Introduction to the
Pace University
SPARTA
Financial Management System
FMS
Chart of Accounts Structure
Chart of Accounts
The classification of accounts
The core of the Pace University
Financial Management System (FMS)
New FMS provides flexibility with some
restrictions
Essential to the preparation of the
institutions financial statements
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Chart of Accounts cont.
Provides the basis for reporting (year-end,
organizational, comparison), budget control
(hierarchal and pooled), and security
Drives finance functions(AP, GL, FA, etc)
and non-finance functions (Position Control,
AR, etc.)
Will be used in both the Student and
Human Resource Systems as well as all
other systems at the University that
interface with the Finance System
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Chart of Accounts Basic Elements
At Pace, FMS users will enter an Index Code
which automatically infers (enters) the basic
elements of the Chart of Accounts
FUND
ORGANIZATION
ACCOUNT
PROGRAM
ACTIVITY
LOCATION
All automatically filled out
by entering the Index
Code except for the
Account Code (required)
and Activity Code
(optional) Element
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Chart of Accounts elements
Index
Chart
Fund
Cost
Reporting Accountin
Center
entity
g
Code used (Pace
Entity
for data
University) which
entry to
denotes
infer the
the
remaining
specific
elements of
fund acctg
the chart
identificati
except for
on
account
Organization
Account
Budget
Assets
Department
Liabilities
Program
Activity
Functional
Categories
denoting
Lowest
Fund balance the
level is the
programs
Revenue
Cost Center
that are
Code
Expenditures related to
the cost
Transfers
center
(HEGIS
codes)
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Location
Code
Campus
used to
building
identify
room
special
programs
or
activities
that cut
across
organizati
onal units
Used for Budget Management
Cost Center Code - (index code entry)
Pace University defined value representing a
set of Chart of Account elements (shortcut key)
Relates all elements of the Chart of Accounts
except for “account”
Defines a specific authorized and budgeted
combination of elements
Shortcut to speed data entry
Improves accuracy at the detail level
Is also the lowest level Organization Code
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COA Basic Components
Fund Code
Self balancing set of accounts
Represents funding sources for the University
Used to comply with restrictions or regulations
Used to prepare annual financial statements
Used for federal reporting
Used for budget management
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COA Basic Components
Organization Code
Identifies a unit of budget responsibility or units within
the institution
Defines who spends the money
Establishes a hierarchy for roll up, summarization and
reporting purposes
Used for budget control, budget management,
reporting and security
Critical element of the COA
Used for other applications to define the University’s
organizational hierarchy
The Lowest level of the hierarchy is the Index code
that relates all elements of the Chart of Accounts
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COA Basic Components
Account Code
Line item within the institutions financial
structure (provides specific reporting level
detail for transactions)
Used to classify General Ledger accounts
(Assets, Liabilities, Fund Balances, etc.)
Used to classify Operating Ledger
accounts (Income, Expenditures,
Transfers)
Used for budget control
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COA Basic Components
Program Code
Enables the institution to identify a functional
level of activity such as Instruction, Research,
Academic Support, etc.
Segregates activity (revenues / expenditures)
by programmatic classification
Used for unit cost
Used to prepare financial statements
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COA Basic Components
Location Code
Identifies physical locations for cost
accounting purposes
Categorizes the institution’s facilities
Assists in the management of Fixed
Assets and Plant Management
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COA - Hierarchy
Each Chart Of Accounts Element is
created with a reporting hierarchy (Fund,
Organization, Account, Program, Location)
Key to reporting options
Flexible structure
Allows for the summarization at varied
levels
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Chart elements
Hierarchy
Index #
Fund
Organization
Account
Program
Activity
Location
Field size
6
6
6
6
6
6
6
Hierarchy
levels
NA
5
8
4
5
1
5
Required /
Inferred
R
I
I
R
I
I
I
All elements are alpha/numeric
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Cost Center Code - Index
Index Fund Orgn Program Location
FA501 infers F00101 XFA501 P00503 CB17
B0110 infers F00101 BU0110 P00001 CN30
(5)
(6)
(6)
(6)
(6)
(ADMINISTRATIVE example)
(ACADEMI example)
The Index code is the lowest level Organization Code.
The Index code (alias) infers elements of the COA
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Fund Code Assignments
F00101 – F00132
F00501 – F01111
F01601 – F06261
F36101 – F36107
F06301 – F07501
F36201 – F36605
F07701 – F08341
F08401 – F09137
F10001 – F13198
F16001 – F25197
F37001 – F50002
Current Operating Funds
Non Operating Funds
Temp Restricted Federal
Federal Pell
Temp Restricted State
Tuition Assistance (TAP)
Temp Restricted Local
Temp Restricted Private
Endowment Spendable
Endowment Non Spendable
Student Organizations
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Fund Hierarchy -- Example
Fund level 1
F95500
Fund level 2
Temp Restricted Local
F90505
Fund level 3
Fund level 4
County of Westchester
F07900
F07903
Office for Woman
Westchester County Human Rights
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Organization Code Assignments
AA0000 – AA9999
AS0000 – AS9999
BU0000 – BU9999
CS0000 – CS9999
ED0000 – ED9999
LW0000 – LW9999
NU0000 – NU9999
SA0000 – SA9999
WT0000 – WT9999
Academic Affairs
Dyson College
Lubin School of Business
Computer Science and Info Sys
Education
Law
Lienhard School of Nursing
Student Affairs
World Trade Institute
XAD000 – XAD999
XFA000 – XFA999
XHR000 – XHR999
XIT000 – XIT999
XPH000 – XPH999
XUR000 – XUR999
Offices
Offices
Offices
Offices
Offices
Offices
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of the President
of Finance & Admin
of Human Resources
Information Technology
of Philanthropy
of University Relations
Organization Hierarchy
example
XFA000
XFA300
Offices of Finance & Administration
Facilities Management
XFA320 Energy Management
This is the
Cost Center
Code
XFA370
Utilities Martine Avenue
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Account Code Assignments
A00000 – A99999
E00000 – E99999
E00000 – E00999
E01000 – E01999
E02000 – E02999
E05000 – E05999
E10000 – E29999
E30000 – E49999
E50000 – E59999
E60000 – E69999
E70000 – E79999
E80000 – E89999
L00000 – L99999
N00000 – N99999
R00000 – R99999
T00000 – T99999
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Assets
Expenditures
Full Time Salaries
Part Time Salaries
Work Study Salaries
Fringe Benefits
Supplies & Services
Utilities & Plant Contracts
Internal Service Charges
Capital Expenses
Depreciation
Interest
Liabilities
Net Assets/Fund Balance
Revenues
Transfers
Account Hierarchy - example
Account level 1
Account level 2
Account level 3
Account level 4
E01100 Supplies & Services
E01110 Supplies
E19200 Supplies Computer
E19202 Computer Accessories
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Program Code Assignments
P00001-P00006
P00101-P00102
P00301-P00308
P00401-P00407
INSTRUCTION
RESEARCH
ACADEMIC SUPPORT
STUDENT SERVICES
INSTITUTIONAL SUPPORT
OPERATION & MAINT of PLANT
AUXILIARY ENTERPRISES
P00501-P00504
P00601-P00606
P00801-P00804
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Program Hierarchy - example
Program level 1
Program level 2
Program level 3
PP0000 Program
P00000 Instruction
P00006 Public Service
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Chart of Accounts Lookup
http://appserv.pace.edu/chartofaccounts
A tool designed to assist users in the
transition to the new system
QUESTIONS ???
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