Introduction to the Chart of Accounts

INTRODUCTION Who am I? Susan Heleno – COA Chart Lead University Controller’s Office (UCO) helenosw@finance.rutgers.edu 848-445-8262 coa@finance.rutgers.edu

AGENDA Commonly Used Terms Chart Structure COA Segment Review Crosswalk - Old to New COA Values Projects – Sponsored & Non-Sponsored Cross Validation Rules (CVRs) UCO Website Questions & Answers Contact Information AGENDA

Commonly Used Terms COA – Chart of Accounts UCO – University Controller’s Office UDO – Unit-Division-Organization CVR – Cross-Validation Rule RC – Responsibility Center CC – Cost Center

CHART OF ACCOUNT (COA) STRUCTURE 10 Segment Accounting String Unit Division Organization Location Fund Type Business Line Account Activity Intra-Unit Future XXX XXXX XXXXX (3) (4) (5) (39) Total Segment Digits

ACCOUNT BUSINESS LINE ORGANIZATION DIVISION UNIT (LEAF) (TWIG) (BRANCH) DIVISION (LIMB) UNIT (TRUNK) Location = Where does your COA tree service? Fund Type = Where does the funding for your COA tree come from?

COA Relationship Data Enterable & Reporting Child Parent Grand Parent (Non-Data Enterable) Great Grand Parent

COA Segment Review – Unit   COA Structure Unit Division Organization Location Fund Type Business Line Account Activity Intra-Unit Future XXX XXXX XXXXX (3) (4) (5) Unit/Responsibility Center (3 digits) - School, Institution, Center and/or a Central Unit which is required to produce a balanced Balance Sheet. Unit is the 1st balancing segment of the new COA. At the highest level of reporting, the grandparent values will be (1TT) for Camden, (2TT) for New Brunswick, (5TT) for Newark, (7TT) for RBHS and (9TT) for Central. Units are organized by campus for external reporting requirements as well as Responsibility Center Management (RCM) reporting.

COA Segment Review – Division & Organization   COA Structure Unit Division Organization Location Fund Type Business Line Account Activity Intra-Unit Future XXX XXXX XXXXX (3) (4) (5) Division (4 digits) - Used to group Organizations into alternate hierarchies. Organization/Department (4 digits) - A business area with dedicated people and space.

Sample Organization Chart UNIT DIVISION ORGANIZATION 100 - Chancellor Camden 3500 - CMD Office of the Chancellor 2935 - Community Leadership Center 6428 - Office of the Chancellor 3510 - CMD Development Office 3327 - Development Office 3520 - CMD External Relations 7373 - Public Information Marketing 3600 - CMD Office of the Provost 1066 - Academic Technology Services 8311 - Student Experiential Learning 3610 - CMD Undergraduate Education 3397 - Disability Services 3600 - Educational Opportunity Fund 8794 - Undergraduate Education Academic Services 3620 - CMD Enrollment Management Provost 1143 - Admissions 3768 - Enrollment Management 4118 - Financial Aid 7569 - Registrar 3710 - CMD VC Business & Administration Services 1724 - Budget Office 2578 - Chief Financial Officer 8570 - Telecommunications

COA Segment Review – Location   COA Structure Unit Division Organization Location Fund Type Business Line Account Activity Intra-Unit Future XXX XXXX XXXXX (3) (4) (5) Location (4 digits) - It is the area for which you are providing service, which could or could not be the physical geographic location of the people providing the service. It identifies the area where the revenue and/or costs were incurred including onsite, off-site, online and foreign locations. The most commonly used values for location are (0001) for University Wide, (1000) for Camden, (2105) for New Brunswick Regional Campus, (2110) for New Brunswick Non-Health Sciences Campus, (2115) for New Brunswick Health Sciences Campus, (3000) for Newark Regional Campus, (3010) Newark University Ave Campus and (3020) for Newark University Heights Campus. COA Segment Review – Location

COA Segment Review – Fund Type   COA Structure Unit Division Organization Location Fund Type Business Line Account Activity Intra-Unit Future XXX XXXX XXXXX (3) (4) (5) Fund Type (3 digits) - Identifies the funding source used to acquire goods and services. Fund Type is the 2nd balancing segment of the new COA . Some Fund Type values that are commonly used are (100) for Unrestricted Operating General, (110) for Unrestricted Operating Auxiliary, (150) for Unrestricted Internally Designated, (310) for Restricted Federal Grants & Contracts, (650) Contributions & Gifts and (700) Restricted Operating Endowment.

