COM Overview, Chart fields and

FormsHSC110

Primary Data Systems

Three primary financial data systems

OASIS (for student activity)

GEMS (for HR activity)

FAST (the true accounting/financial application)

Module Integration

Modules are designed to integrate with other modules based on business flow

Original entries may be created in one modulePosted to another moduleThen posted to General Ledger – all financial transactions ultimately post to the General Ledger

The Data Flow

Leading to Chart Field Structure

SET ID

BUSINESS UNITS

CHART OF ACCOUNTS

LEDGERS

ROSETTA STONE

Chart Field Structure

USF Chartfield Structure

Seven basic chart field values are combined to form a chart field string:

1. The GL expense account code, 2. Operating Unit, 3. Fund, 4. Department ID, 5. Product, 6. Initiative, 7. and Project ID

A chart field value:•a combination of numbers and/or letters,•identifies the characteristics of an accounting transaction,•identify the source and purpose of a transaction and•Identifies how and where it is reported.

USF Chart Field Structure

Operating Unit: This is a further breakdown within one company to show different segments of the company. At USF, we use the operating unit to identify campuses and large individual segments such as USF Health. The operating units are 3 spaces long and currently we only use letters. (Example: HSC)

Fund ID: This separates funding sources for reporting purposes. In addition, specific funds will have specific restrictions on how they may be used. For instance, the use of federal research funds (fund ID 20000) must comply with federal regulations. General revenue funding from the State of Florida (fund ID 10000) must be used in compliance with stateregulations.

Chart Field Structure cont.

Fund Type cont.

Common Fund types: 00001-09999 – Auxiliary (unrestricted) identifying a particular

Educational Business Activity (EBA) 10000 – E&G 10009 – Carry Forward 14XXX – Federal Stimulus 18XXX – Research Initiative Account (RIA)/Internal Award 2XXXX-22XXX – Sponsored Projects (Grants and Contracts) 28XXX – FWSP student worker funds 24XXX – Endowment Convenience 940XX – 943XX – Foundation Convenience AKA Agency Funds 945XX – 946XX – UMSA Convenience AKA Agency Funds

Department ID: This section of a chart field is used to define a cost center, one with a budget for its area, such as a college department. There are 6 characters, all numbers, in the department ID. (Example: 610100)

Department XXXXXXStarts with 6 USF HealthStarts with 60 USF Health Vice President & Administration Starts with 61 USF Health College of MedicineStarts with 62 USF Health College of NursingStarts with 63 USF Health InstitutesStarts with 63 USF Health College of PharmacyStarts with 64 USF Health College of Public HealthStarts with 65 USF Health ConstructionStarts with 66 USF Health LibraryStarts with 67 USF Health Medical ClinicsStarts with 68 USF Health Central ServicesStarts with 69 USF Health Central Services

Chartfield Structure cont.

Product: This is an identifier used to keep track of the accounting at a certain level in each department. There are 6 characters in the product section of a chart field. They may be a combination of numbers and/or letters. (Example MEDXXX) Initiative: An initiative is similar to a product; this is a different type of identifier that allows a department to further break down funding sources. For example, it is primarily used for RIA accounts, or to track internally funded awards. (Example 00XXXXX) last 5 digits of Employee ID. Projects: This is the only optional section of a chart field. It is used to track sponsored projects (10 alpha numeric characters) and construction projects (14 characters). Example 6119112100

Chartfield Structure cont.

