LSA Training

1
LSA Training

• Chartfields 101
• CAS 101
• HR 101
• October, 2004

2
Spending University Money

• Payroll
• Form G
• Purchasing Goods Services
• P-Card
• Purchase Order
• Purchase Requisition
• Non-PO Voucher
• Strategic Vendor/Internal Vendor/SUB
• Lump Sum Advance
• Travel Hosting Reimbursement
• Petty Cash Reimbursement
• Journal Entry
• Correct transactions
• Internal billing
• Internal funding

3
Chartfields

• VALID values vs. CORRECT Chartfields

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FUND
5
Program
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Class
Direct Costs (Mission)
Indirect Costs (Supports the Mission)
Limited Use
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Chartfield Story 1

• For fiscal year 2005 General Fund (10000) money
  in the History Department (179000) for Regular
  Staff (LSSTF) doing Departmental Administration
  (11100) paid for Office Staff (556300). This is
  a valid Chartfield combination and a valid story.
  
• Thus, this is a CORRECT Chartfield Combination.

8
Chartfield Story 2

• For fiscal year 2005 General Fund (10000) money
  in the History Department (179000) for Regular
  Faculty (LIREG) doing Instruction (11000) paid
  for a Professor (500400). This is a valid
  Chartfield combination and a valid story.
• Thus, this is a CORRECT Chartfield Combination.

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Chartfield Story 3

• For fiscal year 2005 General Fund (10000) money
  in the History Department (179000) from the
  Current Account (LNCUR) for Instructional
  activity (11000) paid for Supplies-Instruc.
  Materials (615500). This is a valid Chartfield
  combination and a valid story.
• Thus, this is a CORRECT Chartfield Combination.

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? ? Whats Wrong ? ?

• For fiscal year 2005 General Fund (10000) money
  in the History Department (179000) for Regular
  Staff (LSSTF) doing Departmental Administration
  (11100) paid for a Professor (500400). This is a
  valid Chartfield combination, but NOT a valid
  story.

Professors are not regular staff and typically
dont perform Departmental Administration.
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Making Chartfield Correct

• Change the Class Code from 11100 to 11000 (from
  Departmental Administration to Instruction)

12
? ? Whats Wrong ? ?

• For fiscal year 2005 General Fund (10000) money
  in the History Department (179000) for Regular
  Faculty (LIREG) for Scholarships/Fellowships of
  undergrads (81000) paid for Supplies-Instruc
  Materials (615500)). This is a valid Chartfield
  combination, but NOT a valid story.

Supplies are neither regular staff nor used for
scholarship activities.
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Making Chartfield Correct

• Change the Program from LIREG to LNCUR
• Change the Class Code from 11100 to 11000 -- From
  Departmental Administration to Instruction

14
? ? Whats Wrong ? ?

• For fiscal year 2005 General Fund (10000) money
  in the History Department (179000) for
  Miscellaneous Revenue (LRMSC) for Departmental
  Administration activities (11100) paid for
  Supplies-Instruc Materials (615500)). This is a
  valid Chartfield combination, but NOT a valid
  story.

Instructional Materials are not usually for
Administrative activities. Additionally, this is
not miscellaneous revenue (LRMSC).
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Making Chartfield Correct

• Change the Class Code from 11100 to 11000 (from
  Departmental Administration to Instruction)
• Change the Program from LRMSC to LNCUR

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ShortCodes

• PITFALLS
• Lose Intellegence
• Lose Flexibility

• Why do we use ShortCodes
• HRRMS
• Internal Service Units

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ICRX -- Indirect Cost Recovery Excluded
Expenditures
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(No Transcript)
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P-Card Transaction 1
610875
10000
188500
LNCUR
11000
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P-Card Transaction 2
612050
10000
188500
LNCUR
71000
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P-Card Transaction 3
623500
10000
188500
LNCUR
21000
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P-Card Transaction 4
614573
10000
188500
LNCUR
1110X
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Activity What Class Code would you use?

• Purchase of Pens
• Student Recruitment
• Office Work
• Fundraising
• Research Project

51000
11100
1110X
11100
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Activity What Class Code would you use?

• UM Logo Coffee Cups
• Faculty Job Candidates
• Guest Speaker
• Donors
• UM Tote Bags for first-year graduate
• students

1100X
1100X
1110X
5100X
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Activity What Class Code would you use?

• Hosting
• Food for instructional event not open to the
  public
• Food for instruction event open to the public
• Food for faculty/staff administrative meeting
• Food for faculty/staff curriculum meeting

11000
1100X
11100
11000
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Activity What Class Code would you use?

• Advertising
• Faculty Position
• Clerical/Administrative Position
• Student Recruitment
• For Credit Courses
• Instructional event open to the public
• Instructional event not open to the public
• Receptions and special non-instructional events

11000
11100
51000
11000
1100X
11000
1110X
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Cost Accounting Standards

• How do we comply?
• Use the correct Class Code
• Identify ICRX expenditures
• Consistent practices
• Effort Certification
• Annual Space Survey

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(No Transcript)
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Human Resources

• Steps for initial hire/transfer of
  non-instructional staff in HRMS
• Check with Key Administrator or Business Manager
• Determine correct Program Code
• Define activity/ies of individual
• Use existing workplan
• Has the job changed?
• Have the percentages changed?
• Determine the correct Class Code

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Human Resources

• Steps for initial hire/transfer of
  non-instructional staff in HRMS (concluded)
• Do you have the right ShortCodes?
• If not, open or remap new/existing ShortCodes
• Funding Candidate Summary Forms can have
  multiple ShortCodes

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Human Resources
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Human Resources
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Human Resources
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NEXT STEPS

• Review Documentation
• ShortCode Listing
• Payroll Summary by Person ShortCode
• Next Weeks Session Hands On
• Do your Chartfields tell the correct story?
• Does Payroll match activities performed?
• Do you need to re-map ShortCodes?
• Do you need to open new ShortCodes?

35
Thank You

• Questions ?????