
General Institutional Support
indirect cost proposal exps, C&G audit exps
Used for receiving/disbursing reserves
Grouping
transfer JV's only
Account 199700 OP to OP fund
Allocations and Transfers
Account 199800 OP to NON-OP
AUXAL
AUXILIARY ALLOCATIONS
auxiliary 2-Book allocations
transfer JV's only
Auxiliary
AUXDS
AUX DEBT SERVICE
auxiliary debt service transfers
transfer JV's only
Auxiliary
AUXIL
AUXILIARY ENTERPRISES
AUXTR
AUX TRANSFERS
services, The Bob, etc.
auxiliary transfers
BENEF
BENEFITS
benefit costs and services
DBTSV
DEBT SERVICE
debt service
UD Financials Training
housing, dining, bookstore, conference
Auxiliary
transfers JV's only
General Institutional Support
transfers JV's only
Page 1 of 5
Auxiliary
Debt Service
5/21/2014
R-3.5
Program Chart
Program
This chartfield is used to designate broad categories of Operating Expenses
Description
General Usage
General rules
Grouping
Expenses will use Account 149200
FAAWD
AWARDS & PRIZES
Gifts/endowment funds, as well as
(Note - An award will have its own
supplemental Purposes, designated for
Purpose only if it is a "material" amount
student award or prize (faculty, staff and
and has a donor restriction or is
even College School students can be the
unrestricted-designated. Any Purpose
award recipients)
can be used for award expenses -
Student Aid
149200 - unless prohibited by policy or
other restriction.)
Cannot be used to pay teaching, research
or graduate assistants.
Expenses will use Account 122700
Gifts, endowment funds, grant funding basic
FAFEL
FELLOWSHIP
budget, or supplemental funds designated
for fellowships (student support with NO
work requirement)
(fellowship) or 149000 (grad tuition)
(Note - A Fellowship will have its own
Student Aid
Purpose only if it is a "material" amount
and has a donor restriction or is
unrestricted-designated. Any Purpose
can be used for fellowship expenses 122700 or 149000 - unless prohibited by
policy or other restriction.)
Basic budget, supplemental and
FASCH
SCHOLARSHIP
gifts/endowment funds designated for
tuition, books, fees, or room & board for
undergraduate or graduate students
Basic budget for faculty workload in LAM, as
well as supplemental funds, state funds,
INST1
INSTRUCTION
gifts, endowment funds used for student
instruction, instructional support and study
Financial aid for undergraduates is
normally processed through the Financial Student Aid
Aid Office
Instruction and Dept.
Research
abroad
UD Financials Training
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R-3.5
Program Chart
Program
This chartfield is used to designate broad categories of Operating Expenses
Description
General Usage
General rules
Basic budget for faculty workload in LAM, as
INST2
DEPARTMENTAL RESEARCH
well as supplemental and gift/endowment
funds used for departmental research
including faculty support and startup funds
This Program (INST2) is used for
Purposes where the expenses are a
hybrid of instruction and research.
Grouping
Instruction and Dept.
Research
Basic budget, supplemental funds, and
gifts/endowment funds supporting other
INST3
ACTIVITIES OF EDUC DEPTS
activities of academic depts (e.g. athletics,
HRIM-Vita Nova, ELC, Lab School, music,
Instruction and Dept.
Research
and PT programs)
Basic budget (A&S depts only) for faculty
INST7
INTERNAL SERVICE
workload - used to designate faculty time
Instruction and Dept.
spent on dept committees, faculty searches,
Research
etc.
INSTM
[not currently used]
INST MATCH-USE W FNDTYPE 42/43
Basic budget, supplemental funds, gifts,
OPMNT
OPNS & MAINT OF PLANT
endowment funds used for operation,
maintenance and renovation of facilities
PBSVM
[not currently used]
PBSV MATCH-USE W FNDTYPE 42/43
Instruction and Dept.
Research
Operations and Maintenance
of Plant
Extension and Public Service
Basic budget for faculty workload in LAM, as
well as other basic budget funds,
PUBSV
PUBLIC SERVICE
supplemental funds, self-supporting units,
state funding, gifts, and endowment funds;
Extension and Public Service
or contracts/grant projects deemed to be
public service (rather than research)
RSCH1
FEDERAL RESEARCH
RSCH2
STATE RESEARCH
RSCH3
INDUSTRY RESEARCH
UD Financials Training
Research - contracts or grant sponsored by
Externally Sponsored
the US government
Research - contracts or grant sponsored by
Research
Externally Sponsored
the State of Delaware
Research - contracts or grant sponsored by
Research
Externally Sponsored
the industry
Research
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R-3.5
Program Chart
This chartfield is used to designate broad categories of Operating Expenses
Program
Description
RSCH4
FOUNDATIONS RESEARCH
General Usage
General rules
Research - contracts or grants sponsored by
Externally Sponsored
the foundations (gifts, endowment income,
Research
and contracts & grants)
RSCH5
OTHER SPONSORED RESEARCH
RSCH6
UNIV SPONSORED RESEARCH
Grouping
Research - contracts or grant sponsored by
Externally Sponsored
other organizations or individuals
Basic budget for faculty workload in LAM
Research
Internal University funding/support on
Internally Sponsored
contracts & grants, and GUR or UDRF
Research
research funding
RSCHM
Externally Sponsored
[not currently used]
RSCH MATCH-USE W FNDTYPE 42/43
Research
Ag Exp. Station research funded by federal
appropriations, federal or state contracts &
RSEXP
AG EXP STATION
grants
Ag Experimental Station
Basic budget, supplemental funding and selfsupporting units of the UD Agricultural
Experimental Station and Substation
transfer JV's only
RSRVS
RESERVES
Transfers made to various reserve funds
Expenses and revenues are not allowed
(exception for Ofc of VP for Finance for
Reserves
selected revenues)
SPINS
SPONSORED INSTITUTES
Workshops, seminars and meetings
sponsored by organizations outside of UD
Extension and Public Service
Basic budget, supplemental funds, contracts
STSVC
STUDENT SERVICES
& grants, and gifts/endowment funds for
functions/units that provide services directly
Student Services
to students and prospective students
UD Financials Training
Page 4 of 5
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R-3.5
Program Chart
Program
Description
TRSFS
TRANSFERS
This chartfield is used to designate broad categories of Operating Expenses