Funding Sources

Funding Sources

E&G (Educational & General) These are funds appropriated by the State annually.Example: 10000Policies: http://usfweb2.usf.edu/purchasing/

CF (Carry Forward) Unspent E&G budget that rolls over to the new fiscal year when REQUESTED AND APPROVED (7/1 to 6/30)Example: 10009Policies: http://usfweb2.usf.edu/purchasing/

Contracts and Grants20XXX– Federal 21XXX– State 22XXX – PrivateExample: 21000Policies: http://usfweb2.usf.edu/uco/research/

Funding Sources

RIA (Research Initiative Account) – Internal AwardRIA Distribution:183XX Fixed Price Residuals: 18370Policies: http://www.research.usf.edu/files/sr/AllowableExpenses.pdf

Auxiliary0XXXXPolicies: http://compass.custhelp.com ( type in “Auxiliary” in search box)

Funding Sources

Convenience

Foundation Endowed Chair: 24xxx

Foundation: 940xx – 943xx

UMSA : 945xx – 946xxx

Policies: http://compass.custhelp.com (Search by category “Foundation”)

1. Request for New Chartfield form Request for Chartfield

2. GEMS combo codes (payroll)Request to Establish a New GEMS Combination Code Form

3. Workflow form (used to set up purchasing process)FAST Workflow Request Form

New Chartfield Setup

USF salaries cannot be paid directly from Foundation or UMSA accounts, therefore, USF Foundation/UMSA Convenience accounts are created to transfer money from Foundation/UMSA to USF, so that salaries can be paid.

Convenience Account Set up

The following apply to convenience accounts only:

Memo requesting establishment of chartfield

Internal form Foundation(USF) Check/Transfer request

or UMSA PO Budget

All forms must be sent to the Division of Sponsored Research, 30338 USF Holly Dr..

Once you receive a new chart field, you must then submit the Foundation Check Request Form or UMSA Funding Packets with new chart field information so that money can be transferred.

Convenience Account Set up

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College of MedicineCollege of Medicine

Commonly Used FormsCommonly Used Forms

University of South Florida – Tampa, FL

USF HEALTH Human Resources

Human Resource services for all USF Health employees and departments are provided by HR Service Center D.  The service center model is a team approach, providing excellent customer service through centralized, dedicated resources for HR actions.

Service Center D is staffed by the following six HR professionals:

– HR Service Consultant – Employment Center Representative – Employment Specialist – Benefits Representative – Employee Relations Consultant – Learning & Development Facilitator

USF HEALTH Human Resources

Contact List for Service Center D

Commonly Used HR Forms

1. Appointment Status Form (ASF) (completed on line)GEMS > USF Menu Items> Inquire> ASF

Have the accountable officer sign the ASF and send to our HR Representative, SVC 2172

2. Request to Establish New GEMS Account CodesGEMS Combo Codes can be found in GEMS

Path is: Gems Set Up HRMS Product Related Commitment Accounting Budget Information Chartfield Transaction Table

3. GEMS access Form

4. Payroll Distribution Form

1.Completed form to be sent to paydist@health.usf.edu

Commonly Used HR Forms

• Payroll Distributions must be completed:• every time you hire a new employee, • every time an employee's record changes, and • anytime an employee’s funding source changes

• If you are changing an employee’s effort on a sponsored award, you must submit a new pay distribution AND the PI must approve.

Note: If the employee is over the NIH salary cap, you must submit

an NIH Salary Cap Worksheet

• The pay distribution percentages must equal 100%, regardless of the employee’s FTE.

• Once the form is complete, send to paydist@health.usf.edu or deliver to the Business Office, MDC 66

How to Check Pay Distribution

Path is: Set up HRMS Product Related Commitment Accounting Budget Information Department Budget Table USA

You can look up the pay distribution:

- for an entire department,

- for an individual,

- for the current Fiscal Year

Commonly Used HR Forms

Hiring and Personnel Action Freeze Exception Form

Retroactive Expenditure Transfer (RET)

RET Form• RETs are used to transfer salaries between funding sources

• Transfers should be made promptly after the error occurs, but no later than 90 days following the date of occurrence unless removing salary from a sponsored award

• Queries for pulling the RET information can be found in GEMS

• Do not modify the queries. Only input salaries (not fringes) on the MOVE column.

