Welcome to the
UBC Accounting 101
An introduction to
University Accounting
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Name
Position
Seniority
Objective
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How to get your CWL Account
UBC Accounting Structure
Introduction to Fund Accounting
Accounting Principles
Financial Reporting
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 Go to www.finance.ubc.ca
 Select “Finance Training”
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 Select “CWL Login”
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 Select “Create one”
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How to get your CWL Account
UBC Accounting Structure
Introduction to Fund Accounting
Accounting Principles
Financial Reporting
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 Financial Management System (FMS) is the
financial database used by UBC
 The key to identifying information in FMS is
through the chartfield structure
 There are 7 unique charfields in FMS – we will
focus on 6
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FMS Live
FMS “Update” access
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The following are defined as charfields:
 Business Unit
 Account Code
 Fund Code
 Department ID (or Dept ID)
 Speedchart
 Program Code (optional)
 Project Grant (or PG)
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UBC is the main business unit
Structure – 3 to 5 alpha/numeric characters
UBC, EDUD, etc…
Business unit identifies separate legal entities or
areas of UBC
 For general ledger (i.e. journal vouchers or cash
receipts) & reporting only the UBC business unit
is used
 For accounts payable (i.e. requisition for payment
or travel requisition) business units are assigned
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Six digit numeric code:
 1xxxxx – Asset accounts
 2xxxxx – Liability accounts
 3xxxxx – Fund Equity (Net Assets) accounts
 4xxxxx – Revenue/ cost of sales accounts
 5xxxxx – Expense accounts
 6xxxxx – Expense accounts
 7xxxxx – Expense accounts
 8xxxxx – Expense accounts
 9xxxxx – Expense accounts
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 5xxxxx
Payroll and benefits
 6xxxxx
Field trips, travel, conference charges,
operational supplies and expense
 7xxxxx
Professional fees, royalties, grants to other
universities
 8xxxxx
Asset related, equipment purchase
 9xxxxx –
Transfers
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UBC Financial Services
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G0000
F1000
CXXXX
SXXXX
W0000
EXXXX
RXXXX
AXXXX
PXXXX
Z0000
General Purpose Operating
Fee for Service
Continuing Studies
Specific Purpose
Awards
Endowment
Research
Ancillary
Capital
Agency
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Six numeric characters:
Faculty or
Admin Unit
Department
within
Faculty/Unit
Subdepartment or
Division
Dean’s
Office
No Sub-dept.
or Division
Examples:
Faculty of
Education
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Examples:
• Botany - 220200
• Mechanical Engineering - 110600
• Student Services - 130102
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Eight Alpha-Numeric Characters:
Faculty or VP
Area
Fund Group
Unique Identifier
for Project
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15,996.85
+2,356.00
18,352.85
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 22R41349 New Faculty Start Up Grant
 12F22010 International Student Initiative Fees
 41A21000 Robson Square
 37P80029 University Town University Blvd
 34G70650 Planning & Institutional Research
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 Four character code that represents an entire
chartfield combination (excluding the account
code)
 Used to speed up data entry
 During data entry when you enter the speedchart
it automatically populates the fund code, dept ID
& PG
 Created at the same time as the related PG
 Example - HLCC
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 User defined field
 Five alpha/numeric characters
 Field is optional
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Business Unit - UBC
Account Code - 621000
Fund Code – R0000
Department ID - 160400
Project Grant (PG) - 16R16126
Speedchart - HLCC
Program – optional field
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How to get your CWL Account
UBC Accounting Structure
Introduction to Fund Accounting
Accounting Principles
Financial Reporting
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 University keeps track of money using various
“funds”
 GAAP for Not for Profit organizations
 Funds can be externally restricted, internally
restricted or unrestricted
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G0000
F1000
CXXXX
SXXXX
W0000
EXXXX
RXXXX
AXXXX
PXXXX
Z0000
General Purpose Operating
Fee for Service
Continuing Studies
Specific Purpose
Awards
Endowment
Research
Ancillary
Capital
Agency
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 Records all transactions applicable to revenues
received or earned for general use in the
University’s operations in support of academic
teaching
 Revenues are accumulated centrally and made
available to Faculties, Departments, etc. through
the GPO budget process managed by the Budget
Office
 No external conditions for use of funds
 G0000 is used for all activity in this fund
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Sources of revenue:
 Operating grants - Province
 Tuition fees
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 F0000 or F1000
 Supports or supplements GPO allocations of these
departments
 Activity generating funds
 Self sustaining & Self funding
 They are managed by the responsible department
and have no external restrictions on their use
 Examples: Dental Clinic, Psychology Clinic