General Usage
General rules
Grouping
See: Transfer Chart for full explanation
http://www.udel.edu/rbb/trainingmaterials.ht transfer JV's only
Allocations and Transfers
ml
UD Financials Training
Page 5 of 5
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R-3.5
UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Note: Run the following query in FIRPT for the most recent listing of all active revenue and expense accounts
available for general campus use: UDQ_REF_ACCOUNTS_ACTIVE_CAMPUS
Account Category
Account
Description
Personnel & Employee Benefit Costs
120200
PROFESSIONAL STAFF FULL-TIME
120299
COMPENSATED ABSENCES
120300
PROFESSIONAL STAFF PART-TIME
120400
SUPPLEMENTAL PAY - PROFESSIONAL
120500
OFF-CAMPUS - PROFESSIONAL
120700
DISABILITY PAY PROFESSIONALS
120800
POST DOC/FACULTY FELLOW
121000
CHAIRPERSONS
121100
FACULTY FULL-TIME (BARGAINING
121200
FACULTY PART-TIME
121300
FACULTY SUMMER SUPPLEMENT
121400
SUPPLEMENTAL PAY-FACULTY
121500
OFF CAMPUS FACULTY
121600
ACADEMIC CENTER DIRECTORS
121700
SALARIED STAFF - TEACHING
121800
SUMMER FAC ADMIN/RESEARCH
121900
SUMR FAC-NO RETIREMENT
122200
GRAD TUIT CHG ONLY(O/H)
122300
GRADUATE INTERN (O/H CHARGED)
122500
TEACHING ASSISTANT (O/H CHARGE)
122600
GRADUATE ASSISTANT (O/H CHARGE)
122610
GRADUATE TRAINEES
122700
GRADUATE FELLOW
122800
RESIDENCE HALL DIRECTORS
123000
SALARIED STAFF FULL-TIME
123035
OFFICERS-FRAT ORDER OF POLICE
123100
AFSCME
123300
CASUAL WAGE BUS DRIVERS
123400
AFSCME TRADES
123600
SALARIED STAFF PART TIME
123700
DISABILITY PAY (ELIG RETIRE CO
125000
STAFF OVERTIME
125015
PUBL SAF STAFF BILLABLE OT
125100
SHIFT DIFFERENTIAL
125200
MISC WAGE-INCL PRT-TIME NON UD
125215
PUBL SAF MISC WAGE BILLABLE
125300
WAGES IN KIND
125500
TEMPORARY UPGRADING
125900
PROFESSIONAL OVERTIME-HOME DEP
125915
PUBL SAF EXEMPT BILLABLE OT
126000
STUDENT LABOR
126015
PUBL SAF STU LABOR BILLABLE
126100
STUDENT LABOR-SPECIAL EVENTS
126200
RESEARCH EXPERIENCE FOR UNDERG
126300
STIPENDS
126800
UNDERGRAD-ENROLLED < 1/2 TIME
126900
GRAD STDT-ENROLLED < 1/2 TIME
127000
EMPLOYEE BENEFITS
UD Financial Training
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UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Account Category
Account
Description
Personnel & Employee Benefit Costs (cont'd)
129000
EMPLOYEE BENEFITS APPLIED
129100
FRINGE BENEFITS-FACULTY/PROFSN
129300
FRINGE BENEFITS-STAFF
129500
FRINGE BENEFITS-OTHER
129700
FRINGE BENEFITS-GRAD STUDENTS
129800
G/A USE ONLY-PRT SPRT STU FICA
130000
(for Budget Revisions only) TRAVEL & TRANSP
130100
CONFERENCES & TRAINING MEETING
130150
ATHLETIC DEVELOPMENT TRAVEL
130400
TRANSPORTATION SERVICES CHARGE
130500
FOREIGN TRAVEL
130700
TRAVEL TO CANADA(C&G EXPENSE O
131100
STUDENT INSTRUCTIONAL TRANSPOR
131800
OTHER STUDENT TRANSPORTATION
132100
FAC & STAFF/LOCAL INSTR & ADMI
133800
TEAM TRAVEL
133802
TEAM TRAVEL-FLIGHTS
133803
TEAM TRAVEL-LODGING
133804
TEAM TRAVEL-MEALS
133805
TEAM TRAVEL-GROUND TRANSPORT
133806
PLAYOFF TRANSPORTATION
133807
PLAYOFF FOOD
133808
PLAYOFF LODGING
133900
ATHLETICS OFFICIALS TRAVEL
135100
MARINE STUDIES VEHICLES
136800
SEMINAR SPKRS/EXCLDG HONORARIA
137500
EMPLOYEE RECRUITING
137510
STUDENT RECRUITING
137511
STUDENT RECRUITING-FLIGHTS
137512
STUDENT RECRUITING-LODGING
137513
STUDENT RECRUITING-MEALS
137514
STU RECRUITING-GROUND TRANSPOR
137600
MOVING
137700
TRAVEL REBATE(PURCH USE ONLY)
Travel & Transportation
Supplies & Other Expenses
UD Financial Training
140000
(for Budget Revisions only) SUPPLIES & EXP
140100
ATHLETIC SUPPLIES
140102
ATHLETIC APPAREL
140110
CHEMISTRY STOREROOM EXPENSE
140120
CHEMISTRY-GLASS BLOWING EXPENS
140130
ELECTRONICS SHOP EXPENSE
140140
STUDENT CENTER EXPENSE
140150
PHYSICS SHOP EXPENSE
140160
UPS SHIPMENTS-CENT REC/DEL-ONL
140170
ELECTRICAL ENGNRNG SHOP EXPENS
140180
SAFETY OFFICE-RADIOACTIVE MATE
140190
ANIMAL MAINTENANCE EXPENSE
140200
COPY MACHINE SUPPLIES
140210
MATERIALS & METALLURGY EXPENSE
140220
BIOLOGICAL SERVICES STOCKROOM
140230
RSCH OFC SMALL BALANCE ACCT CL
140235
RSCH OFC CLOSE RETURN TO AGNCY
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UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Account Category
Account
Description
Supplies & Other Expenses (cont'd)
140240
WELLNESS BENEFIT
140250
NON-CENTRAL COMPUTER CHARGES
140260
NON-CENTRAL COMPUTER CHARGES
140270
LEWES STOCKROOM
140300
CUSTODIAL SUPPLIES
140310
PEST CONTROL SUPPLIES
140400
FARM SUPPLIES
140500
KITCHEN SUPPLIES/EXCLDG FOOD
140600
LABORATORY SUPPLIES
140610
CHEMICALS
140700
LINEN
140800
MEDICAL SUPPLIES AND FEES
140900
MAINTENANCE SUPPLIES
141000
OFFICE SUPPLIES
141015
CLASSROOM SUPPLIES
141025
TRAINING SUPPLIES AND EXPENSES
141100
VISUAL & AUDIO AIDS/PURCH OR R
141200
OCEANOGRAPHY INSTRUMENTATION C
141300
FILMS/PURCH OR RENT
141400
MARINE CHEMICAL LAB
141500
SUPPLIES FOR JOBS
141600
UNIVERSITY FOOD SERVICE
141700
CLASS II EQUIP-GENERAL PURPOSE
141800
PUBLIC SAFETY SERVICES
141900
BEVERAGES
142000
FOOD FOR RESALE
142100
ALL OTHER PAPER
142300
PACKAGING MATERIALS UNIV BOND
142500
INK
142600
GENERAL OPER SUPPLIES OFFSET
142700
STUDENT HEALTH SERVICE
142800
UNIVERSITY MEDIA SERVICES
142850
ACADEMIC TECHNOLOGY SERVICES
142900
UD1 FLEX
143000
TEXTBOOKS
143100
LAMPS/LIGHT BULBS
143200
HVAC AND CHILLER SUPPLIES
143300
LAWN CHEMICALS
143400
CONSIGNMENT PUBLICATIONS
143500
SNOW REMOVAL SUPPLIES
143600
GREEN MATERIAL/MULCH
143700
SAFETY/PROTECTIVE EQUIPMENT
143800
WATER TREATMENT SUPPLIES
143900
RECYCLING
144000
ADVERTISING
144100
CONFERENCE CHARGES
144200
INSTITUTIONAL ALLOWANCE
144300
PRINTING
144400
GAIN/LOSS ON FOREIGN EXCHANGE
144500
ARA CONTRACT MANAGEMENT
144501
SHANER MANAGEMENT FEE
UD Financial Training
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UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Account Category
Account
Description
Supplies & Other Expenses (cont'd)
144502
UD - 1743 SERVICE AGREEMENT
144600
LEGAL FEES
144610
LITIGATION FEES
144620
PATENT PROSECUTION
144700
COMMISSION FEES
144800
GROSS LEGAL PROCEEDS(A/P USE O
144900
PROFESSIONAL DEVELOPMENT
145000
DUES EXPENSE
145100
PROFESSIONAL LICENSES
145200
CULTURAL AWARENESS EXPENSES
145300
UNIVERSITY HOUSING
145400
CHEM ENGNRNG SHOP-LABOR
145500
MAE TESTING SERVICES
