Understanding Fund-Source Pairings in ConnectCarolina Chartfields
Explore the Fund-Source pairings in the new ConnectCarolina chartfield structure. Learn how to avoid errors by correctly matching Funds and Sources, and understand the interaction between Fund, Source, and Department. Gain insight into the major fund groups and their specific Source ranges for efficient transaction processing in ConnectCarolina.
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CHARTFIELD FOUNDATIONS- SOURCE-DEEP DIVE 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.
#3. SOURCE A DEEPER DIVE After completing this unit, learners will: Understand that the Source represents a specific source of funding Understand how each Fund corresponds to a specified range of Sources Understand that mismatching the Fund and Source will result in errors Understand how Fund and Source and Department interact in the chartfields
CORE CHARTFIELDS SOURCE Source is one of the five core chartfields required on all transactions. The Source is a 5-digit code indicating the specific source that is supporting your transaction. Another way to think about the Source is that it answers the question, What specific funding is supporting my transaction? Source Business Unit Department Fund Account
CORE CHARTFIELDS SOURCE Each major fund group has a specific range of Sources. You may recognize the term major fund group from Unit# 2, Fund-Deep Dive. The major fund group may be determined by looking at the first 3 digits of the 5-digit Fund. Fund Source XXXXX 2XX XX Purpose Major Fund Group Fund and Source should be thought of as a pair. If a Source is entered with an incorrectly paired Fund in ConnectCarolina, the transaction will be flagged as a combo edit error. The transaction will not process until the Fund-Source pairing is correct.
FUND-SOURCE PAIRINGS In the next 7 slides, the proper fund-source pairings will be presented by major fund group. The table below is an example of how data will be presented. There is no need to memorize the Source codes. Try to become familiar with the way the Fund and Source ranges are presented in the table focusing on the proper Source ranges paired with each major fund group. This table format will be similar to the Chartfields Quick Reference Card (QRC) that will be prepared for each department. The QRC will be a comprehensive listing of all Sources applicable for each department listed by major fund group. Major Fund Group Paired Source Ranges Academic Affairs Health Affairs 201XX 211XX Appropriations - Distance Learning Appropriations - Health Affairs SBTI Faculty Salary Receipts Appropriations AHEC (NCIPH only) 12002 13001 13111 13500-13999 AHEC 212XX 14001
1. STATE There are three major fund group codes for state funding: 201XX, 211XX, and 212XX. The paired Source ranges by major fund group code are shown in the table below. Based on allowable pairings, a Fund of 201XX for Academic Affairs and the Source of 13001 for Appropriations - Health Affairs would result in a combo edit error. A range of Sources is listed for health affairs receipts. Receipt accounts from the old system (FRS) will be assigned a new and unique Source within the range. For example: HPM Orientation Fee 13503 HBHE Continuing Ed 13533 PHLP Occ. Health Workshops 13517 PHN Field Training 13568 Each unique Source for state receipts will be listed in the applicable departmental QRC. Major Fund Group Paired Source Ranges Academic Affairs Health Affairs 201XX 211XX Appropriations - Distance Learning Appropriations - Health Affairs SBTI Faculty Salary Receipts Appropriations AHEC (NCIPH only) 12002 13001 13111 13500-13999 AHEC 212XX 14001
2. EDUCATIONALAND SELF-SUPPORTING The Fund Deep Dive unit explained that the Educational and Self-Supporting major fund group maps to specific source ranges for Student Fees, Residuals, and Conference/Workshops funding. Old (FRS) accounts will be mapped to a unique Source in the appropriate range. For example, Student Fees Residuals Conferences/Workshops Field Training Fee-BIOS 14269 HPM Residuals 16163 Bayesian Workshop 16609 Field Training Fee-HB 14270 NUTR Residuals 16257 EPID Conference 16673 Field Training Fee-MCH 14271 PHLP Residuals 16271 ESE Conference 16680 Based on the table, Sources in these ranges must be paired with the Educational and Self- Supporting Fund 241XX. Major Fund Group Paired Source Ranges Educational and Self- Supporting Student Fees (non-state receipts) 14200-14999 Residuals 241XX 16000-16499 Conferences/Workshops 16500-16999
3. ENDOWMENT INCOME The Fund for endowment income depends on whether the funding is Unrestricted (Fund 281XX) or Restricted (Fund 282XX). All SPH endowments are designated Restricted by the University. Each old endowment account will be mapped to a unique Source representing the named endowment. Examples include: Kenan Professorships 70084 Gillings Professorship in Bios 70853 W.R. Kenan Jr. Professorship 70085 Dorothy Fay Dunn Scholarship 71229 Major Fund Group Paired Source Ranges Restricted Endowment Income University Endowments 70000-78999 282XX
