Overview of Accounting Changes in CTCLink for September 2021
Explore the accounting changes for CTCLink in September 2021, focusing on the new structure, what is changing, and its impact on various business processes like travel, purchasing, budgets, and reports. Learn about the transition from Legacy to PeopleSoft, new business units, operating units, and state purposes. Discover the requirements for grants and capital projects in terms of project costing, project ID, and activities.
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Chart of Accounts Chart of Accounts Accounting Changes for Accounting Changes for CTCLink CTCLink SEPTEMBER 2021
Changes for ctcLink/Peoplesoft What does the new accounting structure look like What is new What isn t changing What is changing Budgeting Item Types
CTCLink It will impact everyone Business Processes Travel Purchasing Budgets Reports
CTCLink Legacy to PeopleSoft Translation Diagram Legacy System Values Revenue Source Project Number Sub-Sub- Object College Code GL Code Sub-Object Fund Appropriation Program Index Organization Index PeopleSoft Chartfields Project Costing Business Unit College Defined Business Unit Operating Unit Account Fund Appropriation Class Department Program Project ID Activity ID State Purpose PeopleSoft Field Name BUSINESS_UNIT OPERATING_UNIT ACCOUNT FUND_CODE PRODUCT CLASS_FLD DEPTID PROGRAM BUSINESS_UNIT_PC PROJECT_ID ACTIVITY_ID CHARTFIELD1 CHARTFIELD2 No No No No Required on All Transactions? Yes Yes Yes Yes Yes Yes No No Yes *Required with select Funds Globally Defined Globally Maintained *Required to use a Project ID *Required with select Funds *Required if using a Project ID Globally or Locally Defined Globally or Locally Maintained? Globally Defined Globally Maintained Globally Defined Globally Maintained Globally Defined Globally Maintained Globally Defined Globally Maintained Locally Defined Locally Defined Locally Defined Locally Defined Locally Defined Locally Defined Locally Defined Locally Defined Globally Maintained Globally Maintained Locally Maintained Locally Maintained Locally Maintained Locally Maintained Locally Maintained Globally Maintained
What is new? Business Unit: WA040 (standard for all SVC transactions) Operating Unit: 7040 (standard for all SVC transactions) State Purpose: created to identify expenses that are IT related required field for all expenditures. N - null (no) Y - yes
What is new? For Grants and Capital Projects Project Costing Business Unit: WA040 Project ID: required if using Fund 145, assigned in the Grants module by the Business Office Activity: required if a Project ID is used, it defines a specific task within a grant
What isnt changing? Current Legacy structure for an expense: Fund. Prog. Org. Subobject (ex. 149-082-1820-EA) Fund is still fund 148 is still 148, 149 is still 149, etc But, if it has an appropriation, then it has both an appropriation and fund. This is used by state allocated Funds 001, 057, 060, 24J. Prog is now called Class - that s all for most progs see next slide 061 is still 061
What is changing? A few prog s will change: 280 becomes 286 281 becomes 287 All capital 9xx becomes 901 Org will be dept All new 5 character numeric values Subobject and Revenue Source will be Account All new 7 character numeric values, lots more New structure for an expense or revenue Fund. Class. Dept. Account
What is changing? If an expenditure uses a fund that requires an appropriation, then Fund and Appropriation chartfields are both required, examples: Appropriation Appropriation Fund Fund 101 001 123 001 071 24J R10 147 C19 057 (various other approps) A16 060 (various other approps)
So what do the new Depts look like? Organized using a numeric structure related to campus organization to help with reporting First digit 1 Executive/President 2 Administrative Services 3 Instruction 4 Student Services 5 College Advancement 6 Capital Projects 7 Grants & Contracts 8 Financial Aid Awards & Scholarships 9 Fiscal / Statewide Global Departments
