University of South Florida
Financial Systems - Intermediate
Primary Data Systems
Three primary financial data systems
OASIS (for student activity)
GEMS (for HR activity)
FAST (the true accounting/financial application)
Subsidiary Systems
Subsidiary systems
TAS (IT telecommunications application)
FACNET (Physical Plant management application)
Supporting and Reporting systems
TouchNet (web based bank card payment processing)
IFIS (space management application)
BDMS (document imaging application)
Data Warehouse (data collection from multiple applications)
Finance Mart (the official financial reporting application)
The Data Flow
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
Module Integration
Accounts Payable is designed to manage payments to
vendors; the expense may originate in
Pcard module
Purchasing module
If any of these are paid from a sponsored project, Grant module
All of these are budget checked in Commitment Control module
Up to four modules involved
Accounts Receivable is designed to manage customer debt;
the customer invoice may originate in
Billing module (budget checked in Commitment Control module)
Grants module (budget checked in Commitment Control module)
Up to five modules involved
Module Integration
The purchase of a capital asset (costs more than $5,000
with a useful life of more than one year) may link to multiple
modules
Begins in purchasing module with a requisition/purchase order
Vendor is paid through accounts payable module
Asset records are retained in the asset management module
If purchased for a sponsored research grant, the grants module is
involved
Commitment control module is used for budget checking
The transaction ultimately posts to general ledger
Up to six modules involved
Commitment Control Module (Budget)
Commitment control is used two ways
Expenses are budgeted for all funding sources
Tracking with budget
Full budget control
Also used for revenue tracking
A Little Accounting
Building a Chart Field String
How we code accounting transactions
Primary Chart Fields
Operating Unit
Fund ID
GL account code
Department ID
Product
Initiative
Project ID
Primary Chart Fields
Operating Unit
Identifies a campus within the USF system
TPA
STP
SAR
HSC
FIO
UNV
Tampa
St. Petersburg
Sarasota
USF Health
Florida Institute of Oceanography
University wide operating unit (for central use only)
A Little Accounting
TPA
Primary Chart Fields
Fund ID (five digits with a logic)
Identifies the funding source
“0”xxxx
“1”xxxx
“2”xxxx
“3”xxxx
“5”xxxx
“6”xxxx
“7”xxxx
“8”xxxx
auxiliary; generated from a business activity
unrestricted; from E&G or stimulus funding
restricted; research funding, chairs, financial aid
loan funds; mainly student loans
capital projects; construction funding
renewal and replacement (reserved funds)
debt service; payment of bonds issued
capital asset; property, equipment, buildings
“9”xxxx
agency and convenience funds
Auxiliary Funds
Fund ID - Additional Logic embedded
Funds beginning with a 0 (auxiliaries)
Funds beginning with a “06”
Funds beginning with a “07”
Sarasota/Manatee
St. Petersburg
Even more logic in the third digit
Funds beginning with a “010xx”
Funds beginning with a “011”
Funds beginning with a “012”
Funds beginning with a “013”
Arts and Sciences
Business Administration
Education
Engineering
Unrestricted Funds
Fund ID - Logic In The Second And Third Digit
Funds beginning with a “1” (unrestricted)
Funds beginning with a “10”
Funds beginning with a “11”
Funds beginning with a “182”
Funds beginning with a “184”
E&G
Student Fee Trust Fund
Concession funds
Tech and Green Fees
Funds That Begin With A “2”
Fund ID - Additional Logic in the Second Digit
Funds beginning with a “2” (generally grants but others)
Funds beginning with a “20”
Funds beginning with a “21”
Funds beginning with a “22”
Funds beginning with a “24”
Funds beginning with a “25”
Funds beginning with a “27”
Federal funding source
State of Florida funding source
Private funding source
Endowed chairs
Student government
Financial aid
A Little Accounting
TPA 20000
Primary Chart Fields
GL account code (five digits with a logic)
Referred to as Chart of Accounts in accounting world
Accounts beginning with
“1”
“2’
“3”
assets
liabilities
equity
appear on balance sheet
appear on balance sheet
appear on balance sheet
Primary Chart Fields
Accounts beginning with
“4”
“5’
“6”
“7”
revenue
expenses
expenses
interdepartmental
appear on income statement
appear on income statement
appear on income statement
appear on income statement
“8”
budget
RSA report
Primary Chart Fields
GL Account Code - Additional Logic in the
Second Digit
Accounts beginning with a “1” Assets
Accounts beginning with a “10”
Accounts beginning with a “11”
Accounts beginning with a “12”
Cash accounts
Investments
Accounts Receivable
Accounts beginning with a “5” or “6” Expenses
Accounts beginning with a “50”
Accounts beginning with a “60”
Salary and benefits
Travel expense
Primary Chart Fields
GL Account Code - Additional Logic in the
Second Digit
Accounts beginning with a “4” Revenue
Accounts beginning with a “40 or 41” Student revenue
Accounts beginning with a “42”
Grant revenue
Accounts beginning with a “44”
Commercial revenue
Accounts beginning with a “7” Interdepartmental actions
Accounts beginning with a “74”
Accounts beginning with a “75”
Revenue to selling department
Expense to buying department
Chart Fields Re DSO’s
Financial activity occurs between USF and
the DSO’s
These are transfers in and out for USF
They must be reported separately on the USF
financial statement
Specific GL account coding is required
Chart Fields Re DSO’s
A unique GL account code series is used
For transfers in to USF
49701
49702
49703
49704
49705
49706
49707
49708
49710
USF Foundation
USF Alumni Association
USF Research Foundation
USF Medical Services Support Corporation
USF University Medical Service Association
USF Sun Dome
USF Finance Corporation
USF Property Corp.
