COM Overview,
Chart fields and
Forms
HSC110
Primary Data Systems
Three primary financial data systems
OASIS (for student activity)
GEMS (for HR activity)
FAST (the true accounting/financial application)
Module Integration
Modules are designed to integrate with
other modules based on business flow
Original entries may be created in one module
Posted to another module
Then posted to General Ledger – all financial transactions
ultimately post to the General Ledger
The Data Flow
Leading to Chart Field Structure
SET ID
BUSINESS UNITS
CHART OF ACCOUNTS
LEDGERS
ROSETTA STONE
Chart
Field
Structure
USF Chartfield Structure
 Seven basic chart field values are combined to
form a chart field string:
1.
2.
3.
4.
5.
6.
7.
The GL expense account code,
Operating Unit,
Fund,
Department ID,
Product,
Initiative,
and Project ID
USF Chart Field
Structure
A chart field value:
• a combination of numbers
and/or letters,
• identifies the characteristics of
an accounting transaction,
• identify the source and purpose
of a transaction and
• Identifies how and where it is
reported.
Chart Field Structure cont.
Operating Unit: This is a further breakdown within one
company to show different segments of the company. At USF, we
use the operating unit to identify campuses and large individual
segments such as USF Health. The operating units are 3 spaces
long and currently we only use letters. (Example: HSC)
Fund ID: This separates funding sources for reporting purposes.
In addition, specific funds will have specific restrictions on how
they may be used. For instance, the use of federal research
funds (fund ID 20000) must comply with federal regulations.
General revenue funding from the State of Florida (fund ID
10000) must be used in compliance with state
regulations.
Fund Type cont.
 Common Fund types:










00001-09999 – Auxiliary (unrestricted) identifying a particular
Educational Business Activity (EBA)
10000 – E&G
10009 – Carry Forward
14XXX – Federal Stimulus
18XXX – Research Initiative Account (RIA)/Internal Award
2XXXX-22XXX – Sponsored Projects (Grants and Contracts)
28XXX – FWSP student worker funds
24XXX – Endowment Convenience
940XX – 943XX – Foundation Convenience AKA Agency Funds
945XX – 946XX – UMSA Convenience AKA Agency Funds
Chartfield Structure cont.
Department ID: This section of a chart field is used to define a cost
center, one with a budget for its area, such as a college department.
There are 6 characters, all numbers, in the department ID. (Example:
610100)
Department XXXXXX
Starts with 6
Starts with 60
Starts with 61
Starts with 62
Starts with 63
Starts with 63
Starts with 64
Starts with 65
Starts with 66
Starts with 67
Starts with 68
Starts with 69
USF
USF
USF
USF
USF
USF
USF
USF
USF
USF
USF
USF
Health
Health
Health
Health
Health
Health
Health
Health
Health
Health
Health
Health
Vice President & Administration
College of Medicine
College of Nursing
Institutes
College of Pharmacy
College of Public Health
Construction
Library
Medical Clinics
Central Services
Central Services
Chartfield Structure cont.
Product: This is an identifier used to keep track of the
accounting at a certain level in each department. There are 6
characters in the product section of a chart field. They may be
a combination of numbers and/or letters. (Example MEDXXX)
Initiative: An initiative is similar to a product; this is a
different type of identifier that allows a department to further
break down funding sources. For example, it is primarily used
for RIA accounts, or to track internally funded awards.
(Example 00XXXXX) last 5 digits of Employee ID.
Projects: This is the only optional section of a chart field. It
is used to track sponsored projects (10 alpha numeric
characters) and construction projects (14 characters). Example
6119112100
Funding Sources
Funding Sources
E&G (Educational & General)
These are funds appropriated by the State annually.
