C HARTFIELD F OUNDATIONS - F UND -D EEP D IVE This is a 5-unit module that explores the new ConnectCarolina chartfield structure. Note: this presentation is designed for ConnectCarolina users in SPH only as it is customized for SPH-specific chartfields. This presentation is best viewed on a device with a screen resolution of at least 1280x960.

#2. F UND – A D EEPER D IVE After completing this unit, learners will:  Understand the two components of the Fund chartfield: major fund group and purpose  Understand that major fund groups are similar to existing fund types (e.g. state, F&A)  Understand that in ConnectCarolina the user must select the appropriate purpose code for each transaction  Understand where to find information about purpose code options

C ORE C HARTFIELDS – F UND  Fund is one of the five core chartfields required on all transactions.  For every transaction, you’ll need to answer two questions:  What major fund group will be supporting the transaction?  What is the purpose of the transaction?  Fund  Fund chartfield is a single 5-digit code capturing both major fund group (3 digits) and purpose (2 digits). SourceAccountDepartmentBusiness Unit Fund Major Fund Group supporting transaction Purpose of transaction 2XX XX  We will go over the major fund groups and then the purpose codes.

O LD E NVIRONMENT (FRS)  ConnectCarolina has the same fund types that were grouped in the old FRS ledgers.  The old FRS ledger grouped many different types of funds in one ledger.  ConnectCarolina reorganizes these groups into unique fund types. FRS LedgerFRS Fund groups 2-XXXXX State appropriations Academic affairs Health affairs AHEC SBTI 3-XXXXX State receipts F&A Grant residuals Self-supporting accounts (e.g. student fees) Other auxiliary operations (e.g. recharges) 4-XXXXX & 5-XXXXX Contracts and grants from OSR 6-XXXXX University trust funds from Expendable gifts, or Income from university endowments Income from foundation endowments Contract Trusts (non OSR)

 Below is a listing of major fund groups applicable to SPH. Major Fund GroupSubgroup State FundsAcademic Affairs Health Affairs AHEC Educ. & Self-Supporting Contracts & Grants F&A University Endowments Unrestricted Endowment Income Restricted Endowment Income University TrustsUnrestricted Restricted Auxiliary  State funds includes all state sources (appropriations, SBTI, receipts) using three fund numbers to distinguish between academic affairs or health affairs or AHEC.  Educational and Self-Supporting funds includes revenue and spending from student fees, grant fund residuals, workshops / conferences.  Contracts & Grants includes all OSR- managed projects. Major Fund Group supporting transaction Purpose of transaction 2XX XX

 Below is a listing of major fund groups applicable to SPH.  F&A includes all F&A activity in a single fund.  University Endowments includes the income in a new fund grouping.  University Trusts includes gifts, contractual trusts (non-OSR) and foundation allocations.  Auxiliary includes recharges and service centers. Major Fund Group supporting transaction Purpose of transaction 2XX XX Major Fund GroupSubgroup State FundsAcademic Affairs Health Affairs AHEC Educ. & Self-Supporting Contracts & Grants F&A University Endowments Unrestricted Endowment Income Restricted Endowment Income University TrustsUnrestricted Restricted Auxiliary

 Fund chartfield is 5 digits.  This table shows the first 3 digits of the fund.  These 3 digits represent the major fund groups. Major Fund Group SubgroupFund Group Code State FundsAcademic Affairs201 Health Affairs211 AHEC221 Educ. & Self-Supporting241 Contracts & Grants252 F&A271 University Endowments Unrestricted Endowment Income281 Restricted Endowment Income282 University Trusts Unrestricted291 Restricted292 Auxiliary295 Major Fund Group supporting transaction Purpose of transaction 2XX XX

 The Fund is a 5-digit code. The first 3 digits represent the major fund type.  The final 2 digits represent the purpose – why the transaction is being made.  While many Purpose codes are available, only a handful will be directly applicable to SPH on a daily basis.  These are shown in the table along with guidance for their use. Major Fund Group supporting transaction Purpose of transaction 2XX XX Purpose CodeDescriptionGuidance 01Reg Term InstrUse for faculty teaching and teaching assistant effort & transactions 10Organized ResUse for faculty, staff and student research effort & transactions 19Other AuxiliaryUse for transactions and effort related to recharges. 30Student Fin AidUse for student support. 36Educ Agreements OSR will assign to selected grants. No need to use unless OSR assigns this purpose. 52General Acad Supp Use this code for all items that don’t fall in another category. 93AHEC Health Sci Supp NCIPH should use on funding from AHEC.

 Purpose must be determined for each transaction, including payroll actions.  The nature of funding, for example trust funds restricted for specific uses, might inform the purpose of the transaction.  The primary duties of a position may also inform the purpose in determining salary sources. Major Fund Group supporting transaction Purpose of transaction 2XX XX Purpose CodeDescriptionGuidance 01Reg Term InstrUse for faculty teaching and teaching assistant effort & transactions 10Organized ResUse for faculty, staff and student research effort & transactions 19Other AuxiliaryUse for transactions and effort related to recharges. 30Student Fin AidUse for student support. 36Educ Agreements OSR will assign to selected grants. No need to use unless OSR assigns this purpose. 52General Acad Supp Use this code for all items that don’t fall in another category. 93AHEC Health Sci Supp NCIPH should use on funding from AHEC.

F UND – P UTTING IT T OGETHER  This table summarizes the relevant major fund groups and purposes, which come together to form the Fund. Major FundSubgroup Fund Group Code State FundsAcademic Affairs201 Health Affairs211 AHEC221 Educ. & Self-Supporting241 Contracts & Grants252 F&A271 University Endowments Unrestricted Endow Inc281 Restricted Endow Inc282 University Trusts Unrestricted291 Restricted292 Auxiliary295 Purpose CodeDescriptionGuidance 01Reg Term InstrUse for faculty teaching and teaching assistant effort & transactions 10Organized ResUse for faculty, staff and student research effort & transactions 19Other AuxiliaryUse for transactions and effort related to recharges. 30Student Fin AidUse for student support. 36Educ AgreementsOSR will assign to selected grants. No need to use unless OSR assigns this purpose. 52General Acad SuppUse this code for all items that don’t fall in another category. 93AHEC Health Sci Supp NCIPH should use on funding from AHEC. Fund Group Code Combined with Purpose Code

S EARCHING IN C ONNECT C AROLINA  There is no need to memorize codes. ConnectCarolina allows for searching by the fund description which captures both the major fund group and the purpose components.  For example, a search on health affairs (state funding) brings up the following results for you to select the appropriate Fund:

S EARCHING IN C ONNECT C AROLINA  Alternatively, if you are trying to search the appropriate Fund given the purpose of regular term instruction, a search on the descriptions that contain “reg” brings up the following results for you to choose the appropriate Fund:

C ORE C HARTFIELDS  Congratulations! You’ve completed the second unit of Chartfield Foundations.  The new chartfields will require time to digest. Don’t worry about memorizing codes. Resources will be provided to facilitate your work.  Don’t forget – A list of purpose code definitions can be found on the SPH website!  Please continue the presentation to take the summary test. Your answers will be kept anonymous and only reviewed in aggregate to see which areas may need additional training. SourceAccountDepartmentBusiness UnitFund