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 Funds from student fees and other revenues
received to deliver non-credit and extra-sessional
programs
 A separate code (CXXXX) is used for each
Continuing Studies operation
 Two examples are: Commerce Professional
Programs C0013 and Forestry Continuing Studies
Network C0016
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 This fund records all transactions applicable to
donations, grants and contract revenues received
for Specific Purposes other than Student Awards,
Research or Capital
 Internally restricted or externally restricted
 S1000 is used for all trust (donation-type) activity
with no specific restrictions from the donor
 S0000 is used for Specific Purpose (Non Research)
grants and contracts received as well as trust
(donation-type) activities that have specific
restrictions from the donor or granting agency
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 This fund records all transactions applicable to
grants received for Student Awards
 The use of these funds is restricted by the donor
or granting agency
 W0000 is used for all award fund activity
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 This fund records the principal and related
investment income that has been endowed
 The principal may not be spent
 The use of investment income derived from the
principal is restricted by the terms of "deeds"
that are established for each fund
 These principal funds may be established by
directions from the donor or by decisions of the
University
 Examples: Killam General, Killam Salary, Killam
Advanced Studies
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 This fund records all transactions applicable to
donations, grants and contract monies received
for Research
 The use of these funds is restricted by the donor
or granting agency
 R0000 is used for most Research grants and
contracts
 NSERC R8000
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 Income generated by UBC’s Ancillary Operations
 Ancillary Operations are fully self-sufficient and
receive no direct or indirect subsidy from UBC
 Ancillary Operations are defined by the Board of
Governors
 Provides goods and services
 Internally restricted funds
 A separate code (Annnn) is used for each
Ancillary Operation e.g. Bookstore A0200 and
Athletics & Recreation A0900
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Examples include:
 Bookstore
 Food Services
 Housing & Conferences
 Parking Services
 Athletics and Recreation
 Land and Building Services
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 This fund records all transactions applicable to
donations and grants received for construction,
minor capital, or equipment (other than research)
 Restricted by donor or granting agency
 A separate code (Pnnnn) is used for each Capital
Project
 Example: 1996/97 Province of BC Equipment
Grant P0005
=
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 Non-University activity managed by University
members
 Primarily conferences held at UBC on behalf of
external associations
 This fund should only be used if the University is
not liable to any project or event shortfalls
 Z0000 is used for all activity in this fund
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How to get your CWL Account
UBC Accounting Structure
Introduction to Fund Accounting
Accounting Principles
Financial Reporting
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Representation
Verifiable
Neutral
Conservative
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T–Account
CREDIT (CR)
DEBIT (DR)
+
=
Expenses
are DR
balanced
Revenue/Equity
are CR
balanced
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15,996.85
+2,356.00
18,352.85
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How to get your CWL Account
UBC Accounting Structure
Introduction to Fund Accounting
Accounting Principles
Financial Reporting
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 Quarterly financial statements are prepared for
the Province
 Annual financial statements are prepared for the
Province
 KPMG audits the annual financial statements
(contracted by the Auditor General)
 Report issued typically end of May
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 Month end reports
 Quarterly financial statements
 Provincial reporting
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Communicate to Stakeholders:
 Status of economic resources
 Changes to resources
 Stewardship
Who are the Stakeholders:
 Province of B.C.
 Public
 Employees
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Fiscal year = April 1 to March 31
 Period 01 = April
 Period 02 = May
 Period 12 = March
 Year end = March 31
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 Month end deadlines are published for the
current fiscal period
 Deadlines for GL uploads, interfaces, and on-line
data entry are provided monthly
 For this year you can find 2008/2009 deadlines at
http://www.finance.ubc.ca/documents/2009Mont
hEndDeadlines.pdf
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Project Statements
Funds Statements
Financial Information
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Module 1
Accounts Payable transactions involving
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Invoices
Payment Requisitions (or Q-Req’s)
Travel Requisitions
Module 2
General Ledger transactions involving
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Journal Vouchers (or JV’s)
Cash Receipts / Web Cash Receipts
Smart Forms Training
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Policies and procedures for requisitions processing
Create, edit, print requisition forms
Selected features in FMS nQuery
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