Fund Type Differences: 1. Unrestricted Funds Fund Type Differences: 1. Unrestricted Funds Fund Type Value 100 vs 150 2. Capital Projects Fund Type Value 180 vs 610 3. Fund Type Value 630 Not related to a grant, endowment or gift

COA Segment Review – Business Line   COA Structure Unit Division Organization Location Fund Type Business Line Account Activity Intra-Unit Future XXX XXXX XXXXX (3) (4) (5) Business Line (4 digits) - Identifies the specific line of business (or mission) being offered. At the highest level of reporting, the grandparent values will be the 4 missions of the university – (10TT) for Instruction, (30TT) for Research, (35TT) for HealthCare and (40TT) for Public Service as well as other categories.

Business Lines Categories MISSIONS Instruction Research Healthcare & Clinical Public Service OTHER Academic & School Support Student Services Operations & Maintenance Scholarships General Administration & Institutional Support Auxiliary Enterprise

Business Line Category Definitions:

Business Line Category Definitions: Cont’d

Business Line Category Definitions: Cont’d

Business Line Quiz

COA Segment Review – Account   COA Structure Unit Division Organization Location Fund Type Business Line Account Activity Intra-Unit Future XXX XXXX XXXXX (3) (4) (5) Account (5 digits) – Identifies the nature of the transaction such as expense or revenue (Natural Account). Also includes assets and liabilities.

COA Segment Review – Account Values beginning with: BALANCE SHEET 1xxxx = Assets 2xxxx = Liabilities 3xxxx = Net Position PROFIT & LOSS* 4xxxx = Revenues 5xxxx = Expenses 6xxxx = Expenses 7xxxx = Expenses 8xxxx = Expenses 9xxxx = Transfers, Cost Pools & Statistical Accounts * Can not be used with Business Line value ‘9999’

COA Segment Review – Activity, Intra-Unit & Future   COA Structure Unit Division Organization Location Fund Type Business Line Account Activity Intra-Unit Future XXX XXXX XXXXX (3) (4) (5) Activity (4 digits) - Identifies total activity of high-level, interdisciplinary and strategic initiatives that span across multiple responsibility centers/units. Value will be defaulted if no value is identified. Intra-Unit (3 digits) - System generated (no user input required) transaction to balance journals for financial activity between a Unit and/or Fund Type. Future (5 digits) - Placeholder if we need to add a segment in the future. Value will be defaulted (no user input required).

RBHS Chart of Accounts (COA) to New COA Mappings Old Chart Of Accounts New Chart of Accounts Fund ----------- Unit / Fund Type Organization ----------- Division / Organization Account ----------- Account Program ----------- Business Line Activity ------------ Activity Location ------------ Location N/A ------------- Intra-Unit Future Project

Projects A project should be established if a Unit wants to track activity at a more detailed level then a Business Line will allow. Some examples of activity that will always be set up as a project: Sponsored Grants and Contracts Gifts Endowments Capital Sciquest and PeopleSoft – Transactions related to Projects should be coded directly to the Project not to GL. A systematic process runs to account for Project activity in the GL. Smart numbering design is used when assigning a Project Number. Task(s) are used to break-out transactions into smaller, more easily manageable units. Meaningful grouping(s) of activities that may span across expenditure categories to define a division’s business objective and may aid in decision making.

Contact Info by Project Numbers Designated Projects that begin with 2xxxxx – coa@finance.rutgers.edu     Restricted Projects that begin with 5xxxxx - rani.masanam@rutgers.edu   Endowment Projects that begin with 60xxxx - bcoyle@finance.rutgers.edu Capital Projects that begin with 7xxxxx – mshehat@finance.rutgers.edu Plant Operation Projects that begin with 75xxxx – mshehat@finance.rutgers.edu Sponsored Projects that begin with 8xxxxx - gca@ored.rutgers.edu Cost Share Projects that begin with 9xxxxx - gca@ored.rutgers.edu

