General Accounting Update June 21, 2006

Topics to Cover Fiscal Closing On-Line Recharges (web) On-Line Non-PEAR Encumbrance Mysteries

Fiscal Closing-June 2006 Fiscal Closing Schedule for June 2006 Prelim Deficit Clean Up Prior Year Current Year (Payroll and Non-Payroll) Accruals and Deferrals Cash Collections Deadline

Corporate Accounting Website Click here.

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Year End - Closing Schedule 1 2 3

On-Line Recharge Application Currently we have two methods of processing recharges: Paper (manual) to be keyed On-Line using the mainframe system (1991?) Web base: Interdepartmental Recharge Request application which includes PAN notification. Recharge Order Request (P-39) which also includes PAN notification. Edits to include all University policies. Currently the new application is being piloted.

On-Line Non-PEAR Update Has been in production since May 2003. The “growing pain” has been moving prior year expenses to current year. Majority of transfers (non-pear) are from PAC area. We recommend when departments process invoices to make sure the FAUs are properly coded.

Non-Payroll Object Codes Where can I find the list of Object Codes for non-payroll type of expenditures? What does “Unallowable Object Code” mean? What does “Warning” mean? www.accounting.ucla.edu

“Unallowable” Object Codes “Unallowable” object codes are those expenses that cannot be charged to contracts and grants projects (Federal, State, Local & Private Contracts & Grants). Object Codes with “warning” flag are those that are not commonly charged to contract & grant projects (process only if appropriate). General Accounting’s website: www.accounting.ucla.edu, under General Accounting/Object Codes To assist you in processing your transactions correctly, there is an edit in FS (General Ledger) as well as in PAC system.

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Object Code Listing—General Accounting Website PDF files

Object Code Listing—General Accounting Website cont’d

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Object Code Query Result

Encumbrance Mysteries!! What? Transactions that are in PAC but not in FS Transactions that are in FS but not in PAC Errors with future release, etc… The “ODD” ones—we see them but cannot touch them!! Why? Various Reasons—processing problems, systems interface, etc..

Encumbrance Mysteries cont’d Who to contact: Isabel Castro, Accounts Payable Department should provide detail to Isabel—FAU, P.O. No., when the payment was made, how much, etc. Isabel determines how the encumbrance transactions should be corrected: Departments can make corrections or Isabel will forward release request to General Accounting.

Happy Closing!

Happy Closing