1. AUD_Introduction to Chart of Accounts
COA Segments
Yale’s accounting system is built around the ‘segments’ of information within the chart of accounts. Different ‘segments’ tell us information like:
How an activity was funded
Grant
Gift
Yale Designated
Which Department incurred the expense or earned income
Cost Center
What activity the unit engaged in (e.g., mission, line of business and detailed activities)
Facilitator: This slide has click animations. Please click through content.
Facilitator Notes:
SAY: Yale’s accounting system is built around the ‘segments’ of information within the chart of accounts. Different ‘segments’ tell us information like:
DO: Speak to each animated line.
ale’s accounting system is built around the ‘segments’ of information within the chart of accounts. Different ‘segments’ tell us information like:
How an activity was funded
Which Department incurred the expense or earned income
What activity the unit engaged in (i.e., mission, line of business and detailed activities)
How to “account” for something purchased or sold
Program
Project
How to “account” for something purchased or sold
Ledger Account
Spend / Revenue Category
Introduction to Chart of Accounts

2. COA Individual Segments – Company
AUD_Introduction to Chart of Accounts
COA Individual Segments – Company
Company represents a legal entity with its own tax ID that requires standalone external financial and tax reporting.
For most users, the only Company will be Yale University.
Yale
Berkeley
Divinity
School
Other Agencies
Facilitator Notes:
SAY:
Company represents a legal entity with its own tax ID that requires standalone external financial and tax reporting.
For most users, the only Company will be Yale University.
Introduction to Chart of Accounts

3. COA Individual Segments – Grants
AUD_Introduction to Chart of Accounts
COA Individual Segments – Grants
Grants track activities funded by sponsors.
If a notice of award requires multiple sets of charging instructions, there will be multiple Grant numbers.
Direct Charge
Cost Share
Sub-Award
Clinical Trial
Facilitator Notes:
SAY:
Grant, Gift and Yale Designated are a group of segments that represent a detailed “funding component”. Generally, only one is required on financial transactions in Workday.
The only exception is for cost sharing. When there is cost sharing, account used on a transaction, the user will first enter the Grant number and then will enter the other funding component (Yale Designated or Gift) that is providing the cost sharing.
Grants track activities funded by sponsors.
If a notice of award requires multiple sets of charging instructions, there will be multiple Grant numbers.
Introduction to Chart of Accounts

4. COA Individual Segments – Gifts
AUD_Introduction to Chart of Accounts
COA Individual Segments – Gifts
All donor contributions are tracked in Workday in a Gift and are considered endowment gifts or current use (e.g., ‘spendable’) gifts.
Endowment
Gift
Current
Use Gift
Facilitator Notes:
SAY: All donor contributions are tracked in Workday in a Gift and are considered endowment gifts or current use (e.g., ‘spendable’) gifts.
Introduction to Chart of Accounts

5. COA Individual Segments – Yale Designated
AUD_Introduction to Chart of Accounts
COA Individual Segments – Yale Designated
Yale Designated represents funding that is not subject to external restrictions (by agreement with sponsor or donor contribution).
Yale Designated may be internally allocated or designated (e.g., discretionary, reserves, startup, internally designated funding arrangement, etc.).
Unrestricted
Operating
Provost
Funded
Unit
Discretionary
Facilitator Notes:
SAY:
Yale Designated represents funding that is not subject to external restrictions (by agreement with sponsor or donor contribution).
Yale Designated may be internally allocated or designated (e.g., discretionary, reserves, startup, internally designated funding arrangement, etc.).
Introduction to Chart of Accounts

6. COA Individual Segments – Cost Center
AUD_Introduction to Chart of Accounts
COA Individual Segments – Cost Center
Cost Centers identify financial responsibility and management for officially acknowledged business units (e.g., departments, sections, etc.).
Cost Center is used for both local and University-level management reporting.
General Medicine
History
Department
Controller’s Office
Facilitator Notes:
SAY:
Cost Centers identify financial responsibility and management for officially acknowledged business units (e.g., departments, sections, etc.).
Cost Center is used for both local and University-level management reporting.
Introduction to Chart of Accounts

7. COA Individual Segments – Program
AUD_Introduction to Chart of Accounts
COA Individual Segments – Program
Programs identify ongoing functional activities at the level of detail required to regularly answer questions and provide reports to Deans, Chairs and Directors.
Program is used for local and University-level management reporting and for external reporting.
Instruction
Research
Student
Support
Services
School and
Unit
Administration
Facilitator Notes:
SAY:
Programs identify ongoing functional activities at the level of detail required to regularly answer questions and provide reports to Deans, Chairs and Directors.
Program is used for local and University-level management reporting and for external reporting.
Introduction to Chart of Accounts

8. COA Individual Segments – Project
AUD_Introduction to Chart of Accounts
COA Individual Segments – Project
Projects are used to accumulate costs related to an activity that is more limited in scope than Program and meets local reporting needs below the Dean, Chair or Director level.
Capital Project
Exhibition A
Chess Club
History 101
Facilitator Notes:
SAY: Projects are used to accumulate costs related to an activity that is more limited in scope than Program and meets local reporting needs below the Dean, Chair or Director level.
Introduction to Chart of Accounts