• The subject line of the RET must include:• EMPLID, RCD#, Last Name, From (project # and fund code), to (project # and

fund code), PPE-PPE

• For RETS including sponsored research, RIA accounts or convenience accounts, send the RET to RFMRETNotify@research.usf.edu

• For RETS including non grant related funds, send the RET to UPRRETNotify@admin.usf.edu

RET Form

Purchasing Forms

1. Purchase Order Request

2. Purchase Order Change

3. Payment Request

4. Purchase order Close Form

Purchase Order Request

Purchase Order Request• Purchase Order Requests are used to document orders that you wish to

purchase using state dollars.

• Make sure the information is as detailed as possible.

• Make sure the necessary quotes are attached or documented

• Less than $5000 only need a verbal quote

• Greater than or equal to $5000 and less than $25,000 you must have 2 quotes. They can either be verbal or written

• Greater than or equal to $25,000 and less than $75,000 you must have 3 written quotes

• Greater than or equal to $75,000 must be sent for competitive bids

• Once an accountable officer signs the PO request form, submit to the designated individual who enters PO’s into the FAST system

• Note: This form is internal to the COM and should not be sent to Purchasing

Purchase Order Change Form

Purchase Order Change Form

• PO change forms are used to make changes on PO’s that have already been approved by the Purchasing Department

• You can change multiple items on the PO

• Cancel every line item

• Close the remainder of the PO

• Change the chartfield for the entire PO or single lines

• Increase or decrease quantity

• Increase or decrease dollar amount

• Add items to the Purchase Order form

• Once the PO change form has been approved, send to the COM purchasing agent and they will make the changes (email Mark Lillquist or send to AOC200)

Payment Request Form

Payment Request Form

• Payment Request forms are used to pay for purchase that a department is not able to pay for using a P-card or purchase order.

• For the most part, payment request forms are being phased out

• The most common use of this form is for conference registration fees if you don’t have a P-card or will not pay using personal credit card

• Also used to pay expenses on grants that have a project end date that has already passed.

• Once the form is signed by an accountable officer, send to Purchasing, AOC 100

• Note: Include original receipts/invoices

Purchase Order Close Form

Financial Forms

1. Journal Entry (expenditure transfers, internal

billing, etc.)

2. Budget Transfer (non research related)

Journal Entry Form

Journal Entry Form

• The JET form can be used for Expenditure transfers and/or interdepartmental charges & cash transfers for convenience accounts.

• If the JET is for any interdepartmental charges, they must be sent to rnsinterdept@usf.edu

• If the JET is for any expense transfers, they must be sent to rnsexpt@admin.usf.edu. Must be accompanied by the invoice and ledger.

• The subject line of the email must include:• ETR from FUND to FUND (project#) (explanation of transfer)

Journal Entry Transfer Form

Expenditure Transfers• If completing an expenditure transfer, use the account code that the charge

was originally charged to. • Charges to expenses should be entered as positive numbers. • Credits to revenue should be entered as negative numbers.• Debits and credits must net to zero.• All correcting entries must reference the Journal ID being corrected and the

posted date of this journal.

Interdepartmental Transfers• If completing an interdepartmental transfer, use the revenue account code that

the charge is associated with (code should start with a 7XXXX).• Be sure to include a brief description of what the transfer is for.

Journal Entry Transfer

Budget Transfer

Budget Transfer fund 183XX Research Initiative Account (RIA)

• List both the chartfield (s) you are transferring from and the chartfield(s) you are transferring to.

• The budget amounts for these chart fields must net zero.

• Once completed, the form should be sent to Karen Haubenstock, karenh@usf.edu.

• Note: For sponsored award transfers, you must use a Budget Transfer Form found on Sponsored Research Website.

Budget Transfer Funds 10000 and 10009

• If transferring non-salary budget, send an email to Tabitha Laidler tlaidler@health.usf.edu

• If transferring salary budget, send an email to Andrea Rudon arudon@health.usf.edu

• The email must state which budget codes you will be transferring between.

