Budget Unrestricted – Basic/General (Fund 10100) –10209 Summer Session –10099 Winter Intersession –60006 Cafeteria –70007 Child Development –80008 Book Store Restricted - Specially Funded Programs (SFP) – Categorical Funded annually DSPS, EOPS, Financial Aid – Others - SFP Title V, Community Services, Tech Prep, etc. Los Angeles Mission College The following is the Fund Accounting Structure/account. Fund Fund Center (cost center/WBS ) GL (commitment item) There are two categories of funds:

Specially Funded Programs - SFP Los Angeles Mission College Basically SFP is a grant awarded by other agencies, either governments or private sectors. Most Grants are on Cost-Reimbursement basis which means our district pays all expenditures first and get reimbursed based on the invoices of actual expenditures incurred. If a college spent more than the grant Awarded which means college incurred a deficit, college general fund needs to absorb this deficit. If college spent less than grant awarded, district can only get reimbursed by whatever expenditures college incurred. For example, if college gets a grant of $ 10,000 and only expends $ 8,000, District gets reimbursed only $ 8,000 and not $ 10,000. There are competitive and non-competitive grants. Competitive grants mean colleges need to apply for the grants and not for non-competitive. Non-competitive grant will be awarded automatically provided if funds are available from granting agency. Categorical is also Specially Funded Programs and is very similar like non-competitive grants. It is funded automatically every fiscal year for a specific purpose mandated by either State or Federal laws. In our district, the program # for most categorical are between and with an exception of EOPS ( also has10800 to ) and Financial Aid. These two departments also have fund 2 ( program # starts with “2” ) which is financial aid for students

Fund –Five numeric digits, 10100, 10420,70007 –First digit of the fund # indicates which fund it belongs to –There are total 7 funds in district, the following 5 funds are the most used on campuses Fund 1 – 10100, 17103, etc Fund 2 – Financial Aid : 20490,, 20476, Fund 6 – Cafeteria : Fund 7 – Child Care : 78725, Fund 8 – Book Store : –No co-mingle the funds or programs, no fund 1 to fund 6, etc, Exception : EOPS (10490/20490) and Financial Aid Office –Can NOT transfer budget from one program to another program within or between funds or same agency, to 17106, to etc. –You can NOT transfer budget from one fiscal year to another fiscal year even though your budget is funded by the same agency year after year. Los Angeles Mission College

Fund Center ( Act as a big umbrella ), x is a numerical digit –Fund Center includes Cost Center and WBS, depends on the type of funds. If it is a Specially Funded Program (SFP), it uses WBS. Others use Cost Center –Cost Center ( MxxxxA ) or (MxxxxB) Cost center in (General fund ) always ends with A Cost center other than ends with B, (Book store, cafeteria etc.) –WBS (Work Breakdown Structure) for SFP only Two elements, ( fund # - Mxxxx ) no A or B at the END M indicates its location – Mission college – M6310 : EOPS at Mission college – V6720 : EOPS at Valley college M 6310 counseling services of EOPS, M 6720 General Admin of EOPS M6310 Los Angeles Mission College

G/L Acct, Commitment Item Terms are used synonymously (depends on the module – Financial Accounting vs. Controlling) Six digits code Different G/L account represents different type of expense – for example –The expense for supplies is –The expense for postage is –The expense for software supplies is Fund Accounting Structures: M or M2490B or M1190A or M1990B Los Angeles Mission College

Fund Accounting Structure - examples Business office needs to purchase $ 100 supplies Account to be charged will be: –Fund : –Fund : ( General Fund ) –Fund center or Cost center : M2130A ( Business Office ) –G/L Account will be ( Supplies account ) M2130A EOPS wants to print $ 100 material for counseling in EOPS –Fund : –Fund : ( EOPS Fund) –Fund center or WBS : M6310 ( counseling of EOPS ) –G/L Account will be ( Printing account ) M Los Angeles Mission College

A Chart of an Accounts How to find the General Ledger ( GL ) account to charge ? Go to SAP easy screen, click on “Favorites” and choose “Insert Transaction” Type “F.10” and click green check mark You will see a short cut node appears on your SAP screen Double click on the node Leave every thing as it is on the new screen Click on the execute clock with green check mark on the upper left corner You will see a chart of account show up where you can search the proper GL account to be charged Los Angeles Mission College

BTA vs. ST and JV In 2011, District has launched Electronic Budget Transfer Authorization (eBTA ) to replace traditional paper BTA. –There is a quick reference where you can learn to use this new eBTA %20Guide.pdf %20Guide.pdf %20Guide.pdf –eBTA is used to set up a Specially Funded Program –After you received an award letter of the grant from the funding agency, you need to prepare a GRANT PACKAGE to set up a Specially Funded Program. –A grant package includes –A grant package includes: A copy of eBTA form.A copy of eBTA form. 2 copies of an original award letter from your funding agency2 copies of an original award letter from your funding agency 2 copies of An Abstract form2 copies of An Abstract form A copy of Request For Contract ( RFC ) formA copy of Request For Contract ( RFC ) form 2 copies of Master data forms2 copies of Master data forms –Although you submit the grant package through eBTA, you still need to submit the whole package to Administrative Services for processing. –eBTA is directly routed to District Budget office and the paper grant package is forwarded to District Contract unit to set up a contract with your grantor. Los Angeles Mission College