Example: 10000
Policies: http://usfweb2.usf.edu/purchasing/
CF (Carry Forward)
Unspent E&G budget that rolls over to the new fiscal year when
REQUESTED AND APPROVED (7/1 to 6/30)
Example: 10009
Policies: http://usfweb2.usf.edu/purchasing/
Contracts and Grants
20XXX– Federal
21XXX– State
22XXX – Private
Example: 21000
Policies: http://usfweb2.usf.edu/uco/research/
Funding Sources
RIA (Research Initiative Account) – Internal Award
RIA Distribution:183XX
Fixed Price Residuals: 18370
Policies:
http://www.research.usf.edu/files/sr/AllowableExpenses.pdf
Auxiliary
0XXXX
Policies: http://compass.custhelp.com ( type in “Auxiliary” in
search box)
Funding Sources
 Convenience
 Foundation Endowed Chair: 24xxx
 Foundation: 940xx – 943xx
 UMSA : 945xx – 946xxx
 Policies: http://compass.custhelp.com (Search by category
“Foundation”)
New Chartfield Setup
1. Request for New Chartfield form Request for Chartfield
2. GEMS combo codes (payroll)
Request to Establish a New GEMS Combination Code Form
3. Workflow form (used to set up purchasing process)
FAST Workflow Request Form
Convenience Account Set up
USF salaries cannot be paid directly
from Foundation or UMSA accounts,
therefore, USF Foundation/UMSA
Convenience accounts are created to
transfer money from
Foundation/UMSA to USF, so that
salaries can be paid.
The following apply to convenience
accounts only:
 Memo requesting establishment of
chartfield
 Internal form
 Foundation(USF) Check/Transfer request
or UMSA PO
 Budget
Convenience Account Set up
All forms must be sent to the Division of Sponsored Research,
30338 USF Holly Dr..
Once you receive a new chart field, you must then submit the
Foundation Check Request Form or UMSA Funding Packets with
new chart field information so that money can be transferred.
?
College of Medicine
Commonly Used Forms
University of South Florida – Tampa, FL
USF HEALTH Human Resources
 Human Resource services for all USF Health employees and
departments are provided by HR Service Center D. The service
center model is a team approach, providing excellent customer
service through centralized, dedicated resources for HR actions.
 Service Center D is staffed by the following six HR professionals:
–
–
–
–
–
–
HR Service Consultant
Employment Center Representative
Employment Specialist
Benefits Representative
Employee Relations Consultant
Learning & Development Facilitator
USF HEALTH Human Resources
 Contact List for Service Center D
Commonly Used HR Forms
1.
Appointment Status Form (ASF) (completed on line)
GEMS > USF Menu Items> Inquire> ASF
Have the accountable officer sign the ASF and send to our HR Representative, SVC 2172
2.
Request to Establish New GEMS Account Codes
GEMS Combo Codes can be found in GEMS
Path is: Gems  Set Up HRMS  Product Related  Commitment Accounting
 Budget Information  Chartfield Transaction Table
3.
GEMS access Form
4.
Payroll Distribution Form
1.Completed form to be sent to paydist@health.usf.edu
Commonly Used HR Forms
•
Payroll Distributions must be completed:
•
•
•
•
every time you hire a new employee,
every time an employee's record changes, and
anytime an employee’s funding source changes
If you are changing an employee’s effort on a sponsored award,
you must submit a new pay distribution AND the PI must approve.
Note: If the employee is over the NIH salary cap, you must
submit an NIH Salary Cap Worksheet
•
The pay distribution percentages must equal 100%, regardless of
the employee’s FTE.
•
Once the form is complete, send to paydist@health.usf.edu or
deliver to the Business Office, MDC 66
How to Check Pay Distribution
Path is: Set up HRMS  Product Related 
Commitment Accounting  Budget Information
 Department Budget Table USA
You can look up the pay distribution:
- for an entire department,
- for an individual,
- for the current Fiscal Year
Commonly Used HR Forms
 Hiring and Personnel Action Freeze
Exception Form
 Retroactive Expenditure Transfer (RET)
RET Form
•
RETs are used to transfer salaries between funding sources
•
Transfers should be made promptly after the error occurs, but no later than 90
days following the date of occurrence unless removing salary from a sponsored
award
•
Queries for pulling the RET information can be found in GEMS
•
Do not modify the queries. Only input salaries (not fringes) on the MOVE
column.
