SBCTC Report
Miscellaneous Items
BAR
October 23, 2015
Year-End
SMART Entries
• Not all SMART made it to AFRS
• FY2012-13: 1,161
• FY2013-14: 1,383
• FY2014-15: 2,125
 1,849 entered in AFRS
 276 records not entered in AFRS
2
Investing
• RCW 39.60.050 – authority to invest…
• According to Treasurer’s Office, colleges
are required to make investment
decisions.
• Investment firm can recommend legal
investments but college must make
decision.
3
Facilities and Equipment Inventory System
(FAE)
Past
• April, 2010 BAC recommended to WACTC to move to
single inventory system
• BAC tasked OFC to move inventory to Megamations
Goal
• Single, centralized system of web-based access to staff
anytime, anywhere.
4
Facilities and Equipment Inventory System
(FAE)
Since Then
• MM & 25Live designated as core to ctcLink
•
•
•
•
24 districts are using MM for facilities maintenance
24 districts that converted to v.2.5 have inventory updated
No districts used MM for financial reporting (depreciation…)
2 districts are working with SBCTC to develop depreciation
schedule that meets the financial reporting requirements
and standards.
5
Facilities and Equipment Inventory System
(FAE)
Going Forward
• SBCTC-IT support for FAE will end 12/31/2015 with
retirement of key staff
• Work has started to synthesize data between, MM, CS, 25L
and PS
• Goal is to require data of key data only once!
6
Facilities and Equipment Inventory System
(FAE)
Next Steps
• Contact Guy Hollingbury (ghollingbury@sbctc.edu; 425803-9727 to arrange for data conversion
• Verify the results of the depreciation schedule against your
existing report.
• Contact Carmen McKenzie to designate MM (instead of
FAE) as your source of data for the facilities warehouse.
7
8
ctcLink
Accounting
Tuition
Distribution
Operating Fee
Inst Fin Aid
Building Fee
Innovation
S&A
Fund
(Appr
Index)
149
860
060
561
522
Class
(Prog
Index)
509
279
289
288
264
9
ctcLink
Accounting
Proposed VPA Entries
VPA – Treasurer
Reimbursement
FMS
Equivalent
ctcLink
Dr
Cr
Dr
Cr
Record Exp
Issue Check
60xxxx 509000 6510 519x
509000 101000 519x 1110
Rcd OST Rec
Rcd Ost Cash
101354 707120 1354 4310
101000 101354 1110 1354
10
ctcLink
Accounting
Tuition
Distribution
Operating Fee
Inst Fin Aid
Building Fee
Innovation
S&A
FundClass
149-509
860-279
060-289
561-288
522-264
PI Used
16
4
13
12
1
11
ctcLink
Accounting
GL Combination
Edits
1. Required Chartfields
•
•
•
•
•
Operating Unit
Fund Code
Department
Class
State Purpose
12
ctcLink
Accounting
GL Combination
Edits
2. Unallowable Finance Accts
•
•
•
•
601001 - 601999 - Salaries
602001 - 602999 - Benefits
613020 – Payroll Processing
999010 – 999030 - Statistical
13
ctcLink
Accounting
GL Combination
Edits
3. Class Not Used
• 100 (requested all classes
ending in 0 used only for rollup
reporting)
• 500 (requested all 5xx)
14
ctcLink
Accounting
GL Combination
Edits
4. Funds Used with Project
(Funds must have associated project)
•
•
•
•
•
•
•
145
147
057
060
253
357
999 LT Obligations ??
15
ctcLink
Accounting
5. Limited Revenue Accounts
GL Combination
Edits
• 345001 – Tuition
• 340500 – Investment Income
(Revenue accounts used with Fund 149)
16
ctcLink
Accounting
GL Combination
Edits
6. Fund 4/5 Series Accounts
(Fund 4xx & 5xx {except 561) cannot use
following accounts)
•
•
•
•
•
•
366000 (611000) – Interagency Reimb
366009 (611010) – SA
366019 (611020) – SB
366029 (611030) – SC
366039 ( 611040) – SE
366049 ( 611050) – SG
17
ctcLink
Accounting
GL Combination
Edits
6. Fund 4/5 Series Accounts
(Fund 4xx & 5xx {except 561}cannot use
following accounts)
•
•
•
•
•
366059 (611060) - SJ
Delete (611070) - SK
366069 (611080) - SN
366079 (611090) - SP
366099 (611110) – SX
18
ctcLink
Accounting
GL Combination
Edits
7. HCM Departments
(Finance transactions cannot use HCM
departments)
• 98500 - 99999
19
ctcLink
Accounting
GL Combination
Edits
8. Project Required
(Projects may only be used with following
Funds)
•
•
•
•
•
•
•
145
147
057
060
253
357
999 LT Obligations ?
20