145600
FOOD-UD EMPLOYEES/STUDNTS ONLY
145610
FOOD/MEALS W/ NON-UD PERSONNEL
145700
ENGR MACHINE SHOP
145702
ENGR MICROSCOPY LAB
145703
ENGR CLEAN ROOM
145800
FREIGHT-IN
145900
FREIGHT-OUT
146000
CONSULTING AGREEMENTS
146100
PART SPPRT-NON EMPLOYEE
146115
PART SPPRT-STUDENT
146190
PART SPPRT-VENDOR
146195
PATIENT CARE COSTS
146200
GASOLINE AND OIL
146300
GUARANTEES EXPENSE
146400
HONORARIA (1099 O/H CHARGED)
146500
BAD DEBT EXPENSE
146600
INSURANCE
146700
ROYALTY PAYMENTS
146800
GENERAL BOAT OPS EXPENDS
146915
G/A USE ONLY-PART SPRT STUDENT
147000
COMPUTER COMMUNICATIONS DEVICE
147100
LAUNDRY/INCL UNIF MAT & OTHER
147200
MEDICAL AND HOSPITAL
147300
MICROFILMING COSTS
147400
OFFICIALS/ATHLETICS
147500
PHOTOGRAPHY COSTS
147600
PERSONNEL SERVICES CHARGE-BACK
147700
POSTAGE AND MAIL SERVICE
147702
TNT USA INC
147703
PSI GROUP INC
147704
DHL EXPRESS INC
147705
INTERNATIONAL MAIL EXPRESS INC
147800
LIBRARY
147900
PROFESSIONAL FEES
148000
PURCHASE DISCOUNTS OR CREDITS
148001
CREDIT CARD FEES
148002
CASH ADVANCE FEES
148003
BOOKING FEES
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UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Account Category
Account
Description
Supplies & Other Expenses (cont'd)
148100
REU SCH SUPT-US CITIZN/PERM RE
148150
GRD SCH SUPT-US CITIZN/PERM RE
148200
REU SCH SUPT-NON RES ALIENS
148250
GRD SCH SUPT-NON RES ALIENS
148300
SUBSCRIPTIONS/PUBLICATIONS
148400
COMPUTER SYSTEMS SOFTWARE
148500
TELEPHONE
148600
UNEMPLOYMENT COMP
148700
UNIFORM PURCHASES
148800
AUDIT EXPENSE
148900
ROOM AND BOARD
149000
TUITION - GRADUATE STUDENTS
149010
OTHER GRADUATE AID
149100
STIPENDS UPWARD BOUND/COLLEGE
149200
AWARDS & PRIZES
149250
PARTICIPANT INCENTIVE
149300
FINANCIAL AID(FIN AID OFC USE
149399
TUITION DISCOUNT EXP ADJUSTMNT
149400
COST OF ED ALLOW-US CITIZN/PER
149500
COST OF ED ALLOW-NON RESIDEN A
149600
COMPUTER HARDWARE & SUPPLIES
149615
APPLE CAMPUS STORE DEMO EXP
149700
CLASS I ORIGINAL EQUIP (C&G ONLY)
149800
OTHER SUPPLIES&EXP
149812
UD FUNDING FOR 1743 OPERATIONS
149813
UD FUNDING FOR 1743 LOAN
149814
1743 FUNDING FOR UD (EXPENSE)
149815
OET WEB DEV
149816
OET TECH SUP
149817
OET SYSTEMS MGT
149820
INTERNATIONAL SERVICE FEE
149821
VISA APPLICATION FEES
149822
UD ID CARD FEES
149823
UD PARKING SERVICES EXPENSE
149825
REFERENCE MATERIALS
149826
INTERNET-EMPLOYEE HOME
149829
FAMILY ASSISTANCE
149830
CRIMINAL BACKGROUND CHECKS
149831
MONITORING WELL SERVICES
149832
GROUNDWATER MONITORING SERVICE
149833
DRILLING SERVICES
149835
CITY NEWARK METER FEE
149841
GRADUATION/CONVOCATION
149842
FURNITURE
149850
DEV ONLY-DONOR ADVISED DISTRIB
149860
VAT/SALES TAX
149875
PROCARD CLEARING
149900
PURCH CARD REBATE(PURCH USE ONLY)
Occupancy & Maintenance
UD Financial Training
150000
(for Budget Revisions only) OCCUPANCY & MAINT
150100
REAL ESTATE TAXES
150200
MAINT/REPAIRS-GROUNDS
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UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Account Category
Account
Description
Occupancy & Maintenance (cont'd)
150300
EQ & MACHINE MAINT/REPAIR
150400
MAINT/REPAIRS-VEHICLES
150500
HAULING & LABOR
150600
ELECTRIC SHOP
150700
PAINT SHOP
150800
CARPENTRY SHOP
150900
PLUMBING SHOP
151000
DEBT SRVC-PRINCIPAL
151100
DEBT SRVC-INTEREST
151200
ROOFERS MASONS SHEET METAL SHO
151300
CENTRAL ENVIRONMENTAL CONTROL
151400
UPHOLSTERY SHOP
151500
LOAN CANCELLATION
151600
ELECTRONICS SHOP
151700
HVAC SHOP
151800
LOCK SHOP
151900
MECHANICAL SYSTEMS REPAIR
152000
RECYCLING SERVICES
152010
SECURITY SERVICES
152100
CUSTODIAL CHARGES
152200
EQUIP (MAINT CONTRACTS)
152300
BUILDINGS-W/O
152400
LATE INTEREST CHARGES
152500
PEST CONTROL
152600
FINAN SVC-FACILITIES UTILITIES
152700
EQUIPMENT RENTALS EXPENSE
152800
TRASH
152900
OTHER CONTRACT SERVICES
152910
PAVING
152915
SNOW REMOVAL
153100
PARTS-EQUIPMENT FABRICATION
153200
C&G SUBCONTRACT-AMT UP TO $25K
153300
C & G SUBCONTRACTS-AMT>$25K
153500
LEASE/PURCHASE AGREEMENTS
153600
MAJOR MAINT-W/O
153700
MAINT MAJ ADMIN INFO SYS
153800
EQUIP/VEHICLE AMORTIZATION
154000
AUTOMOBILE RENTALS
154200
SPACE RENTALS
154500
FURNITURE RENTALS
154800
TELEPHONE-EQ RENTALS
155000
OTHER EQUIPMENT RENTALS
155200
SHIP OPERATIONS BILLINGS
155300
LEWES MAINT
156000
UTILITIES/GAS
156099
UTIL/GAS REIMBURSEMENTS
156100
UTILITIES/ELECTRICITY
156199
UTIL/ELECTRIC REIMBURSEMENTS
156200
UTILITIES/WATER & SEWER
156299
UTIL/WATR&SEWER REIMBURSEMENTS
156300
UTILITIES/HEATING FUEL
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UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Account Category
Account
Description
Occupancy & Maintenance (cont'd)
156399
UTIL/HEAT FUEL REIMBURSEMENTS
156400
CABLE TV SERVICE
156700
CITY SUBVENTION
157300
EQ MAINT CONTRACTS-W/O(HSNG-F/
157500
MAINT & OPER-W/O
157600
CHILLER PREVENTIVE MAINTENANCE
157800
MOLD ANALYSIS & REMEDIATION
158000
DISPOSALS-WRITE OFF
158100
DEPRECIATION EXPENSE BUILDINGS
158200
DEPRECIATION EXPENSE-EQUIPMENT
158300
UTILITY PLANT SYS
158302
OUTLYING BOILERS
158400
CUSTODIAL EQ REPAIR
158500
LAND IMP DEP EXP
158600
CAPITAL LEASEHOLD DEP EXP
158700
ACCRETION EXP (G/A USE ONLY)
158900
PROFESSIONAL FEES-FPC-MINOR CO
159000
ASBESTOS-FPC
159100
CONSTRUCTION COST-FPC
159200
NONSTRUCTURAL IMPROVEMENTS-FPC
159300
LANDSCAPING-FPC
159400
FIXED EQUIPMENT-FPC
159500
CONSTRUCTION CONTINGENCY-FPC
159600
MOVING SERVICES-FPC
159700
ADMINISTRATIVE FEES-FPC
159800
OTHER OCCUPANCY & MAINT
160000
(for Budget Revisions only) CAPITAL OUTLAY
167900
CAPITAL EQUIPMENT
170000
(for Budget Revisions only) INFO PROCESSING
Capital Outlay
Info Processing
Interdepartmental Credits
Transfers
UD Financial Training
175000
MVS USAGE
178000
VAX-UNIX USAGE
179000
PROGRAMMING SERVICES
190000
(for Budget Revisions only) CREDITS & TRSFS
190100
PERSONNEL COSTS
190200
OVERTIME INTERDEPARTMENTAL CRE
190300
S & E CREDITS
190400
OCCUPANCY AND MAINT CRED
190500
CAPITAL OUTLAY CREDITS
190700
OTHER EXPENSES
190800
MISC INTER-DEPARTMENTAL CREDIT
190850
SVC CTR INTER-DEPARTMNT CREDIT
191100
UNDERGRADUATE EDUCATION
191200
GRADUATE EDUCATION
192000
UNSPONSORED RESEARCH
192500
ADMINISTRATIVE
193000
SPONSORED RESEARCH
194500
CARRY FORWARD USAGE
195000
OVERHEAD - F&A RATE RECOVERY
195100
RESEARCH OFC ONLY-F&A WAIVED W/NO F&A
195200