9. COA Individual Segments – Assignee
AUD_Introduction to Chart of Accounts
COA Individual Segments – Assignee
Assignee allows for tracking by the individual (primarily faculty, Deans, Directors) where the individual is responsible for financial activity and balances.
*Optional
Net ID
Facilitator Notes:
SAY:
Assignee allows for tracking by the individual (primarily faculty, Deans, Directors) where the individual is responsible for financial activity and balances.
This section is optional. However, the School of Medicine has required Assignee to be used on all financial transactions going to accounts under the control of faculty.
Introduction to Chart of Accounts

10. COA Individual Segments – Spend Category
AUD_Introduction to Chart of Accounts
COA Individual Segments – Spend Category
Spend Category provides a more granular view of the expenses incurred for transaction analysis and is required on all expense transactions.
Equipment - Computer
Supplies -
Chemicals
Professional
Services -
Medical
Internal Expense - IT FTE Bundle
Facilitator Notes:
SAY: Spend Category provides a more granular view of the expenses incurred for transaction analysis and is required on all expense transactions.
Introduction to Chart of Accounts

11. COA Individual Segments – Revenue Category
AUD_Introduction to Chart of Accounts
COA Individual Segments – Revenue Category
Revenue Category provides a more granular view of the revenue earned for transaction analysis and is required on all revenue transactions.
Tuition
Patient
Care
Income
Ticket and Admissions Income
Facilitator Notes:
SAY: Revenue Category provides a more granular view of the revenue earned for transaction analysis and is required on all revenue transactions.
Introduction to Chart of Accounts

12. COA Individual Segments – Ledger Account
AUD_Introduction to Chart of Accounts
COA Individual Segments – Ledger Account
Ledger Account provides budget and actual accounting information for the general ledger. These are the natural accounts that make up the financial statements in Workday.
On most transactions, the system will populate Ledger Account based on the Revenue or Spend Category provided.
For journal entries, Ledger Account will need to be entered.
Tuition Income
Patient
Care
Income
M&P
Salaries
Materials
& Supplies
Expense
Advances
Facilitator Notes:
SAY:
Ledger Account provides budget and actual accounting information for the general ledger. These are the natural accounts that make up the financial statements in Workday.
On most transactions, the system will populate Ledger Account based on the Revenue or Spend Category provided.
For journal entries, Ledger Account will need to be entered.
Introduction to Chart of Accounts

13. COA Individual Segments – Fund
AUD_Introduction to Chart of Accounts
COA Individual Segments – Fund
Fund represents the high-level source of funds for external financial reporting and is expected to default from other segments.
Unrestricted Operating
Grants &
Contracts -
Federal
Temporarily Restricted Gift Income
Facilitator Notes:
SAY: Fund represents the high-level source of funds for external financial reporting and is expected to default from other segments.
Introduction to Chart of Accounts

14. COA Individual Segments – Location
AUD_Introduction to Chart of Accounts
COA Individual Segments – Location
In Workday Financials, assets are assigned to Locations – MEI to rooms and fixed assets to buildings.
Location replaces ‘building org’ in Oracle to capture transaction detail for University plant / buildings only.
*Specialized users only (e.g., Facilities)
25 Science Park
221
Whitney
333 Cedar St.
Facilitator Notes:
SAY:
In Workday Financials, assets are assigned to Locations – Moveable Equipment Inventory (MEI) to rooms and fixed assets to buildings.
Location replaces ‘building org’ in Oracle to capture transaction detail for University plant / buildings only.
There are specialized units and users that use ‘building orgs’ today. These are the only units that would put financial transactions on building locations in Workday.
The accounting guidance for what can be charged to a building remains unchanged.
Introduction to Chart of Accounts

15. COA Individual Segments
AUD_Introduction to Chart of Accounts
COA Individual Segments
Yale
Berkeley Divinity School
Other Agencies
Yale Designated Values
Gift Values
Grant Values
General
Medicine
History
Department
Controller’s Office
Instruction
Research
Student Support Services
School and Unit Administration
Capital Project
Exhibition A
Chess Club
History 101
Net ID
SC: Equipment - Computer
SC: Supplies - Chemicals
RC: Tuition
RC: Ticket & Admission Income
Tuition Income
Patient Care Income
M&P Salaries
Materials & Supplies Expense
Advances
Unrestricted Operating
Grants & Contracts – Federal
Temporarily Restricted Gift Income
25 Science Park
221 Whitney
333 Cedar St.
CHEFA Series Z)
Company
1 of: Yale Designated Gift or Grant
Cost
Center
Program
Project
Assignee*
1 of: Spend / Revenue
Category
Ledger Account
Fund
Location*
Debt
Line*
Debt
Line*
Facilitator Notes:
SAY:
This graphic shows all of the COA segments.
The order is consistent with how they appear in most transaction data entry screens.
*Debt Line is only used by the Controller’s Office
User provides only on journal entries; system derives otherwise
Specialized users only (e.g., Facilities)
Controller’s Office only
*Optional
*Optional
*Optional
Introduction to Chart of Accounts