USF Health Professions Conferencing Corporation
Chart Fields Re DSO’s
A unique GL account code series is used
For transfers out from USF
69701
69702
69703
69704
69705
69706
69707
69708
69710
USF Foundation
USF Alumni Association
USF Research Foundation
USF Medical Services Support Corporation
USF University Medical Service Association
USF Sun Dome
USF Finance Corporation
USF Finance Corp.
USF Health Professions Conferencing Corporation
Good Resource For Expense Codes
For more definition of expense GL account
codes
Explore the UCO web site, under Library of Resources find
the Account Code Descriptions
http://usfweb2.usf.edu/uco
A Little Accounting
TPA 20000 51125
Department Chart Field
Department ID has embedded logic; first two digits
Six digits identifying a specific department
Beginning with a “0xxxxx”
Beginning with a “12xxxx”
Beginning with a “14xxxx”
Beginning with a “6xxxxx”
Central and Administrative
Arts and Sciences
Business Administration
USF Health
Within USF Health
More definition in the second through fourth digits
Beginning with a “61xxxx” College of Medicine
Beginning with a “6119xx” Medicine/Pediatrics
Beginning with a “62xxxx” College of Nursing
Beginning with a “63xxxx” College of Pharmacy
Beginning with a “5820xx” College of Behavioral/Community Sciences
Primary Chart Fields
Product code
A more detailed classification of the revenue and expense
May be a combination of digits and letters
Some logic (grouping) exists
Generic value is 000000
Initiative
Typically used for each PI’s share of a grant, internal
awards, and now also projects (not sponsored research)
A Generic value is 0000000
A Little Accounting
TPA 20000 51125 582000 000000 0000000
Primary Chart Fields
Project ID
Used for both sponsored research and construction
Variable logic
For sponsored research
10 digits identifying the specific research project
For construction
14 characters; begins with the letter “P”
A Little Accounting
TPA 20000 51125 582000 000000 0000000 5820115201
Breakdown This String
OU TPA
Fund 10000
Account 60050
Dept ID 120101
Product 000000
Initiative 0000000
???
???
???
???
???
???
Breakdown This String
OU TPA
Fund 10000
Account 60050
Dept ID 120101
Product 000000
Initiative 0000000
Tampa campus
General Revenue (E&G)
Airfare – in state travel
Arts & Science - Dean
Generic value
Generic value
Requesting New Chart Fields
University Controller’s Office controls chart fields
Complete a request form
Requires signature and GEMS ID of accountable officer
Send to ALN 147 General Accounting
Watch Out!
Chart fields must be used in the right
combinations
Combination edit checking
There are allowable and unallowable
combinations
We have 147 rules
Examples of Dangers to Avoid
Operating Unit HSC can be used only with
departments beginning with “6”
If the GL account begins with a 1, 2, or 3
(Balance sheet account), department ID is not
allowed
A GL account beginning with a “7” can be used
only with another GL code beginning with “7”
Finding Information
Finance Mart is the official reporting tool for
USF for reconciliation
Finance Mart has
Budget reports (which includes budget code also)
Expenditure reports
Revenue reports
Balance Sheet
Encumbrance reports
Finding Information
Search FAST with clues you find in Finance Mart
In general ledger search by chart field or journal ID
In accounts payable search by voucher or vendor
In purchasing search by PO or requisition number
In billing or AR search by invoice or customer number
In grants search by PI or project ID
So Much Training Available
Each system offers training
Programs offered on-line or in a classroom/computer lab
Talent Management helps coordinate
Register for training on GEMS Self Service
Visit the Controller’s Office training web site
http://www.usf.edu/businessfinance/controller/about/training.aspx
Research Training Being Developed
Look for the TRAIN
The Research Administration Improvement Network
www.research.usf.edu/train
The goals
Building the knowledge base of research administrators
Enhancing professional competencies
Improving business processes and reporting
Resources in University Controller’s
Office
University Controller’s Office (UCO)
The address is http://www.usf.edu/business-finance/controller
Accounts Payable, Accounting Services, Asset Management, Payroll ,
Purchasing, Student Financial Services, Tax Advisory Services, Training
and Travel
More Resources
Join the FAST list serv
http://listserv.admin.usf.edu/archives/fast-list.html
Find Online Business Processes
http://www.usf.edu/businessprocesses
Enough Already! On With The Show!