RESEARCH OFC ONLY-F&A WAIVED WITH F&A
199500
F&A TRANSFERS
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UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Account Category
Account
Description
Transfers (cont'd)
199700
TRANSFERS WITHIN OPERATIND OR NON-OPER
199800
TRANSFERS BETWEEN OPERATING AND NON-OP
REVENUE ACCOUNTS
Account Category
Revenue
Description
Tuition and Registration
R00100
DELAWARE RESIDENT COURSE FEES
Tuition and Registration
R00200
OUT OF STATE TUITION
Tuition and Registration
R00399
TUITION DISCOUNT REV ADJUSTMNT
Tuition and Registration
R00700
CONTINUING EDUCATION FEES
Tuition and Registration
R01100
REGISTRATION
Tuition and Registration
R01600
REGISTRATION FOR SPECIAL PROGR
Fees
R02100
EQUIP LOSS/BREAKAGE
Fees
R02600
STUDENT FEES
State & Federal Funds
R03000
FEDERAL APPROPRIATIONS
Fees
R03100
GENERAL FEES
State & Federal Funds
R04000
STATE APPROPRIATIONS
State & Federal Funds
R04100
STATE RESTRICTED APPROPRIATION
State & Federal Funds
R04600
FEDERAL RESTRICTED FUNDS
State & Federal Funds
R04700
STATE RESTRICTED FUNDS
State & Federal Funds
R04800
LOCAL GOV'T RESTR FUNDS
State & Federal Funds
R05000
CAPITAL IMPROVEMENTS ACTS
Non-Government Income
R06700
NON-GOVERNMENT C&G INCOME
Endowment & Investment Income
R07000
ENDOWMENT SPENDING DISTRIB
Endowment & Investment Income
R07099
ENDOWMENT TYPE INCOME
Endowment & Investment Income
R07100
ENDOWMENT INCOME POOL
Endowment & Investment Income
R07200
ENDOWMENT INCOME HELD IN TRUST
Endowment & Investment Income
R07300
ENDOWMENT INCOME SEPARATE
Endowment & Investment Income
R07600
TEMPORARY INVESTMENT INCOME
Endowment & Investment Income
R07700
STUDENT LOAN INTEREST INCOME
Endowment & Investment Income
R07800
CGA INCOME (TII)
Gifts
R08100
GIFTS
Gifts
R08200
CONTRIBUTIONS RECEIVABLE GIFTS
Room & Board
R09000
FALL SEMESTER BOARD
Room & Board
R09010
DINING PLAN-FALL OPTIONAL
Room & Board
R09100
SPRING SEMESTER BOARD
Room & Board
R09110
DINING PLAN-SPRING OPTIONAL
Room & Board
R09200
SPECIAL EVENTS-CAFETERIA
Room & Board
R09300
SPECIAL EVENTS-CATERED
Room & Board
R09400
FAST FOODS
Room & Board
R09500
GROUPS-DINING SERVICES
Room & Board
R09600
BEVERAGE CNTRS
Room & Board
R09700
WNTR SESSION BOARD
Room & Board
R09710
DINING PLAN-WINTER SESSION OPT
Room & Board
R09800
SUMMER SESSION BOARD
Room & Board
R09810
DINING PLAN-SUMMER SESSION OPT
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UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Account Category
Account
Description
Room & Board
R09900
CASH MEALS
Room & Board
R10000
ROOMS - SEMESTER
Room & Board
R10100
ROOMS - SUMMER
Room & Board
R10200
ROOMS - FRESHMAN ORIENTATION
Room & Board
R10300
ROOMS - SPECIAL EVENTS
Room & Board
R10400
GUEST ROOMS
Room & Board
R10600
FORFEITURE OF ROOM DEPOSIT
Other Income
R11000
BUILDING RENTALS
Other Income
R11100
EQUIPMENT RENTALS INCOME
Other Income
R11200
LAND RENTALS
Other Income
R11300
FILMS
Other Income
R11400
OFFICE SPACE RNTL
Other Income
R12000
PUBLICATIONS
Other Income
R12100
CONCESSIONS
Other Income
R12200
PROGRAM REVENUE
Other Income
R12300
TICKETS/GENERAL ADMISSION
Other Income
R12400
SERVICES
Other Income
R12450
SVC CTR REVENUE
Other Income
R12600
PROGRAMS
Other Income
R12700
SALES
Other Income
R12715
APPLE CAMPUS STORE DEMO REV
Other Income
R12900
COMMISSIONS/VENDING MACHINES
Other Income
R13000
TELEPHONES-COMMISSIONS/RENTALS
Other Income
R13100
COMMISSIONS/LAUNDRY
Other Income
R13200
COMMISSIONS/OTHER
Other Income
R13500
GAMES & RECREATION CHARGES
Other Income
R14200
BROADCAST RIGHTS
Other Income
R15600
GUARANTEES INCOME
Other Income
R15700
PARKING
Other Income
R16000
RECOVERY OF INDIRECT EXPENSES
Other Income
R16200
NOTE OR LOAN PROCEEDS
Other Income
R16300
CASH OVER OR SHORT
Other Income
R16400
COLLECTION OF BAD DEBTS
Other Income
R16600
WORKMANS COMP REIMBURSEMENTS
Other Income
R16700
CONFERENCE FEES(OUTSIDE SOURCE
Other Income
R16800
GIFT STOCK G/L ONLY
Other Income
R17100
MOTOR VEHICLE REGISTRATION INCOME
Other Income
R17300
ADVERTISING INCOME
Other Income
R17400
FINES
Other Income
R17500
SERVICE CHARGES-DEFERRED PAYME
Other Income
R17700
PARKING METER INCOME
Other Income
R17800
PROCEEDS FR SALE OF LAND/BLDGS
Other Income
R17900
MISCELLANEOUS INCOME
Other Income
R17905
REVENUE SHARING
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UD Financials - Expense and Revenue Accounts for Campus Use
Last updated: 4/3/2014
Account Category
Account
Description
Other Income
R17906
MISC CONTRACT INCOME
Other Income
R17907
NCAA & CONFERENCE DISTRIBUTION
Other Income
R17912
UD FUNDING FOR 1743 OPERATIONS
Other Income
R17913
UD FUNDING FOR 1743 LOAN
Other Income
R17914
1743 FUNDING FOR UD (INCOME)
Other Income
R17999
COMBINE BALANCES
Other Income
R18000
PATENTS & ROYALTIES
Other Income
R18200
TRADEINS LEASE/PURCH INCOME
Other Income
R18300
DUES INCOME
Other Income
R18400
DINING SVCS ADDITIONAL POINTS
Other Income
R18500
UD1 FLEX REVENUE
Other Income
R18600
INVESTMENT MANAGERS' REMITTANC
Other Income
R18800
UNREALIZED GAIN/LOSS ON INVEST
Other Income
R18805
06/30/05 ACCUM G/L ONLY-SETUP
Other Income
R18900
GAIN/LOSS ON SALE OF INVESTMENT
UD Financial Training
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R-4
University of Delaware
ACCOUNTS to use for MEALS/REFRESHMENTS
Situations
Account
Meals for employee attending a conference or training away from UD
Account Description
130100
CONFERENCES & TRAINING MEETING
145600
FOOD–UD EMPLOYEES/STUDNTS ONLY
145610
FOOD/MEALS W/ NON-UD PERSONNEL
136800
SEMINAR SPEAKERS–EXCLUD
HONORARIA
144100
CONFERENCE CHARGES
Expenses (including meals/refreshments) for recruiting employees
137500
EMPLOYEE RECRUITING
Expenses (including meals/refreshments) for recruiting students
137510
STUDENT RECRUITING
Meals for recruiting students (created for recruiting student athletes, but
can be used by other departments)
137513
STUDENT RECRUITING-MEALS
Meals/refreshments - meetings for UD employees and students only:
o
o
o
o
o
o
o
Local restaurant meals
Refreshment for meetings, training, seminars
Once-a-year gatherings, holiday parties
Refreshments to welcome new employee
Meals/refreshments for retirement receptions
Meals/refreshments for service recognition
Meals/refreshments for students and their parents (e.g.