•
The subject line of the RET must include:
•
EMPLID, RCD#, Last Name, From (project # and fund code), to (project #
and fund code), PPE-PPE
•
For RETS including sponsored research, RIA accounts or convenience
accounts, send the RET to RFMRETNotify@research.usf.edu
•
For RETS including non grant related funds, send the RET to
UPRRETNotify@admin.usf.edu
RET Form
Purchasing Forms
1. Purchase Order Request
2. Purchase Order Change
3. Payment Request
4. Purchase order Close Form
Purchase Order Request
Purchase Order Request
•
Purchase Order Requests are used to document orders that you wish to
purchase using state dollars.
•
Make sure the information is as detailed as possible.
•
Make sure the necessary quotes are attached or documented
•
Less than $5000 only need a verbal quote
•
Greater than or equal to $5000 and less than $25,000 you must have
2 quotes. They can either be verbal or written
•
Greater than or equal to $25,000 and less than $75,000 you must
have 3 written quotes
•
Greater than or equal to $75,000 must be sent for competitive bids
•
Once an accountable officer signs the PO request form, submit to the
designated individual who enters PO’s into the FAST system
•
Note: This form is internal to the COM and should not be sent to
Purchasing
Purchase Order Change Form
Purchase Order Change Form
•
PO change forms are used to make changes on PO’s that have already
been approved by the Purchasing Department
•
You can change multiple items on the PO
•
Cancel every line item
•
Close the remainder of the PO
•
Change the chartfield for the entire PO or single lines
•
Increase or decrease quantity
•
Increase or decrease dollar amount
•
Add items to the Purchase Order form
•
Once the PO change form has been approved, send to the COM
purchasing agent and they will make the changes (email Mark Lillquist or
send to AOC200)
Payment Request Form
Payment Request Form
•
Payment Request forms are used to pay for purchase that a department is
not able to pay for using a P-card or purchase order.
•
For the most part, payment request forms are being phased out
•
The most common use of this form is for conference registration fees if you
don’t have a P-card or will not pay using personal credit card
•
Also used to pay expenses on grants that have a project end date that has
already passed.
•
Once the form is signed by an accountable officer, send to Purchasing,
AOC 100
•
Note: Include original receipts/invoices
Purchase Order Close Form
Financial Forms
1. Journal Entry (expenditure transfers, internal
billing, etc.)
2. Budget Transfer (non research related)
Journal Entry Form
Journal Entry Form
•
The JET form can be used for Expenditure transfers and/or interdepartmental
charges & cash transfers for convenience accounts.
•
If the JET is for any interdepartmental charges, they must be sent to
rnsinterdept@usf.edu
•
If the JET is for any expense transfers, they must be sent to
rnsexpt@admin.usf.edu. Must be accompanied by the invoice and ledger.
•
The subject line of the email must include:
•
ETR from FUND to FUND (project#) (explanation of transfer)
Journal Entry Transfer Form
Expenditure Transfers
•
If completing an expenditure transfer, use the account code that the charge
was originally charged to.
•
Charges to expenses should be entered as positive numbers.
•
Credits to revenue should be entered as negative numbers.
•
Debits and credits must net to zero.
•
All correcting entries must reference the Journal ID being corrected and the
posted date of this journal.
Interdepartmental Transfers
•
If completing an interdepartmental transfer, use the revenue account code that
the charge is associated with (code should start with a 7XXXX).
•
Be sure to include a brief description of what the transfer is for.
Journal Entry Transfer
Budget Transfer
Budget Transfer fund 183XX Research
Initiative Account (RIA)
•
List both the chartfield (s) you are transferring from and the
chartfield(s) you are transferring to.
•
The budget amounts for these chart fields must net zero.
•
Once completed, the form should be sent to Karen
Haubenstock, karenh@usf.edu.
•
Note: For sponsored award transfers, you must use a Budget
Transfer Form found on Sponsored Research Website.
•
Budget Transfer Funds 10000 and
10009
If transferring non-salary budget, send an email to Tabitha
Laidler tlaidler@health.usf.edu
•
If transferring salary budget, send an email to Andrea Rudon
arudon@health.usf.edu
•
The email must state which budget codes you will be
transferring between.
