PeopleSoft Financials Chart of Accounts December 2010 MAY 2012

PeopleSoft Chartfields Chartfields are the basic building blocks of the Chart of Accounts that allow segregation and categorization of financial transactions and budget data. Business Units  Because we are sharing the same software instance with other UT campuses, our data is segregated by Business Units.  5 Character field length – UTSA1

Chart of Accounts Chartfield Structure Fund AccountFunction (NACUBO) Dept IDProject ActivityProgram (Likely will not be used) UTShare Common Chartfield Values Cost Center UTSA Defined Chartfield Values ** Values are subject to change after configuration and testing is completed

FUND Key to grouping transactions by fund DEFINEUTSHARE 14 – Educational & General 2100General Funds 2110Research Development 2115Special Items (i.e. SALSI) 2120THECB Transfers 2135Lab Fees 2140E&G Transfers

FUND Key to grouping transactions by fund DEFINEUTSHARE 19 – Designated Funds3100Organized Ed Activities 3105Designated Tuition 18 – Service Centers3200Net Service Funds 26 – Grants & Contracts (Sponsored Programs) 5100Federal Sponsored Prog. 5200State Sponsored Prog. 5300Local Sponsored Prog. 5400Private Sponsored Prog.

FUND Key to grouping transactions by fund DEFINEUTSHARE 29 – Auxiliary Enterprises 4100Intercollegiate Athletics 4200Housing & Food Service 4300 Bookstore 4400Parking & Traffic 4500Student Health Center 4600Student Service Fees 4700Other 4800Student Activities

FUND Key to grouping transactions by fund DEFINEUTSHARE 30 – Restricted Gifts 5500Gifts and Other 5600Gifts for Endowment 6300Endowment & Similar 36 – Unexpended Plant Funds 7101Permanent Univ Fund 7102Revenue Financing System 710GFederal Grants 7108Private Gifts 7105Interest on Construction 7104Other Sources

Account Value Ranges Account Category RANGE Assets Liabilities Fund Balance/Transfers Revenues Expenses

Budgetary Only Accounts AccountDescription A1000Staff Salaries A1200Wages A2000Faculty Salaries A3000Payroll Related Costs A4000Operating Expenses A5000Other Non-Op Exp Activity A6000Debt Service A7000Transfers

FUNCTION Groups expenditures for reporting DEFINEUTSHARE 02100Instruction 06200Research 12300Public Service 14400Academic Support 70500Auxiliary Enterprises 16600Student Services 20700Institutional Support 22800Ops & Mtnc of Plant 48997Scholarships & Fellowships

DEPARTMENT ID 6 characters – 1 st 3 alpha refer to entity Refer to handout Organizational AreaDEPT_ID Numbering PresidentPRS001-PRS999 Academic AffairsACA001-ACA999 College of SciencesASC001-ASC999 Business AffairsBAF001-BAF999 Community ServicesCMS001-CMS999 ResearchRES001-RES999 Student AffairsSAF001-SAF999 University AdvancementUAD001-UAD999

COST CENTER Maps to a unique combination of FUND-DEPT ID-FUNCTION Will be the SPEED TYPE / SPEEDCHART A “quick key” to ease transition from DEFINE, facilitate user acceptance & improve the accuracy of financial transactions Crosswalk to map legacy UNIT CODE, BUDGET GROUP + NACUBO code to a unique COST CENTER Sometimes includes DEFINE Subaccount

COST CENTER NUMBERING CONVENTIONS Varies by Fund Group E&G – EGnnnn Each area gets a unique alpha character after EG: AreaE&G FUND Cost Center Format Academic AffairsEGAxxx College of BusinessEGBxxx College of ArchitectureEGCxxx College of Educ & Human DevelopmentEGDxxx College of EngineeringEGExxx College of Liberal & Fine ArtsEGFxxx Graduate SchoolEGGxxx

E&G COST CENTER FORMATS AreaE&G FUND Cost Center Honors CollegeEGHxxx Community ServicesEGKxxx LibrariesEGLxxx College of Public PolicyEGPxxx Student AffairsEGQxxx ResearchEGRxxx College of SciencesEGSxxx University CollegeEGUxxx University AdvancementEGVxxx Business AffairsEGXxxx PresidentEGYxxx University WideEGZxxx