award ceremonies)
Meals/refreshments - meetings between UD employees and non-UD
personnel conducting UD business
[Note – Meal may include guest(s) and up to 4 UD employees; use 145600
for 5th UD employee and above]
Meals for Non-UD seminar guest speaker(s) for event attended by UD
employees
[Note – Meal may include guest(s) and up to 4 UD employees; use 145600
for 5th UD employee and above]
Meals for UD conferences - attendees are UD and non-UD personnel
[Note - This includes other meals for conference speakers/presenters]
Please see Procurement Services website for the most up-to-date information in University Policies regarding expenditures of University funds.
http://www.udel.edu/procurement/policies.html
R5 Accounts To Use For MEALS
1
5/21/2014
R-5
CLASS - ACCOUNT Chart
CLASS
Ranges
Position Types
Personnel
Accounts
001 - 099
EXEMPT STAFF
Professionals
Limited Term Researchers
Post Doc Researchers
Chairpersons
100 - 199
Faculty
Academic Center Directors
400 - 499
500 - 599
600 - 699
and
700 - 799
Professional Staff Part-time
121000
Chairpersons
121100
Faculty Full-time
121200
Faculty Part-time
121600
Academic Center Directors
Post-Doctoral Fellows
Graduate Intern
122300
Graduate Intern
Teaching Assistant
122500
Teaching Assistant
Graduate Assistants
122600
Graduate Assistant
Graduate Fellow
122700
Graduate Fellow
Residence Hall Directors
122800
Residence Hall Directors
NON-EXEMPT STAFF
Salaried Staff
123000
Salaried Staff Full-time
123600
Salaried Staff Part-time
Casual Wage Bus Drivers
123300
Casual Wage Bus Drivers
Disability Pay
123700
Disability Pay (Elig Retire Co)
Employees on temporary budget lines
various
various
123100
AFSCME (Local 439)
123400
AFSCME Trades (Local 3472)
121100
Faculty Full-time
121000
Chairpersons
121100
Faculty Full-time
121000
Chairpersons
AFSCME Unions
(uses same last two digits as regular salary CLASS)
Chair Ninth Supplements
Faculty Admin Supplements
(uses same last two digits as regular salary CLASS)
Chair Admin Supplements
(uses same last two digits as regular salary CLASS)
Financial Training
120300
120800
(uses same last two digits as regular salary CLASS)
900 - 999
Professional Staff Full-time
Post-Doctoral Fellows
Faculty Ninth Supplements
800 - 899
120200
[not used]
200 - 299
300 - 399
Account Description
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R-6
Purpose Acronyms
An acronym is usually, but not always, an indicator of the dept. associated with the purpose code. Sometimes the acronym is NOT an
accurate reflection of the department. The “Dept ID” field should be used to identify the dept associated with the Purpose code.
Last Updated: 4/2/2014
Description
Acronym
ABCD
ACCT
ACPL
ACSC
ACSC
ADMN
ADMN
ADMN
ADMN
ADMS
ADSV
ADSV
AFAC
AFAC
AFAC
AFAC
AFAC
AFRT
AGCM
AGCY
AGEX
AGRI
ALUM
ANSC
ANSY
ANSZ
ANTH
ARCH
ARCL
ARSC
ARSC
ARTC
ARTH
ARTT
ATHL
AUDI
BAMS
BART
BCCR
BENF
BENF
BHAN
BISC
BISZ
BLDG
BMEG
BNFT
BOOK
BOTR
BRDG
BREG
BUAD
BUDG
BUEC
BUEC
BUEC
BUEC
BUEC
Acronym
1743 HOLDINGS LLC
B&E ACCOUNTING & MIS
OFFICE OF THE DEPUTY PROVOST
ACADEMIC ENRICHMENT CENTER
UPWARD BOUND PROGRAMS
AVP EMPLOYEE LABOR RELATIONS
EMPLOYEE EDUCATION & TRAINING
FACULTY & STAFF ASSISTANCE
VICE PRESIDENT FINANCE AND ADMINISTRATION
ADMISSIONS OFFICE
AUXILIARY SERVICES
PUBLICATIONS
CAMPUS DIVERSITY / MULTICULTURAL PROGRAMS
CNTR FOR BLACK CULTURE
DISABILITIES SUPPORT SERVICES
LGBT COMMUNITY OFFICE
OFFICE OF EQUITY AND INCLUSION
AIR FORCE ROTC
AGRICULTURAL COMMUNICATIONS
AGENCY
AG EXTENSION
AGRICULTURE AND NATURAL RESOUR
ALUMNI RELATIONS
ANIMAL AND FOOD SCIENCES
ANSFDBI50 (SPECIAL RETURN OF OVERHEAD)
ANFSDBI (SPECIAL RETURN OF OVERHEAD)
ANTHROPOLOGY
OFFICE OF THE ARCHIVIST
CTR ARCHAEOLOGICAL RESEARCH
ARTS & SCIENCES
MALS PROGRAM
ART CONSERVATION
ART HISTORY
ART
INTERCOLLEGIATE ATHLETICS PROG
INTERNAL AUDITING
BLACK AMERICAN STUDIES
BARTOL RESEARCH INSTITUTE
BOB CARPENTER CENTER
BENEFITS
EMPLOYEE WELLNESS
BEHAVIORAL HEALTH AND NUTRITION
BIOLOGICAL SCIENCES
BIOLDBI (SPECIAL RETURN OF OVERHEAD)
FACILITIES
BIOMEDICAL ENG PROGRAM
BENEFITS SERVICES
BOOKSTORE
OFFICE OF THE PRESIDENT
CNTR INNOVATIVE BRIDGE ENGR
BIORESOURCES ENGINEERING
BUSINESS ADMINISTRATION
BUDGET OFFICE
FAMILY BUSINESS CENTER
LERNER COLG OF BUS & ECON
MBA PROGRAM
VENTURE DEVELOPMENT CENTER
WEINBERG JOHN L CORP GOV CTR
UD Financials Training
CACR
CANG
CARE
CBER
CCMT
CCST
CCZR
CEEP
CEEP
CEHD
CFCR
CHEG
CHEM
CHEP
CHGY
CHMZ
CIED
CIEG
CISC
CISD
CISZ
CMET
CNST
COMM
COMP
CONF
COUN
COUN
COUN
CPCO
CSME
CTCR
CTED
CTED
CTED
CTED
CTEF
CTEF
CTEF
CWSP
CYBR
CYSE
DBIO
DCTE
DCTE
DCTE
DCTR
DEBT
DERI
DEVT
DGSY
DINE
DISA
DRUG
DSEC
EAMC
ECON
ECON
1 of 3
Description
CNTR FOR APP COASTAL RESEARCH
RESEARCH OFFICE
CAREER SERVICES CENTER
CNTR BIOMED ENGR RSCH
CNTR FOR COMPOSITE MATERIALS
CTR FOR CATALYTIC SCI & TECH
DELAWARE ENVIRONMENTAL INSTITUTE
CNTR FOR ENRGY & ENVIRONMNTL P
ENVIRONMENTAL & ENERGY POLICY PGM
COLLEGE OF EDUCATION & HUMAN DEVELOPMENT
CTR FOR FUEL CELL RESEARCH
CHEMICAL ENGINEERING
CHEMISTRY & BIOCHEMISTRY
UD EARLY LEARNING CENTER
CHEGDBI (SPECIAL RETURN OF OVERHEAD)