4. UNIVERSITY TRUSTS University Trusts includes gifts, contractual trusts (non-OSR) and foundation allocations. All SPH trusts are designated Restricted by the University due to GAAP reporting requirements. Refer to the fund s Fund Authority to guide use. The Sources for allocations from the Public Health Foundation begin with H . Sources from other foundations will have a different prefix, such as U representing UNC Chapel Hill Foundation. Notice the Source ranges depend on the type of trust arrangement: FHI-UNC Fellowship Program 46047 Jo Anne Earp Scholarship Fund H0014 CEHS Gifts 51241 Major Fund Group Paired Source Ranges Restricted University Trusts 292XX Contract Trusts (non-OSR) 46000-48999 50000-59999 H0001-H9999 Restricted Gifts, Bequests Allocations from Foundation
5. AUXILIARY The Auxiliary major fund group include recharge centers and service centers. The major fund code for Auxiliary is 295. The one purpose code applicable to auxiliary services is 19. Thus the Fund for all auxiliary operations is 29519. Old (FRS) accounts falling into these source ranges will be mapped to a unique Source. For example: Auxiliary Trusts and Services Recharge Centers and Service Centers Center for Pharmacoepidemiology 19101 Nutrition Copy Service 19418 Laboratory for Molecular Toxicology 19511 CSCC 19575 Major Fund Group Paired Source Ranges Auxiliary 29519 Auxiliary Trusts & Services, Student Auxiliary Recharge Centers & Service Centers 19000-19399 19400-19999
6. CONTRACTSAND GRANTS The Fund for contracts and grants is 252XX. The corresponding Source range for contracts and grants is 49000 to 49999. Source for contracts and grants represents the type of funding agency. The unique grant identifier is instead captured in additional chartfields which will be discussed in Unit #5, Additional Chartfields. The Departmental QRC will be an initial resource to help identify the appropriate Source for each grant. Major Fund Group Paired Source Ranges Contracts & Grants 252XX Federal Agencies Educational & Research Institutions Foundations Business and Industry NC State Government 49000 49100 49200 49300 49400 49999
7. OVERHEAD (F&A) The F&A Fund-Source table below shows only one Fund and one Source. All old F&A accounts will be mapped to this Fund-Source pairing. This is the case if your department had multiple F&A accounts. The Department chartfield identifies the UNC unit owning the transaction. The next 3 slides will illustrate how this works. Major Fund Group Paired Source F&A 271XX F&A 14101
FUND-SOURCE-DEPARTMENT Department is one of the key chartfields and identifies the UNC unit owning the transaction. It is a 6-digit code and will resemble the old department codes in FRS. All SPH departments still begin with 46XXXX. The table below shows how the selected departments would code transactions to F&A. Major Fund Group Paired Source Department F&A 271XX F&A 14101 CEHS 460501 F&A 271XX F&A 14101 BIOS-CSCC 462002 F&A 271XX F&A 14101 ESE 463001 F&A 271XX F&A 14101 PHLP 468580 13
FUND-SOURCE-DEPARTMENT Another example is State Appropriations (Health Affairs). The Fund-Source is common across UNC. Department is the distinguishing chart field. Major Fund Group Paired Source Department State-Health Affairs 211XX Health Aff Approp 13001 HPM 461001 State-Health Affairs 211XX Health Aff Approp 13001 EPID 463501 State-Health Affairs 211XX Health Aff Approp 13001 HB 464001 State-Health Affairs 211XX Health Aff Approp 13001 NUTR 466001 14
FUND-SOURCE-DEPARTMENT The flexible structure of the chartfields allows for any Source to be used and shared among departments if appropriate. For example, the Kenan Professorships, Source 70084, will be shared all across the university by recipient departments. The Department chartfield indicates who is spending the funds. Major Fund Group Paired Source Department Restricted Univ Trust 292XX Kenan Professorship 70084 ESE 463001 Restricted Univ Trust 292XX Kenan Professorship 70084 EPID 463501 Restricted Univ Trust 292XX Kenan Professorship 70084 NUTR 466001 15
SEARCHINGIN CONNECTCAROLINA There is no need to memorize codes. The Departmental QRC will provide a listing of the sources available to your department. Searching in ConnectCarolina is most effectively done by restricting the range. For example, if we were searching for a residual which takes the Source range 16000-16499, a search on Sources that begins with 16 would bring up Sources for residuals. ConnectCarolina cannot restrict the Source list given a certain Fund. It is best to be familiar with the ranges or use the QRC.
CORE CHARTFIELDS Congratulations! You ve completed the third 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. 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. Business Unit Department Fund Source Account
