Presentation Author, 2006 Funding Strings / Account Coding BATO Facts and Snacks October 7, 2010.

Presentation Author, 2006

Funding Strings / Account CodingBATO Facts and Snacks

October 7, 2010

Discussion Items

1. What makes up a funding string?

2. What to do if a transaction is coded to an incorrect funding string.

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Six Elements of a Funding String Required for All Transactions:

• Fund• Program / Activity Code• Dept ID / Org Code / UDDS• Account

Not Required for All Transactions:

• Class/Subclass• Project/Grant

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Definition of a Fund• A Fund is a set of accounts segregated for a

specific purpose.

• Link to UW-System Fund Listing:

http://www.uwsa.edu/fadmin/sfs/apprstrct.htm

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Common Funds

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• Fund 101 – General Purpose Revenue (expenditures directly related to educational/credit programs)

• Fund 189 – Extension Student Fees (revenue and expenditures for non-traditional credit programs such as on-line and off campus programs)

• Fund 150 – Indirect Cost Reimbursement

• Fund 133 – Non-Federal Grants and Contracts

• Fund 144 – Federal Grants and Contracts

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Definition of a Program / Activity Code

• The program code designates the function or purpose for which revenues and expenditures are incurred.

• Link to BFS Program Code Definitions (ASM 2.7.3):http://www.bfs.uwm.edu/ASM/view.aspx?id=2.7.3&d=1

• Link to UW-System Program Code Definitions:http://www.uwsa.edu/fadmin/activity/

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Common Programs• Program 2 – Instruction

– Salary and support costs for general academic instruction (includes departmental chairpersons and their staff)

• Program 4 – Research– All expenditures for activities specifically organized to

produce research outcomes• Program 6 – Academic Support

– All expenditures to provide support services for the institution’s primary missions (includes: Academic Deans, Technology Support)

Note : All projects / grants are NOT necessarily program 4 expenditures. Instructional grants should be coded as program 2.

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Dept ID / Org Code / UDDS• Used to identify the spending unit:

– The first and second digits represent the School / College • 172029 – SOE ; 862029 – HBSSW

– The third and fourth digits represent the academic department• 172029 – SOE C&I ; 862029 – HBSSW Criminal Justice

– The fifth and sixth digits are further breakdowns of the department• 172029 – SOE C&I Grad Assistant ; 862029 – HBSSW CJ Grad

Assistant

• Contact BATO for a listing of Department ID’s

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Common Dept IDs

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School of Education1707xx Administrative Leadership1719xx Educational Policy & Community Studies1720xx Curriculum & Instruction1730xx Educational Psychology1735xx Exceptional Education

Helen Bader School of Social Welfare8610xx Social Work8620xx Criminal Justice8635xx CABHR

Common Sub Departments

• For SOE and HBSSW, departments ending in:xxxx00: Perm Faculty & Staffxxxx05: Student Hourlyxxxx09: Ad Hocxxxx29: Grad Assistantxxxx55: Summer Session

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Definition of Account Code• The account code defines what the transaction is

for.

• The Chart of Accounts provides a listing of all active account codes.

• Link to UW System Chart of Accounts: http://www.uwsa.edu/fadmin/sfs/acctlist11.htmlNote: We highly recommend creating a Chart of Accounts bookmark /

favorites link on your computer!

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Common Account Codes• 1052 – Academic Staff - Academic Year Salary

• 1053 – Academic Staff - Summer Salary

• 2100 – Travel – Employee – In State Business (Traveling within the state on regularly assigned duties)

• 2115 – Travel – Employee – In State Conference (Traveling within the state to attend conferences)

• 3100 – Supplies (General office supplies – paper, pens, etc)

• 3195 – Equipment & Furniture less than $5,000 (Computers, Tables & Chairs, Telephones, etc)

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A Note on P-Card Transactions• The P-Card defaults to one account code only. The default account

code for most users is 3100 – General Supplies. The account code should be changed for each transaction as necessary.

• Two ways to change the account code:– Preferable Method: Contact Chris Cigale (HBSSW) or Tanya

Depp (SOE) before the end of each billing cycle. Chris and Tanya can access the US Bank on-line transaction management portal and change the funding strings.See Appendix 8 – Purchasing Card Manual for deadlines.

– Other Method: A Non-Salary Payment Transfer (NSPT) may be completed.

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Definition of a Subclass Code• A subclass code can be used to further define an account.• The class code is required for four types of transactions:

– Computer and Related Peripherals accounts require a computer class code.

– Marketing Expenses (acct 3740) require a marketing class code.

– Remodeling and Maintenance Projects require a building number.

– Taxable receipts reported on a departmental deposit require a county tax code.

• Link to BFS Class Code Definitions (ASM 2.7.6):http://www.bfs.uwm.edu/ASM/view.aspx?id=2.7.6&d=1

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Computer Subclass Codes

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Class Codes to Be UsedIT01 Computer LabIT02 Mediated ClassroomIT03 Mediated Conference SpaceIT04 Office Computer

Note: See ASM 2.7.6 for Marketing Subclass Codes, and Building Numbers for Remodeling and Maintenance Subclass Codes.

Computer Acct Code2330 Rental of DP Equipment2335 Lease of DP Equipment2460 Maintenance / Repair of DP Equipment3150 Software Pruchase3151 Software Maintenance3194 Computer Peripherals4620 Computer Equipment - Capital4625 Computer Equipment - Capital Lease4630 Software Purchase - Capital4635 Software - Capital Lease

Project / Grant • A project / grant number is assigned to track

expenditures and revenues for a specific project.

• A project / grant number is not required for every transaction.

• A project / grant number IS required for all Fund 133 or Fund 144 transactions.

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Common Uses for Project / Grant Numbers

• The Graduate School assigns grant numbers for research grants on Fund 133 & Fund 144

– Examples: PRJ19NQ ; 133EW12

• The Graduate School assigns project numbers for RGI awards on Fund 101

– Example: 101X182

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Correcting an Error in a Funding String

• Three ways to correct an incorrect funding string:

1. P-Card transactions – contact Chris Cigale (HBSSW) or Tanya Depp (SOE) within 10 days of billing cycle close

2. Non-Salary Payment Transfer (NSPT)3. Salary Cash Transfer (SCT)

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Non-Salary Payment Transfer (NSPT)

• The NSPT request moves payments/charges from funding already charged/credited to other funding (for non-salary items only).

• The NSPT form is completed by the department responsible for the charges and sent to BATO for review.

• Link to NSPT Instructions & Form:http://www.bfs.uwm.edu/ASM/view.aspx?id=2.3.02&d=1

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Sample NSPT

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JOURNAL ID # (leave blank)

PO# or Voucher # Account Fund Org Program Sub-Class BY Project/Grant Amount CR

3100 1011

172000 2 11 500.00 X 3194 101 172000 2 IT04 11 500.00

Reason for Transfer: (Provide a brief but complete reason. Field is 30 characters maximum. This description will show up on the Journal ID drilldown as a header description)

Dell Laptop transfer

Salary Cash Transfer (SCT)• The SCT request changes the funding of salary

charges already posted to the Accounting System.

• The salary cash transfer form is completed in BATO (often a revised PA form must accompany the SCT).

• Contact BATO (Jessica Russell or Heather Lee) if you have revised funding for salary charges.

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QUESTIONS?

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WISDM Training

Join us on Thursday, October 21, when BATO Facts & Snacks

presents WISDM tips and tricks.

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