E&G COST CENTER FORMAT Special References may be used when appropriate: RES = RESERVES FAC= FACULTY RESERVE FUNDING LFn = LAB FEE + NUMBER SUM = SUMMER SESSION FACULTY RESERVE DTC = DOWNTOWN CAMPUS

COST CENTER EXAMPLES BUDGET GROUP DESCRCost Center FundDept IDNACUBO Physics Research Dvlpmt Fund EGS ASC Physics & Astronomy Dept EGS ASC GIT PhysicsEGS ASC GIT PhysicsEGS ASC Ctr for Research – Physics & Astron EGS ASC Tenure Track Research Award EGS ASC PhD PhysicsEGS ASC Biology Lab FeesEGSLF32135ASC008100

DESIGNATED FUND COST CENTER FORMATS AreaDesignated Fund Cost Center Designated Tuition Cost Center Academic Affairs DFAnnnDTAnnn College of Business DFBxxxDTBxxx College of Architecture DFCxxxDTCxxx College of Educ & Human Development DFDxxxDTDxxx College of Engineering DFExxxDTExxx College of Liberal & Fine Arts DFFxxxDTFxxx Graduate School DFGxxxDTGxxx

DESIGNATED FUND COST CENTER FORMATS AreaDesignated Fund Cost Center Designated Tuition Cost Center Honors College DFHnnnDTHnnn Community Services DFKxxxDTKxxx Libraries DFLxxxDTLxxx College of Public Policy DFPxxxDTPxxx Student Affairs DFQxxxDTQxxx Research DFRxxxDTRxxx College of Sciences DFSxxxDTSxxx University CollegeDFUxxxDTUxxx University Advancement DFVxxxDTVxxx Business Affairs DFXxxxDTXxxx President DFYxxxDTYxxx

DESIGNATED FUND COST CENTER FORMAT Special References may be used when appropriate: RES = RESERVES ENn = OFFICIAL OCCASIONS FOH = FEDERAL OVERHEAD

RECHARGE / SERVICE CTR COST CENTER FORMATS All begin with RC and 4 consecutive numbers randomly assigned. BUDGET GROUP DESCRCost Center FundDept IDNACUBO MAIL SERVICESRC BAA FACILITIES SVCS DTC RC BFC BACKGROUND CHECKS RC BUP ANIMAL CARE SERVICES RC CTR038700

AUXILIARY ENTERPRISE FUND COST CENTER FORMATS All begin with AX and 4 consecutive numbers randomly assigned. BUDGET GROUP DESCRCost Center FundDept IDNACUBO UTSA CARDAX BAA RECREATION CTRAX SAF ATHLETICS AX SAT TENNIS-MENAX SAT UNIVERSITY CTR AX STL HOUSING OPSAX STL009500

GIFT FUND COST CENTER FORMAT All begin with G and 5 consecutive numbers randomly assigned. BUDGET GROUP DESCRCost Center FundDept IDNACUBO PRESIDENT’S ASSOCIATES G PRS CAPITAL CAMPAIGNG UAD LUTCHER BROWNG ACA UTSA SCHOLARSHIP FUND G UNW012997

AGENCY FUND COST CENTER FORMAT All begin with AG and 4 consecutive numbers randomly assigned. BUDGET GROUP DESCRCost Center FundDept IDNACUBO GREEK WEEKAG STL ROADRUNNER CLUB ACTIVITIES AG SAT ARCHER FELLOWSHIP PROGRAM AG AHC001999

Project Chartfield Two Types of Projects (Grants and Capital) GrantsCapital Projects Converted Grant Projects consist of 3 components: (i.e. 326xxxxxx0) ‘3’ = UTSA Component Number ’26xxxxxx’ = Define Budget Group ‘0’ = Sponsored Project or ‘C’ Cost Sharing Converted Capital Projects will begin with SC (San Antonio Converted) followed by the last 6 digits of the DEFINE Budget Group Number. New Projects will have generated sequential number starting with “ ” New Capital Projects will begin with S and the ‘NEXT’ sequential number “S ”

Activity Chartfield Two Types of Activity (Grants and Capital) GrantsCapital Projects Activity for converted and new Project ID is ‘1’. Activity for grants is not significant. Standard Activities will be used for converted and new OFPC Construction Projects. The Standard Activities will consist of : OM denotes OFPC Managed IM denotes Institutionally Managed CI denotes Capitalized Interest For Converted Institutional Capital Projects the DEFINE sub accounts will become the activity.