Module 2 Introduction to Budget & Account Management (UBI 214) December 6, :00 AM-12:00 PM CP-700

Transcription

1 Module 2 Introduction to Budget & Account Management Principles and Practices Practices-PART A (UBI 214) December 6, :00 AM-12:00 PM CP-700 1

2 Laura Hultman Sr. Financial Reporting Lead Accounting Services & Financial Reporting Ext 8356 Lori Arthur Documentation & Training Specialist IT Training Ext 5792 Rima Tan Accountant Accounting Services & Financial Reporting Ext

3 1. Introduction 2. General Overview Chartfields Definition Chartfields Setup Financial Reports Accounting Transactions and Entries Accessing Financial Information 3. Questions? 3

4 Chartfields Account (6 characters numeric) Fund (5 characters alphanumeric) Department ID (5 characters numeric) Program (4 numeric) Class (5 numeric) Project (8 numeric) Chartfield String : Account + Fund + Department (MANDATORY) Ex: DC PLUS: Program + Class + Project (OPTIONAL ) Ex. #### Departmental Financial Management Responsibility: Balancing at Department + Fund 4

5 Account Fund THEFD Supplies and Services CSU Operating Fund Department ID Program University Police CSUFASC-OLLI Class Project Baseball CBE Refresh & Reloc 5

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12 Select CFS Financial Reports are now available via Data Warehouse (OBIEE) From Titan Online tab, click on OBIEE BI/Dashboards link under Business Intelligence. Optional training classes provided both in person and online as reports are released to end users. 12

13 My Queries Dashboard Budget Allocation Budget Allocation by Tree Salary and Benefits Salary and Benefits by Tree Chargebacks Service Provider Chargebacks 13

14 Purchasing Dashboard Requisitions Purchase Orders Voucher Req/PO/Voucher PO Balance 14

15 Revenue/Expense Report Dashboard Revenue/Expense Summary Revenue/Expense Summary (without All University Benefits Pool) Revenue/Expense Summary (with Project to Date) All University Benefits Pool Budget Detail Actuals Detail (between Accounting Periods) Encumbrance Detail Pre-Encumbrance Detail 15

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17 Questions: Lynn Cayas (8474) 17

18 Section IV. Chart Field Information Do not provide account number Provide CASHNet Item code (predefined chartfield string) Examples: S5010 = TS S5020 = THEFD S4700 = THEFD Important: If unknown, use: S4000 = (Other Non-operating Revenues) S4030 = (Other Operating Revenues) Since only the account is predefined, please provide Fund/Dept and if needed, Class/Project/Program If Reason for Deposit (Section II) is: (1) University reimbursement for personal expenditure charged to a Procurement Card or (2) Vendor refund use CASHNet item code S4000 submit Expenditure Transfer Request form to reclassify account from to original expense account 18

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20 CSUF department o Expenditure Transfer Request form Outside company o Request for Invoice form (ondemand) Another CSU Campus or Chancellor s Office o CPO (Cash Posting Order) Request form CSUF CPO Contact: Tony Lee Accounting Services & Financial Reporting (657) tolee@fullerton.edu Questions: Maya Kusnadi (8371) 20

21 On-Demand Request For Invoice form First Week of the Month use of billable program 7xxx Service Provider Chargebacks Expenditure Transfer Request form Accounts Payable Invoice Requisition -> PurchaseOrder Direct Expense Labor Cost Distribution (LCD) or payroll Billable program 7xxx = Customer ID 21

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23 To request POs, contact: Auxiliary Services (CSUFASC) Susie ext 4145 Philanthropic Foundation (CSFPF) Susan ext 4420 Associated Students (ASI) Evangeline ext 2406 AUX ORG PO Numbering Convention: CSUFASC = yyax#### or yysp#### (8 characters long) CSFPF = Pyy-#### ASI starts with 5692 or ST where yy = 2-digit year 23

24 Delegation of Authority Back-up documentation (OBIEE) for Invoice Type = Reimbursement Obtain Purchase Order from Auxiliary Organizations Only original form will be processed Questions: Maya Kusnadi (8371) 24

25 Delegation of Authority Back-up documentation (OBIEE) In most instances, current year transactions only More than 4 lines, the file Only original form will be processed D-11 required for Front & Center, Visions & Visionaries and Legend and Legacies Questions: Victor Altamirano (5386) 25

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27 Service Providers (formerly Recharge Centers) process data in CFS Finance to bill departments and auxiliary organizations for chargeback transactions such as postage, copier fees/lease, physical plant work orders, printing (reprographics), etc. Chargeback transactions billed to your department? Contact the Service Provider (see next page for contact information) 27

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29 stemwide_guideline_ doc 29

30 Official month-end reports should be printed after the fiscal month has been closed. Division i i Finance Managers will be notified monthly via . Month-End Close Schedule is posted in: 30

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32 Questions? /Accounting/ / 32