• Be sure to include the amounts you will transfer.

• If you want to transfer between chartfields, be sure to include the account codes for each chartfield and the total amount.

Travel Forms

1. Travel Delegate Form

2. Non Employee Profile Creation Request

3. FAST

Travel Delegate From

• This form is used to assign delegates for the FAST Travel Module if you already have FAST travel Module access

• A delegate is an employee who is able to create and enter TAR and TER submissions

• An employee is automatically a delegate for themselves, so they just need to make sure they have FAST access in order to enter travel.

• If another individual will be entering travel on behalf of someone else, you will need to fill out the delegate request form.

• Once completed, send the form to travelhelp@admin.usf.edu. They will send and email confirmation once it has been processed.

Non Employee Profile Creation Form

Non Employee Profile Creation Form

• This form is used to create Employee records for people outside of the University who will be traveling using State dollars.

• ex: Faculty candidates and consultants

• Employees must have an active GEMS record in order to be reimbursed for travel.

• This form must be completed and submitted for Travel prior to entering a TAR and incurring any travel expenses.

• It generally takes 3-5 Business days for Travel to process this, so plan accordingly.

• Once this form is completed, send to travelhelp@admin.usf.edu

Travel Access Form

Use this form to:– Request delegate access to the travel module within FAST– Set up budget approvers for travel– Set up approval role for supervisors (tied to GEMS)– Set up approval role for Principal Investigators

If you are adding a budget approver to another chartfield, be sure to include a list of all chartfields they approve. Otherwise, the new request will override previous approval authority

Budget approvers are only tied to the Operating Unit and Department

All travel on a grant will automatically need to be budget approved by the PI

Travel Access Form

Miscellaneous Forms

1. Billing Contact Form

2. Deposit Data Form

3. FAST

4. Foundation

5. FAST Workflow

Billing Contact Form

Billing Contact Form

• This form is used to add or remove billing contacts for FAST chartfields.

• Being a billing contact allows you to review the Telephone billing transaction details for your department.

• The telephone bills can be viewed through the IT Communications Mart in the Data Marts section in the Admin Portal

• Once the accountable officer has signed, the form should be sent to telebill@adminu.usf.edu.

Deposit Data Form

Deposit Data Form

• This form is used to tell the Cashier’s Office which chartfield a check should be deposited into.

• Make sure you provide as much detail as possible in regards to the vendor, check number and description.

• Include the account code that the money should be deposited into

• Once the form is complete, either send to the lock box with the check attached or hand deliver to the Cashier’s Office.

FAST Access Form

FAST Access Form

• This form is used to request access to USF’s Financial System, FAST

• You can request access to various modules within FAST• Requisitions• Receiving• P-Cards• Travel• Accountable Officer• Inquirer

• Be sure to completely fill out each section for which you need access to.

• The accountable officer must sign this form. They will not accept an accountable officer designee.

• Once completed, send the form to FAST Security, AOC 200

Foundation Access Form

Foundation Code of Ethics Form

Foundation Access Form

• This form is used to request to your department’s Foundation accounts.

• You will only need to check the box for USF Foundation Finance “Read.”

• Have an accountable officer sign the form.

• Send via campus mail to at ALC 100.

• You must also fill out the Code of Ethics form and send along with your access form.

• Once you get an email with your username, you must request access to your department’s funds.

• Send Jean Nixon a list of the funds in your department and she will approve and forward to Foundation.

FAST Workflow

FAST Workflow

• This form is used to setup workflow for your department’s chartfields.

• Workflow needs to be set up for the following roles:• Requisition Approver• Requisition Manager• Accountable Officer• Accountable Officer Designee

• It is a good idea to have backup individuals for each role.

• This form must be filled out if your department intends on processing Purchase Orders, P-cards, Payment Requests, etc.

• Completed form must be signed by accountable office and sent to FAST Security, Nancy DellaPorte, AOC 200