•
Be sure to include the amounts you will transfer.
•
If you want to transfer between chartfields, be sure to include
the account codes for each chartfield and the total amount.
Travel Forms
1. Travel Delegate Form
2. Non Employee Profile Creation Request
3. FAST
Travel Delegate From
•
This form is used to assign delegates for the FAST Travel Module if you
already have FAST travel Module access
•
A delegate is an employee who is able to create and enter TAR and TER
submissions
•
An employee is automatically a delegate for themselves, so they just need
to make sure they have FAST access in order to enter travel.
•
If another individual will be entering travel on behalf of someone else, you
will need to fill out the delegate request form.
•
Once completed, send the form to travelhelp@admin.usf.edu. They will
send and email confirmation once it has been processed.
Non Employee Profile Creation Form
Non Employee Profile Creation Form
•
This form is used to create Employee records for people outside of the
University who will be traveling using State dollars.
•
ex: Faculty candidates and consultants
•
Employees must have an active GEMS record in order to be reimbursed
for travel.
•
This form must be completed and submitted for Travel prior to entering a
TAR and incurring any travel expenses.
•
It generally takes 3-5 Business days for Travel to process this, so plan
accordingly.
•
Once this form is completed, send to travelhelp@admin.usf.edu
Travel Access Form
Travel Access Form
 Use this form to:
– Request delegate access to the travel module within FAST
– Set up budget approvers for travel
– Set up approval role for supervisors (tied to GEMS)
– Set up approval role for Principal Investigators
 If you are adding a budget approver to another chartfield, be sure to
include a list of all chartfields they approve. Otherwise, the new
request will override previous approval authority
 Budget approvers are only tied to the Operating Unit and
Department
 All travel on a grant will automatically need to be budget approved
by the PI
Miscellaneous Forms
1.
Billing Contact Form
2.
Deposit Data Form
3.
FAST
4.
Foundation
5.
FAST Workflow
Billing Contact Form
Billing Contact Form
•
This form is used to add or remove billing contacts for FAST chartfields.
•
Being a billing contact allows you to review the Telephone billing transaction
details for your department.
•
The telephone bills can be viewed through the IT Communications Mart in the
Data Marts section in the Admin Portal
•
Once the accountable officer has signed, the form should be sent to
telebill@adminu.usf.edu.
Deposit Data Form
Deposit Data Form
•
This form is used to tell the Cashier’s Office which chartfield a check should be
deposited into.
•
Make sure you provide as much detail as possible in regards to the vendor,
check number and description.
•
Include the account code that the money should be deposited into
•
Once the form is complete, either send to the lock box with the check attached
or hand deliver to the Cashier’s Office.
FAST Access Form
FAST Access Form
•
This form is used to request access to USF’s Financial System, FAST
•
You can request access to various modules within FAST
•
Requisitions
•
Receiving
•
P-Cards
•
Travel
•
Accountable Officer
•
Inquirer
•
Be sure to completely fill out each section for which you need access to.
•
The accountable officer must sign this form. They will not accept an
accountable officer designee.
•
Once completed, send the form to FAST Security, AOC 200
Foundation Access Form
Foundation Code of Ethics Form
Foundation Access Form
•
This form is used to request to your department’s Foundation accounts.
•
You will only need to check the box for USF Foundation Finance “Read.”
•
Have an accountable officer sign the form.
•
Send via campus mail to at ALC 100.
•
You must also fill out the Code of Ethics form and send along with your access
form.
•
Once you get an email with your username, you must request access to your
department’s funds.
•
Send Jean Nixon a list of the funds in your department and she will approve
and forward to Foundation.
FAST Workflow
FAST Workflow
•
This form is used to setup workflow for your department’s chartfields.
•
Workflow needs to be set up for the following roles:
•
Requisition Approver
•
Requisition Manager
•
Accountable Officer
•
Accountable Officer Designee
•
It is a good idea to have backup individuals for each role.
•
This form must be filled out if your department intends on processing Purchase
Orders, P-cards, Payment Requests, etc.
•
Completed form must be signed by accountable office and sent to FAST
Security, Nancy DellaPorte, AOC 200