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OBJECT CODE REQUESTS
Considered by Finance User Group
May 30, 2013
PAYROLL OBJECT CODE CHANGES:
Al Finlayson (Lake Superior College)
PROPOSAL :
Make changes to the Payroll Object codes to aid in use of the budget module.
DETAILS:
Adds:
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Overload Salary (#0320) – Splitting out from Unclassified Part-time (#0120)
Summer Session Salary (#0330)
Unlimited Part-Time Salary (#0340)
Temporary Position Salary (#0370) – For Temp positions & exam monitors
Change:
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Unclassified Part-time/Overload Salary (#0120) to “Unclassified Part-time”
FUG COMMENTS:
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It’s a good start but there will be additional changes that are necessary to capture all data needed when using the budget
module to project payroll.
FUG recommendation was to work with HR-ITS team that is developing the FAMA project. As the new method of building
assignments is developed, object codes should be adjusted to allow for budgeting using the budget module.
In the meantime, System Office Finance staff will put together a short user guide to help HR staff understand object codes.
BOOK RENTAL REVENUE:
From Itasca, Northland, and Dakota CTC
PROPOSAL :
Add new revenue code for “Books, Rental Revenue”.
DETAILS:
Because of Financial aid and increase in book rental programs we need a revenue object code to record Book Rentals for the
Bookstore.
FUG COMMENTS:
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Approved by FUG.
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EBOOK SALES:
Chris Rau (MCTC)
PROPOSAL :
Add a new object code for eBook sales.
DETAILS:
Being able to report eBook sales is going to be one of the key metrics for college bookstores going forward and using the 9218
“Commissions” code would co-mingle funds with other commissions from the bookstore operation. (Such as commissions for book
buyback.)
The eBook sales code could be used to book the initial funds receipt from the student and record the payment to the supplier. The
net amount for the institution’s commission is left in the cost center/gl.
FUG COMMENTS:
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Approved by FUG.
TRANSIT PASS SALES:
Chris Rau (MCTC)
PROPOSAL :
Add new object codes for “Transit Pass Revenue” and “Transit Pass Expense” in the Sales and COGS groups.
DETAILS:
Need new object codes to track the purchases/sales of Transit Passes in the bookstore.
The Transit Passes are currently purchased from MTC using an expense code. Revenue will be booked with the new revenue code.
It is partially subsidized. The revenue code would be paid from College funds (dr 7108 “Cost subsidy out”/cr new rev code).
We could build a separate GL in ENT for the proceeds but all of the effort going to sell the passes is coming out of the bookstore so
we’d like to align revenue and expenses accordingly.
FUG COMMENTS:
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Transit Pass programs are not common in the MNSCU system.
Since they are not a core business activity, Sales and COGS may not be the proper coding for that activity.
Not approved. Revenue reduction is recommended.
GRAD ASSIST STATE WORK STUDY:
Debbie Sinning & Steve Smith (MSU Mankato)
PROPOSAL :
Add new object code for Graduate Assistant State Workstudy (#0935)
DETAILS:
Need to add “Graduate Assistant State Workstudy” code.
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There is a Graduate Assistant Federal Workstudy (0930) and Graduate Assistant Salary (0940); why not a State object code yet?
Question:
4/10/13 – When contacted, MN HESO confirmed there could be grad assist out of State Work Study. (We already have 0930 –
Graduate Assistant Federal Workstudy)
FUG COMMENTS:
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Approved by FUG.
Must work with Lisa Liljedahl to make sure the new code is established in the Student Payroll module programming.
STUDENT TRAVEL – OUT OF STATE:
Pat Leistikow (Itasca)
PROPOSAL :
For 2014, change 2720 to “Student Travel – In state” and add a new code for “Student Travel – Out of state”?
DETAILS:
2720 is listed for student travel but the College wants to track by in-state and out of state.
FUG COMMENTS:
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Additional analysis needed.
FUG Members were concerned that splitting in-state and out-of-state student travel activity would increase risk of misclassification due to the unclear definitions of in-state versus out-of-state travel. (They are defined differently than
employee travel.)
NON-CREDIT, NON-CONTRACT COURSES AND CAMP REVENUE:
Dave Thorn & Tanya Schauman (Winona State)
PROPOSAL :
Add new revenue object code for “Course and Camp – Non-credit”. (One that is able to use for third party.)
DETAILS:
Can’t use 9179 (Non Credit NON Occup/Prof focused) and 9178 (Non Credit Occup/Prof Focused) because they are set up as
Standard Student Fees object codes and cannot be used in third party.
Can use 9182 (Contract Training – Non-Credit) because it’s a “Term and Non-Term” coded but this scenario is not on contract.
FUG COMMENTS:
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FUG Approved but recommended calling it “Non-credit Training” 9187.
Need to craft a long description on it’s use. Check with Winona State to make sure that would work for what they had in
mind.
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7025 EXPENSE REIMBURSEMENT:
PROPOSAL :
Should we discontinue use of 7025 (“State Ag Reimb - Exp Refunds only”) for FY 2014?
DETAILS:
It was established to allow for MAPS interagency receipts for expenditure reductions. (MAPS code 2R00) Now that SWIFT payments
from State Agencies go directly to local bank accounts, there is no need to receipt to 7025 before using an expense transfer to move
it to the proper expense code to reduce.
FUG COMMENTS:
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FUG members were not aware of any continued benefit to it’s use in normal business processing. Recommended
eliminating for FY 2014.