What are the different Non-Sponsored and Sponsored Project types and their tasks? Type of Project Project Number Specific to Project Type Existing Fund Source/ Index No Tasks for the Project Type (Fund Type is coded to the task(s) based on project type) Fund Classification Being Converted Loans Starting No. 100000 One Project for each Fund Source/Index 05 series /L – Fund Code Tasks are assigned based on loan type or purpose of Fund source/Index Allows reporting on defined categories. i.e. Funding, distribution of Student Aid Yes Federal Work Study Starting No. 170000 538 series /REN Index Fund Type One Task per Project i.e. FWS by Funding , Expense Distribution Designated Starting No. 200000 Each Existing Fund Source / Index is a Project 20/28 series Separately Budgeted Research /R Index with Fund Type 04 Task Purpose of the Fund Source / Index OR Task(s) approved by Project Control Committee i.e. spending trend, NSF Report, All Other (New Projects) Starting No. 300000 New Projects specific to a unit/department N/A Projects and Tasks defined for a program to measure revenue vs expenses. Reporting needs will be determined based on types of projects. No Gifts-Restricted Starting No. 500000 53 series / R Index with Fund Type 75 EOF Fund Sources/Indices Multiple Tasks based units need - includes Fund Type for a Fund Source or Index i.e. spending trend, expense categories, EOF etc. Endowment Principal Starting No. 600000 Each Endowment is a Project (currently 1 fund Source/Index for Principal and 1 Fund Source/Index for Operating) 06 series - Includes Term, True & Quasi / E – Fund Code One Endowment Project with 2 tasks (includes Fund Type) - Endowment Operating (can be more than one if needed) Unique Identifiers that allow reporting based on defined categories. i.e. type of Endowment, spending, special instructions for Year-End Endowment Operating 6 series / R index with Fund type 75

What are the different Non-Sponsored and Sponsored Project types and their tasks?

Project Set Up Examples: Non-Sponsored Designated Start Up Funds – ABC Smith Wesson Jones Collins Recruitment – 123 Faculty Teacher’s Assist Undergrad Students Graduate Students Staff Research Council Awards – XYZ Smith Wesson Jones Collins FY2016 FY2017 FY2018

CROSS VALIDATION RULES (CVRs) What is a Cross Validation Rule: Cross validation rule (also known as cross-segment validation) controls the combination of values you can create when you enter values for key flexfields. A cross validation rule defines whether a value of a particular segment can be combined with specific values of other segments. You can use cross validation rules to prevent the creation of combinations that should never exist (values that should not exist in the same combination). Cross validation rules are used primarily as a reporting tool. Through limiting or preventing certain code combinations for specific transactions, will ensure desired and consistent reporting results. For example:

CROSS VALIDATION RULES (CVRs) – Cont’d CVR 3a- Account/Business Line CVR 3a - Balance Sheet Accounts can only use Balance Sheet Business Line Account 00000-109299, 10931-10939,10941-10949,10951-10959,10961-10969,10971-10979,10981-30009, 30011-39999 Business Line 9991-9999 CVR 3a-1-- Account/Business Line CVR 3a-1 Accounts 12120, 12130, 12140, 12150, 12160, 12170, 12180, 12190 can use Business Lines 9991-9999 12120,12130,12140, 12150,12160,12170, 12180,12190 CVR 4a -Business Line/Account CVR 4a - Cost Pool Business Lines can only use Cost Pool Accounts 1099,3099,3599,4399,5199, 5699,5899,5999,6099,6599,6699,6999,7099,7699,7899,7999,9099 91000-91999 CVR 4b -Business Line/Account CVR 4b - Business Lines 3451-3499 cannot use accounts 43000-44999 3451-3499 10005-42999,45000-99999 CVR 4c -Business Line/Account CVR 4c - Business Lines 9000-9899 cannot use accounts 43000-44999 and 45000-47999 9000-9899 40350,40400,40615,40690,40695,40810,40850,40860,40890,41100,41440,41700,41810,41850,41860,41870,42060,42080,42120,42160,42200,42260,48000-48999,49210,49230,49240,49250,49420,49430,50010-99999 CVR 6a- Account/Fund Type CVR 6a - Auxiliary Revenue Accounts can only be used with Auxiliary Fund Type 48000-48999 Fund Type 110 CVR 8a- Business Line/Fund Type CVR 8a - Auxiliary Business Lines can only be used with Auxiliary Fund Type 9000-9244,9246-9504,9506-9514,9516-9524,9526-9544,9546-9899 CVR 9a - Business Line/Fund Type CVR 9a - Expended For Plant Business Line can only use Fund Types 180, 610, 900 7500 180,610,900 CVR 9b - Business Line/Fund Type CVR 9b - Business Line values 3100-3110 can only use Fund Type 310-349, 351-359, 361-599 3100-3110 150,310-349,351-359,361-599,610,630,640,650 CVR 12a Business Line/Unit CVR 12a - Healthcare Business Line values can only use Healthcare Unit values 3500-3999 Unit 140,700-855,900 CVR 13a Fund Type/Business Line CVR 13a – Cost Share Fund Type value 190 can only use Business Line value 3407 and 9999 190 3407,9999

Questions & Answers

COA CONTACT INFORMATION: Susan Heleno helenosw@finance.rutgers.edu 848-445-8262 Loretta Anderson lorettaa@finance.Rutgers.edu 848-445-2103 COA Help Desk coa@finance.rutgers.edu 848-445-2100