CHEMDBI (SPECIAL RETURN OF OVERHEAD)
CIED/DISA (SPECIAL RETURN OF OVERHEAD)
CIVIL AND ENVIRONMENTAL ENGINE
COMPUTER & INFORMATION SCIENCE
CIS/DISA (SPECIAL RETURN OF OVERHEAD)
CIS/DBI (SPECIAL RETURN OF OVERHEAD)
CNTR FOR MOLE & ENGINEER THERM
FASHION & APPAREL STUDIES
COMMUNICATION
CLASSIFICATION/COMPENSATION
CONFERENCES
CNTR FOR COUNSEL & STUDENT DEV
STUDENT SERVICES FOR ATHLETES
WELLSPRING
CENTER FOR POLITICAL COMMUNICATION
CNTR STUDY OF METALS IN ENVIRO
CTR TRANSLATIONAL CANCER RESEARCH
PCS-ACADEMIC PROGRAMS
PCS-DISTANCE LEARNING
PCS-PROF & NONCREDIT PROGRAMS
PROFESSL & CONTINUING STUDIES
CTR FOR EDUC EFFECTIVENESS
OFC OF EDUCATIONAL ASSESSMENT
OFC OF SERVICE LEARNING
FINANCIAL AID - COLLEGE WORK STUDY PROGRAM
CTR INFORMATION & COMMUNICATIONS SCIENCES
CYBER SECURITY INITIATIVE
DE BIOTECHNOLOGY INSTIT (DBI)
DELAWARE CTR FOR TEACHER EDUCA
EDUCATION-RESOURCE CENTER
OFFICE OF TEACHER RECRUITMENT
DELAWARE CTR - TRANSPORTATION
RETIREMENT OF DEBT
DE REHABILITATION INSTITUTE
UNIV DEVELOPMENT
DELAWARE GEOLOGICAL SURVEY
DINING SERVICES
DISASTER RESEARCH CENTER
CNTR FOR DRUG & ALCOHOL STUDIE
CENTER FOR DISABILITY STUDIES
WP - AMERICAN MATERIAL CULTURE
CTR APPL BUSI & ECON RESEARCH
CTR FOR ECON EDUC & ENTREPRNR
5/21/2014
R-7
Purpose Acronyms
Description
Acronym
ECON
EDUC
EDUC
EDUC
EDUC
EDUC
EDUC
EDUC
EFRC
ELEG
ELEZ
ELIN
ENER
ENGL
ENGR
ENGR
ENTO
EQMT
EXEC
EXFA
FACL
FACS
FAST
FINC
FLEX
FLLT
FREC
FSSS
GEOG
GEOL
GIFT
GRAD
GRCC
GVRL
HESC
HIST
HMRS
HNES
HNSC
HNSC
HONR
HRIM
HRSA
HSNG
HSNG
HUSR
IFST
IFST
INPR
INSU
IPCT
IPSS
IPSS
IRPL
ISER
ISLL
ITAD
ITAT
ITEC
ITIN
ITMS
ITMV
Acronym
ECONOMICS
CTR EDUCATIONAL LEADERSHIP & P
CTR FOR MATH & SCIENCE ED RESO
EDUCATION
EDUC-RESEARCH & DEVELOPMENT CE
OFFICE EDUCATIONAL TECHNOLOGY
SCHOOL OF EDUCATION
THE COLLEGE SCHOOL-EDUCATION
ENERGY FRONTIER RESEARCH CENTER
ELECTRICAL AND COMPUTER ENGRG
ECEDBI (SPECIAL RETURN OF OVERHEAD)
ENGLISH LANGUAGE INSTITUTE
ENERGY CONVERSION
ENGLISH
ENGINEERING
OPTELEC SYSTM INTEGRAT SILICON (OPSIS)
ENTOMOLOGY & APPLIED ECOLOGY
ASST MNGT EQUIP-INACTIVE CODES
OFFICE OF EXEC V/P & UNIV TREA
FINANCIAL AID - EXTERNAL AGENCY
FACILITIES
FACULTY SENATE
ASST MNGT FACL-INACTIVE CODES
B&E FINANCE
UD1 FLEX OFFICE
FOREIGN LANG & LITERATURES
APPL ECONOMICS & STATISTICS
OFC INTERNATIONAL STUDENTS & SCHOLARS
GEOGRAPHY
GEOLOGICAL SCIENCES
GIFT PROCESSING
GRADUATE AND PROFESSIONAL EDUCATION
UNIVERSITY PRINTING
GOVERNMENT RELATIONS
HEALTH,NUTRITION,EXERCISE SCI (SEE HNES)
HISTORY
HUMAN RESOURCES
HEALTH,NUTRITION,EXERC. SCI (Jul2010 move to BHAN/KAAP)
CHNS SPECIAL PROGRAMS
DEANS OFC HEALTH SCIENCES
UNIVERSITY HONORS PROGRAM
HOTEL & RESTAURANT MANAGEMENT
RECORDS MANAGEMENT
HOUSING ASSIGNMENT SERVICES (AUXILIARY)
STUDENT HOUSING
HUMAN SERVICES
HUMAN DEVELOPMENT & FAMILY STUDIES
LAB PRESCHOOL
IT-INFORMATION TECHNOLOGIES
ASST TREAS-RECEIPTS\REAL EST
INTELLECTUAL PROPERTY CENTER (IP CENTER)
INSTITUTE FOR GLOBAL STUDIES
SPECIAL SESSIONS
INSTITUTIONAL RESEARCH
UNIVERSITY OF DELAWARE ENERGY INSTITUTE
INTERDISCIPLINARY SCIENCE LEARNING LABORATORIES (A&S)
IT-INFORMATION TECHNOLOGIES
IT-ACADEMIC TECHNOLOGY SERVICES
IT-INFORMATION TECHNOLOGIES
IT-INFRASTRUCTURE
IT-MANAGEMENT INFORMATION SERV
IT-UNIVERSITY MEDIA SERVICES
UD Financials Training
2 of 3
ITNS
ITUS
ITWD
JWST
KAAP
LABR
LIBR
LING
LOAN
MAIL
MAIN
MASC
MASD
MAST
MASZ
MATH
MEDT
MEEG
MLSC
MOTR
MOVR
MSEZ
MSST
MUSC
MUSE
NEUR
NTDT
NURS
OEIP
OHSA
OLAM
PARA
PBRL
PBRL
PHIL
PHYS
PHYT
PLNT
PLSC
PLSY
PLSZ
POSC
PRES
PROV
PSYC
PURC
RCRT
RECR
REGI
RENT
RNOV
RSLF
SAFE
SAFE
SBDC
SCHL
SMSP
SOCI
STDT
STDT
STDT
STDT
Description
IT-NETWORK & SYSTEMS SERVICES
IT-CLIENT SUPPORT & SERVICES
IT-WEB DEVELOPMENT
JEWISH STUDIES
KINESIOLOGY AND APPLIED PHYSIOLOGY
LABOR RELATIONS
LIBRARY
LINGUISTICS & COGNITIVE SCIENCE
LOAN FUNDS
MAIL SERVICE
FACILITIES
MATERIALS SCIENCE
MAST/DISA (SPECIAL RETURN OF OVERHEAD)
EARTH, OCEAN, AND ENVIRONMENT, COLLEGE OF
MASTDBI (SPECIAL RETURN OF OVERHEAD)
MATHEMATICAL SCIENCES
MEDICAL LABORATORY SCIENCES
MECHANICAL ENGINEERING
MILITARY SCIENCE
TRANSPORTATION SERVICES
MOVERS SERVICES
MSEDBI (SPECIAL RETURN OF OVERHEAD)
MUSEUM STUDIES
MUSIC
UNIVERSITY MUSEUMS
NEUROSCIENCE
HEALTH,NUTRITION,EXERCISE SCI
SCHOOL OF NURSING
OFC OF ECON INNOVATION & PARTNERSHIPS
ENVIRONMENTAL HEALTH AND SAFETY
OFC OF LAB ANIMAL MEDICINE
ASSOC IN ARTS PROGRAM
COMMUNICATIONS & MARKETING
PHOTOGRAPHIC SERVICES
PHILOSOPHY
PHYSICS & ASTRONOMY
PHYSICAL THERAPY
FACILITIES
PLANT & SOIL SCIENCE
PLSCDBI50 (SPECIAL RETURN OF OVERHEAD)
PLSCDBI (SPECIAL RETURN OF OVERHEAD)
POLITICAL SCI & INT RELATIONS
OFFICE OF THE PRESIDENT
OFFICE OF THE PROVOST
PSYCHOLOGY
PROCUREMENT SERVICES
RECRUITMENT
RECREATION SERVICES
OFFICE OF UNIV REGISTRAR
ASST TREAS-RECEIPTS\REAL EST
FACILITIES
RESIDENCE LIFE
CAMPUS AND PUBLIC SAFETY
PARKING SERVICES
SM BUSINESS DEVELOP CENTER
FINANCIAL AID - SCHOLARSHIP
SCHOOL OF MARINE SCIENCE AND POLICY
SOCIOLOGY
ASST VP STUDENT LIFE
BALLROOM DANCE
CULTURAL PROGRAMS
DEAN OF STUDENTS
5/21/2014
R-7
Purpose Acronyms
Description
Acronym
STDT
STDT
STDT
STDT
STDT
STDT
STFS
STGP
STGP
STHS
SUPS
TCKT
THEA
