WELCOME!

To the Orientation Class for PeopleSoft General Ledger

UNIVERSITY OF HOUSTON

SYSTEM-WIDE

Overview of Elements of the PeopleSoft General Ledger

• TableSet, SetID and TableSet Sharing

• Ledgers

TableSet, SetID and TableSet Sharing

• TableSet refers to the series of tables that control the general ledger.

• SetID is the label that identifies the TableSet used for a Business Unit.

• TableSet Sharing allows multiple Business Units to share a common table, such as Account or Fund.

Ledgers

• Ledgers store the posted net activity for a set of ChartField values by accounting period and fiscal year.

• A ledger is a set of posted balances that represent a set of books for a Business Unit.

• Can store actuals, budgets, statistical or other types of data.

• They are primarily maintained through journal entries.

Ledgers

• The various ledger types include:

– Actuals

– Budget

– Statistical

• Detailed transactions are stored in the actuals ledger.

Chartfield Definition

• PeopleSoft General Ledger uses chartfields to identify journal entries.

• Each chartfield contains information that defines a transaction in terms of responsible party, fund source and function of entity.

PeopleSoft E&G ChartFields

• Business Unit

• Fund Code

• Department

• Program

• Project ID

• Account

• Budget Reference

• Chartfield 1

• Statistics Code

Fund Related Values

• Fund Code

• Grant Related Values– Sponsor Type– Funding Agency– CFDA Code– Sponsor ID

Organizational Related Values• Business Unit

• Department Code

Activity Related Values

• Program Code

• Project ID

Cost Center Definition

• A combination of Chartfields constitutes a cost center. It defines whose money it is, what type of money it is, and what type of activity it is being spent to support.

Cost Center Composition

• A Cost Center will include:– Business Unit– Fund Code– Department– Program– Project ID

Non-Project/GrantCost Center

Example00730-2063-H0066-A0838-NA

where….

00730 = Business Unit

2063 = Fund Code

H0066 = Department

A0838 = Program

NA=Non project/grant

Project/Grant Cost Center

Example00730-1026-H0124-B0001-G000052

where….

00730 = Business Unit

1026 = Fund Code

H0124 = Department

B0001 = Program

G000052 = Project ID

Review of ChartFields

• Business Unit

• Fund Code

• Department

• Program

• Project ID

• Account

• Budget Reference

• Chartfield 1

• Statistics Code

Understanding the Business Unit

• Organizations are divided into entities for operational or reporting purposes.

• PeopleSoft defines these entities as Business Units.

• Each UHS component is defined as a Business Unit.

UHS Business Units

• 00730 - University of Houston

• 00759 - UH Clear Lake

• 00784 - UH Downtown

• 00765 - UH Victoria

• 00783 - UH System Administration

• 00797 - UH System Consolidated

Fund Code

• Each fund is a balanced ledger.

• Funds are coded by source or type of monies they represent.

• A four digit numeric code.

• First digit defines the fund group.

UHS Fund Codes

• 1XXX = State

• 2XXX = Designated

• 3XXX = Auxiliary

• 4XXX = Restricted

• 5XXX = Grants

• 6XXX = Endow. & Loans

• 7XXX = Plant

• 9XXX = Agency

Department Code

• Each UHS department is assigned a unique five digit code.– Leading alpha character for campus.– Four numeric characters assigned sequentially

.

• Hierarchy is assigned through department trees.

UHS Department Codes

• HXXXX = UH departments

• CXXXX = UHCL departments

• DXXXX = UHD departments

• VXXXX = UHV departments

• SXXXX = UHSA departments

Program Code

• Five digits are used to uniquely identify a non-project cost center either within or across departments

• First digit tells the purpose of the program by expenditure function– Expenditure function is related to required

NACUBO reporting

UHS Program Codes

• AXXXX = Instructional programs• BXXXX = Research programs• CXXXX = Public Service• DXXXX = Academic Support• EXXXX = Student Services• FXXXX = Institutional Support• GXXXX = Plant• HXXXX = Scholarship• IXXXX = Auxiliary

Project ID

• Project cost centers use a common Program.

• Uniqueness of Cost Center provided by Project ID.

• Can be used for Grants, Capital and other projects.

• Project ID is a seven digit code.

• First digit defines project group.

UHS Project ID

• GXXXXXX = Grant or sponsored project.

• PXXXXXX = Capital or building project.

• AXXXXXX=Administrative project.

• IXXXXXX=Internal Award project.

Account

• Account describes the nature of the transaction.

• Account uses a five digit numeric code.

• There are five Account types.

• The first digit of the code describes the type of account.

UHS Account Codes

Balance Sheet Items

• 1XXXX = Asset

• 2XXXX = Liability

• 3XXXX = Fund Equity

Income Statement Items

• 4XXXX = Revenue• 5XXXX = Expense

PeopleSoft Journal forNon-Proj/Grant Cost Center

• Identified as:

00730-2063-H0066-A0838-NA-53905

PeopleSoft Journal forProj/Grant Cost Center

• Identified as:

00730-1026-H0124-B0001-G000052-53905

Budget Reference

• Budget Reference is the period of time for which expenditures are planned and authorized.

• UHS has designed six digit Budget Reference coding.– BPXXXX

• UHS Budget Reference is equivalent to the Fiscal Year.

Budgetary Control

Elements that must be part of the Budgetary Control design include:

• Budget Types

• Budget Keys

• Budget Checking

Budget Types

• Revenue (REVEST) Budgets– Represents authorization to generate revenue

• Organization (ORG) Budgets– Expenditure budget for Non-Proj/Grt cost

centers

• Project/Grant (PROJ_GRT) Budgets– Expenditure budget for Proj/Grt cost centers

Budget Keys

Budget Keys• The fields on which budget control will be

decided.• All five chartfields that constitute a cost center are

budget keys.• Budget control occurs at the cost center and

budget pool (i.e. salary & wage, maint. &oper.) level.

Budget Checking

Budgets can be:

• Controlled– Lack of sufficient budget will cause a journal to

fail.

• Tracked– A journal will pass regardless of adequacy of

budget, but will be tracked as an exception.

Chartfield 1

• A new chartfield introduced with the upgrade to PeopleSoft financials version 8.4.

• Designed to help meet departmental reporting/tracking needs.

• Defined and maintained at the department level.

• Chartfield 1 values can be populated on transactions such as journals, POs & Vouchers.

UHS Chartfield 1 Design

• Each department can have up to 260 values for chartfield 1.

• Values are organized in a series of 10 for each letter of the alphabet:– A0 through A9– B0 through B9– C0 through C9

Statistics Code

• UH System Business Units have defined a Statistics Code for Full Time Equivalent (FTE) employee reporting and tracking purposes.

• A full-time employee is recorded as 1.00, a half-time employee as .50