BTA vs. ST and JV Electronic Budget Transfer Authorization (eBTA ) –eBTA is also used to transfer Available Balance budget from one account to another account within same program (exception: 10490/20490 and Financial Aid). –You can NOT transfer budget if original budget set up is zero even if your available balance is positive –Click on the smiley face to see an example : ☻ ☻ –For any SFP that crosses 2 fiscal years, SAP does not carry forward any available balance of any line item that is $ 1 or less to new FY. For example, : - $ ( at year end of fiscal year 09 )  : $ 0 ( fy 10 ) : - $ ( at year end of fiscal year 09 )  : $ 0 ( fy 10 ) Budget in new fiscal year will be overstated by the same amount ( $ 100 ) Budget in new fiscal year will be overstated by the same amount ( $ 100 ) Click on the STAR to see an exampleClick on the STAR to see an example –No cents transfer, -> $ >> you can only transfer $ 35 –Most eBTA can be processed on campus except benefits (392000/395000) which must be forwarded to District for processing Los Angeles Mission College

Available Balance Original budget set up Go back to previous screen, click the logo You can not transfer this amount since the original budget is zero

BTA vs. ST and JV Salary Transfer (ST)/ Journal Voucher (JV) –Two forms can be obtained from college web site: –ST is used to transfer salary expenditures incurred between programs and funds –JV is used to transfer benefits and non-salary expenditure between programs and funds –All expenditure are in Debit side. –If you need to transfer expenditures between different programs within same fund, that is to transfer expenditures between two programs whose first digits are the same, e.g to or to Debit – the program you want it to be charged Credit – the program you want it to be un-charged –If you need to transfer ST/JV between different funds, that is to transfer expenditures between two programs whose first digits are different, e.g. between and –You need to use the format known in Fund Accounting as “due to” and “due from”. –Please consult with your accounting unit on campus for instruction If you need to transfer expenditures to different programs in different funds –Some examples in next slide. Los Angeles Mission College

fy fy 2010 GLbudgetcommitmentActual Available balance GLbudgetcommitmentActual Available balance $1,000.00$0.00$1,000.00$ $ $3,000.00$2,000.00$1, $1,000.00$15.00$ $2,500.00$2,700.00($200.00) $ $4,500.00$4,400.00$ $100.00$59.00$ $1, $1,100.00($100.00) $0.00 $1,010.00($1,010.00) TTL$12,000.00$0.00$11, $ TTL$1,100.00$0.00$1,084.00$16.00 Total Budget in fy 2010 Overstated by $ 300, see red numbers in fy 2010 Go back to previous screen, click the logo

The example of Salary Transfer ( ST ) / Journal Voucher ( JV ) Scenario 1 You had a student worker in Business Office ( M2130A ) whose salary was supposed to be charged to DSP &S office ( M ). For some reasons, this student worker salary expense, $ 200, was charged to Business Office instead and you need to use salary transfer ( ST ) to correct the charges to DSP&S. –You debit $ 200 to DSP&S – 10420, M6410,239200, and –You credit $ 200 to Business Office – 10100, M2130A, The above example assumes this student worker’s assignment was over. Because there is no employee benefits for student work usually, there is no need to prepare JV to transfer benefits. The same format as shown above in transferring employee benefits if there is a need to transfer benefits. To transfer non-salary expenditure, you also follow the same procedure in the example above. However, you need to use JV to transfer non-salary expenditure If you need to transfer from one program in one fund to another program in another fund, e.g to 60006, please consult with Accounting personnel on campus for instruction. Los Angeles Mission College

The example of Salary Transfer ( ST ) / Journal Voucher ( JV ) Scenario 2 You are running 2 programs, & 78731, and you have a student worker whose assignment is in effective from 7/1/09 to 6/30/10. Because of your budget, in January of 2010 you want to charge this student’s salary expense from 7/1/2009 to 12/31/2009 to your other program Since this student’s assignment is still valid, you don’t need to use ST to transfer salary expense from to You can use Salary Distribution Detail ( SDD ) form to change the assignment from 7/1/2009 to 12/31/2009 to After processing SDD, SAP system will retroactively charge the salary expense to for that period and will continue to charge from 1/1/2010 to 6/30/2010. Let’s assume in December of 2009 you decide that you want this assignment change to from 1/1/2010 to 6/30/2010. You also use SDD to change the assignment date ( 1/1/2010 – 6/30/2010 ) for program # ( ) to be charged. Los Angeles Mission College

This concludes this session of training Administrative Services Sr. Accountant Jerry Huang, 2011