TREA
TREA
TREA
TREA
UAPP
UAPP
UAPP
UAPP
Acronym
E. ARTHUR TRABANT UNIVERSITY C
NEW STUDENT ORIENTATION & PARENT RELATIONS
OFFICE OF STUDENT CONDUCT
STUDENT ACTIVITIES
STUDENT CENTER
VP STUDENT LIFE
STUDENT FINANCIAL SERVICES
RECREATION SERVICES
STUDENT ACTIVITIES
STUDENT HEALTH SERVICES
SUPPORTING SERVICES
UNIVERSITY TICKETING SERVICES
THEATRE
GENERAL ACCOUNTING
INVESTMENTS
TREASURY SERVICES
UNIVERSITY FINANCE
CHEP - HEALTH SVCS POLICY RSCH
CTR APPLIED DEMOGRAPY & SURVEY
CTR COMMUNITY RESEARCH & SERV
CTR FOR HIST ARCH & DESIGN
UD Financials Training
UAPP
UAPP
UAPP
UAPP
UAPP
UAPP
UBUD
UDGS
UDPR
UFRE
UGRP
UNIV
UNRL
URBB
USEC
USLP
UTIL
VPEM
WMAF
WOMS
WRIT
3 of 3
Description
INSTITUTE FOR PUBLIC ADMINISTR
LEADERSHIP PROGRAM
MASTER PUBLIC ADMINISTRATION
SCHOOL OF PUBLIC POLICY AND ADMINISTRATION
PUBLIC POLICY & ADMINISTRATION
WATER RESOURCES AGENCY
UNIVERSITY BUDGET
UNDERGRADUATE STUDIES
UD PRESS
AGRICULTURE RESEARCH/EDUCATION
UNDERGRAD RESEARCH PROGRAM
UNIVERSITY WIDE
UNIVERSITY RELATIONS
RBB (BUDGET OFFICE USE ONLY)
OFFICE OF UNIVERSITY SECRETARY
UNDERGRAD STUDENT LEADERSHIP P
FACILITIES
VICE PRESIDENT ENROLLMENT MANAGEMENT
WOMEN'S AFFAIRS
WOMEN AND GENDER STUDIES
UNIV WRITING CENTER
5/21/2014
R-7
University of Delaware
UD Financials
Benefit Costs Fact Sheet – Rates for FY 2014
BENEFIT CATEGORY
PROVISIONAL
EXTERNAL
(FEDERAL) RATE
7/1/13 to 6/30/14
INTERNAL (UD)
RATE
FY 2014
(Applies to 11, 17, 21, 85
and 91 Purposes only)
Faculty / Professionals
34.7%
36.2%
Staff
58.4%
63.9%
Graduate Students – FY11 & FY12
3.5%
7.9%
8.0%
8.0%
(7/1/2010 -6/30/2012)
Other
What are Benefits Costs? (Old term: fringe benefits costs)
Starting with the implementation of Responsibility Based Budgeting (RBB) in FY09, the cost
of University-paid benefits began to be charged to all individual Purpose codes that had salary
expenses. By doing this, departmental staff see their true personnel costs (salaries, wages and
benefits) reflected in their monthly expenses. There are two sets of Benefit Cost rates; the
internal ones are set annually by the Office of the Vice President for Finance. And this office
also negotiates with the federal government (Department of the Navy) to determine external
benefit rates, often at the same time the F&A rates are negotiated.
The internal Benefit Cost rates are typically charged to all Purposes with salary expenses
(except contract and grant codes). See the Budget Office’s website for more information:
http://www.udel.edu/Budget/Benefit%20Rates.html
Contract and Grant Purposes are charged the external rates negotiated with the federal
government. See the Research Office’s website for more information http://www.udel.edu/research/preparing/proposalguide.html. Click Provisional or Fixed
Fringe Benefit Rates for… in the Proposal Tools & Data box.
The Research Office also maintains a Salary Reference Sheet that details the benefit rate by
Account, Class and Salary Plan - http://www.udel.edu/research/xls/acct-class.xls.
The process whereby these costs are distributed is called the Benefits Costs Allocation. It is
run by General Accounting during the month-end closing process.
How are the Benefit Rates calculated?
The calculations are made for four salary classes: faculty/professional, salaried & hourly staff,
graduate students and other. Actual benefit expenses are divided by actual salary expense to
determine a percentage for each salary class. The external (federal) rates are slightly lower
than the UD internal rates due to mandated adjustments to the actual benefit expense amounts
in the federal regulations.
R-8
R8 Benefit Rates FY14
1 of 1
5/21/2014
UD Financials Journal
Tran Source
000
100
102
104
105
106
111
216
217
232
603
604
606
612
615
616
619
620
621
622
623
624
627
628
629
630
635
642
648
650
670
680
ALO
ALO
ALO
BEN
BI
CFC
EHS
EXT
GM
GM
HSG
PAY
PC
PO
PO
Updated: April 2014
TRANSACTION SOURCE Codes
Description
Ref. #
Journal ID begins
Contact Department / Phone Extension
Journal Voucher
Web Cash Transmittal
Flex Transfer - WSFS
Alumni Events
CASHNET Credit Card
CASHNET ACH
Gift Journal Voucher
Central Stores Fuelman Charges
Central Stores Voyager Charges
Accounts Payable
Internal Charge Grapic Communication
Int Chg Chemical Engineer Shop
Request for Service - University Media Services
Request for Service - Photo Reprint
Request for Service - Photo Shoot
Internal Charge Mail Services
Internal Charge Software Share
Int Chg Facilities Service Req
Request for Service - Motor Pool
Request for Service - Bus Service
Request for Service - Shredding
Internal Charge Quick Copy
Request for Service - Movers
Request for Service - Lock Shop
Request for Service - Review Advertising
Request for Service - Academic Technology Services (ATS)
Int Charge Wellness Benefit
Parking/Public Safety Charges
Radio Active Marterials
Request for Service - IT Large Format Print
Int Chg Computing Center Charge
Monthly Toll & Equipment Charge (telephone)
Allocation Process - Benefit Costs
Student Deferred Revenue
Allocation Process - Temp. Invest. Inc. or Endow. Inc.
