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
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