Benefit Cost Processing
Billing
Chartfield Correction (Automated)
Environmental Health & Safety
RBB Algorithms
Grants - F&A calculation
Grants - Revenue Recognition
Housing Deposits
Payroll Processing
Grants Revenue Recognition Adjustment/CA Projects
Purchasing (credit card purchase)
Purchasing (encumbrance)
(CONTINUED ON THE NEXT PAGE)
Web Req. #
(none)
WSFS Seq. #
(none)
varies by merchant
WEB
ARDIR or ARMN or ARPAY
FLX
ALU
CNT
CNT
ADV
FUE
FUE
AP
GCC
ENGR
RFS
RFS
RFS
MAIL or AUX
RFS
FAC
RFS
RFS
RFS
GCC
RFS or FAC
RFS
RFS
RFS
HU
PUB
RFS
RFS
CCC
TEL
BENFST
DFR
TII* or ENIDST or ENDINC
BENF
BILL
CFC
RFS
RBB
GM
CAGM
HSG
PAY or PAYUPL
CAPC
GPC
(blank)
General Accounting X2176
Cashiers Office X1242
UD1 Flex Office X4033 or X8279
Alumni Relations X2341
Cashiers Office X1242
Cashiers Office X1242
Gift Processing Office X1249
Facilities - Financial Services X2594
Facilities - Financial Services X2594
Procurement Services X2161
University Printing X2154
College of Engineering X4848
University Media Services X3557
Photo Services X8931
Photo Services X8931
Mail Services X8360 or X2151 (Fed Ex)
IT-Client Support & Services X6000
Facilities - Financial Services X2623
Transportation Services X8471
Transportation Services X1187
Supporting Services X2157
Graphics Communication X2154
Supporting Services X2157
Lock Shop X2935
General Accounting X2175
Academic Technology Services X0640
Wellness Center X8388
Public Safety X2478 or Parking X1184
Environmental Health and Safety x8475
IT-Client Support & Services X8442
IT-Security & Access X8446
Telephone Services X2411
General Accounting X2175
Billing & Collection X1526
Investment Accounting
Payroll X8677
Billing & Collection X1526 or X3678
General Accounting X2175, Univ. Finance
Environmental Health & Safety X8475
Budget Office X1234
Research Office X2136
Research Office X2136
Housing X4266
Payroll X8677
Research Office X2136
Procurement Services X2161
Procurement Services X2161
R9 Tran Sources April 2014.xlsx
Transaction ID
Journal Line Ref. #
Vehicle ID
Vehicle ID
Journal Line Ref. #
(none)
Journal Line Ref. #
Web Req. #
Web Req. #
Web Req. #
(none)
Request for Service #
Service Slip #
Web Req. #
Web Req. #
Web Req. #
(none)
Web Req. #
Web Req. #
Web Req. #
Web Req. #
Wellness Ref. #
Journal Line Ref. #
Request for Service #
Web Req. #
Journal Line Ref. #
(none)
(none)
(none)
(none)
Empl ID
(none)
(none)
Web Req. #
(none)
(none)
(none)
Student ID #
Empl ID
(none)
(none)
(none)
1 of 2
5/21/2014
R-9
UD Financials Journal
SAL
SG
SG
SG
SF
UDP
Tran Source
101
103
215
218
311
312
610
611
626
633
634
651
660
400
601
608
609
625
650
900
901
902
903
910
ALO
ALO
ALO
ALO
ALO
BDP
EXT
FIS
Updated: April 2014
TRANSACTION SOURCE Codes
Annual Salary Accrual/Reversal
Allocation of graduate tuition expense
Delaware graduate scholarship allocation
Correction to grad tuition exp or DE graduate scholarship
UDSIS transactions (tuition, pmts, fees, financial aid, etc.)
UDeposit Voucher
last 10 digits merchant #
SLAC
SG
SG
SGUPL
SF
UDP
General Accounting x2175
Ofc of Graduate & Professional Educ X8486
Ofc of Graduate & Professional Educ X8486
Ofc of Graduate & Professional Educ X8486
Billing & Collection X1526
General Accounting X2175
Description (Discontinued Codes)
Ref. #
Journal ID begins
Contact Department / Phone Extension
Web Credit Card
ACH WEB Payment
UDMart (not used after Jan. 2006)
Central Stores DOS Printer Charges
Bi-weekly Payroll (not used after 2003)
Semi-monthly Payroll (not used after 2003)
Internal Charge Chemistry/Biochemistry Storeroom
Internal Charge Special Sessions
Intl Charge GARFS (not used after July 2005)
Int Chg Occup Health (not used after 2003)
Internal Charge The (not used after 2004)
Int Charge Lewes Mail (not used after 2004)
Int Chg Blue & Gold (not used after 2004)
(various events/depts)
(none)
Journal Line Ref. #
(not yet available)
Empl ID
Empl ID
Journal Line Ref. #
Empl ID
WVS
WWT
MVS
(not yet available)
CHEM or FSH
SSUP
Cashiers Office X1242
Cashiers Office X1242
Central Stores X2157
Facilities - Financial Services X2594
HR-Payroll Systems X8677
HR-Payroll Systems X8677
Chemistry & Biochemistry X2454
Special Sessions X2853
Request for Service #
Request for Service #
Request for Service #
Request for Service #
Request for Service #
(none)
Journal Line Ref. #
Request for Service #
Journal Line Ref. #
Journal Line Ref. #
Request for Service #
MVS
000 or MVS
MVS
MVS
MVS
MVS or UPL
MVS
MVS
MVS
MVS
CMS or MVS
Account Services X2126 or X3678
Bookstore X2790
Photographic Services X8931
Physics & Astronomy X2664
Biological Sciences X2285
Marine Studies (Lewes) X55-4320
Original Budget/Budg
Permanent Budget Change
Temporary Budget Change
Non-Monetary Budget Change
Project Budget Research
RBB BEG BUD (not used after 2009)
Journal Line Ref. #
Journal Line Ref. #
Journal Line Ref. #
Journal Line Ref. #
Journal Line Ref. #
000
000
000
000 or RVS
000
Allocation Process - prior month's F&A distribution (not used after 2009)
(none)
(none)
(none)
(none)
Accounts Receivable (not used after June 2007)
Internal Charge Bookstore (not used after Nov. 2004)
Int Chg Photographic Services (not used after Oct. 2005)
Internal Charge Physics Shop (not used after Dec. 2005)
Intl Charge Biology Storeroom (not used after Aug. 2005)
Int Charge RFS Marine Studies (not used after Dec. 2006)
Allocation Process - Redesignation (not used after 2007)
Allocation Process - Beginning Budget
Allocation Process - TII less than 10,000
BUDGET PLANNING (not used after 2004)
External Application - clear suspense or flat file uploads
Financial Information Services (not used after 2010)
R9 Tran Sources April 2014.xlsx
(none)
Web Req. #
DGS
Web Req. #
(none)
000
000
RVS
(none)
FADS
RDS
BEGBD
LS10K
000
UPL or RVSUP(L)
various trans ref #'s
FIS
2 of 2
Budget Office X1234
Budget Office X1234
Budget Office X1234
Budget Office X1234
Budget Office X1234
Budget Office X1234
Budget Office X1234
General Accounting X2175
Budget Office X1234
General Accounting X2175
Budget Office X1234
General Accounting X2175
Admin Serv-Financial & Info Services x6573
5/21/2014
R-9