What does the dept crosswalk look like? Legacy Coding Business Unit = WA040 PeopleSoft PeopleSoft Fund - Appropriation (APPR) DepartmentDepartment Description Org Code Class Fund Program Fund Account Title 101/123/3E0/BD1/BG1/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 101/149 010 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 1Z98 ALLOCATIONS 1000 INSTRUCTION UNCLASSIFIED 1001 EQUIPMENT UNALLOCATED 1100 ARTS & SCIENCES GENERAL 1101 ART 1102 PSYCHOLOGY 1103 LIFE SCIENCES 1104 BUSINESS & ECON 1105 ETHNIC STUDIES 1106 WRITING CENTER 1107 ENGLISH 1108 MATH 1109 MUSIC 1110 ENGINEERING 1111 NUTRITION 1112 PHYSICAL EDUCATION 1113 PHYSICAL SCIENCE 1114 SOCIAL SCIENCE 1115 COMMUNICATIONS 1116 DRAMA 1117 WORLD LANGUAGES 1118 EAP-ENGLISH FOR ACADEMIC PURPOSES (PREVIOUSLY AESL) 1119 APPLICATIONS DEVELOPMENT 1120 DISTANCE ED - ARTS & SCIENCES 1121 DE-ART 1122 DE-BIOLOGY 1123 DE-BUS ADMIN 1124 DE-CHEMISTRY 1125 DE-CMST 1126 DE-COMP SCI 1127 DE-CCS/ABE 1128 DE-DRAMA 1129 DE-EARTCH SCI 1130 DE-ECONOMICS 1131 DE-ENGINEERING 1132 DE-ENGL 1133 DE-ENV SCI 1134 DE-HISTORY 1136 DE-MATH 1137 DE-MUSIC 1138 DE-GEOL/ASTR/NATS 1139 DE-NUTRITION 1140 DE-PHYSICS 1141 DE-PE 1142 DE-PSYCH 1143 DE-SOCSCI 1144 DE-WORL LANG 2300 WHID INSTR UNCLASS 2306 WHIDBEY WORLD LANGUAGES 2309 WHID ENGLISH 001/123/3E0/BD1/BG1/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 001/149 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 011 90010 EXPENDITURE RECOVERY 30001 INSTRUCTION UNCLASSIFIED 30002 INSTRUCTION EQUIPMENT UNALLOC 32000 ARTS & SCIENCES GENERAL - MV 32400 ART - MV 32800 PSYCHOLOGY - MV 32170 BIOLOGY - MV 32500 BUSINESS - MV 32210 ETHNIC STUDIES - MV 32103 WRITING CENTER-MV 32100 ENGLISH - MV 32900 MATH - MV 32130 MUSIC-MV 32200 ENGINEERING - MV 32150 NUTRITION-MV 32300 PHYSICAL EDUCATION - MV 32180 CHEMISTRY - MV 32503 INTERNATIONAL STUDIES - MV 32600 COMMUNICATIONS & JOUR - MV 32700 DRAMA - MV 32140 WORLD LANGUAGES - MV 35101 ENGLISH FOR ACADEMIC PURPOSES 32245 APPLICATIONS DEVELOPMENT 32002 ARTS & SCIENCES GENERAL - DE 32401 ART - DE 32171 BIOLOGY - DE 32504 BUSINESS - DE 32181 CHEMISTRY - DE 32601 COMMUNICATIONS & JOUR - DE 32241 COMPUTER SCIENCE - DE 37201 DISTANCE ED - CSS 32701 DRAMA - DE 32655 EARTH SCIENCE - DE 32505 ECONOMICS - DE 32202 ENGINEERING - DE 32101 ENGLISH - DE 32656 ENVIRONMENTAL SCIENCE - DE 32122 HISTORY - DE 32901 MATH - DE 32131 MUSIC - DE 32657 GEOLOGY - DE 32151 NUTRITION-DE 32203 PHYSICS - DE 32301 PHYSICAL EDUCATION - DE 32801 PSYCHOLOGY - DE 32507 INTERNATIONAL STUDIES - DE 32141 WORLD LANGUAGES - DE 32003 ARTS & SCIENCES GENERAL - WIC 32142 WORLD LANGUAGES - WIC 32102 ENGLISH - WIC 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 001-101 Full SVC Chart of Accounts/Department crosswalk located on Business Office Portal
All General Ledger Codes will be Accounts Coding structure of new General Ledger Codes First digit: 1 Assets 2 Liability 3 Equity 4 Revenue 5 Expense Based on financial statement format 1, 2 and 3 are balance sheet accounts 4 and 5 are income statement accounts
New account values Replaces revenue and source New unique values for different revenue sources Replaces expenditure and sub-object New unique values for expenditure and sub-object combinations
Revenue account values Replace revenue and source: fairly close Two fields will now be one Sample Revenue Account Values Peoplesoft 4000010 Tuition & Fees 4000020 Resident Tuition 4000030 International Tuition 4000040 Non-Resident Tuition 4000050 Dedicated Student Fees 4000060 Misc Student Fees Legacy 32xx 32xx 32xx 32xx 32xx 32xx 0424 0424 0424 0424 0430 0430
Expenditure Account Values Replaces expenditure and sub-object Two fields will now also be one Sample Expenditure Account Values Peoplesoft 5030010 Supplies 5030040 Late Interest Charges 5050060 Financial Services 5050070 Bank Fees 5050080 Merchant Services Fees 5050090 Investment Fees 5060010 Utilities General 5060020 Water/Sewer 5060030 Electricity 5060040 Natural Gas 5060050 Steam 5060060 Trash/Recycling/Hazardous Waste Legacy 65xx 65xx 65xx 65xx 65xx 65xx 65xx 65xx 65xx 65xx 65xx 65xx EA EZ CC EZ EZ EZ EC EC EC EC EC EC
Budgeting Budgets will be entered in kk , or commitment control All salary budgets will be combined by classification in each budget number string No longer able to use positional budgeting (AK.01) Basically, all AK s will be only budget line item Same for all Admin/Exempt and Faculty All other budgets will be the same
Budgeting Cannot create an expense without a budget, even if the budget is zero, still needs to be added manually This will take time as we work through the process If it is a grant in Fund 145, budget must be a dollar amount not zero Reports are still being developed by SBCTC and the College When a requisition is entered, it is in pre-encumbered status, and Peoplesoft will account for that Once it is turned into a PO, it moves from pre-encumbered to encumbered Once PO is paid by Accounts Payable, it moves to an expenditure
Budgeting Example of a query budget status report from UAT
Item types Replaces both legacy fee codes (for students) and Financial Aid Program Codes, mostly Has both a debit and a credit Used in Campus Solutions Student Finance Tuition, fees and other student charges Payment Types Waivers Deposits Financial Aid
Item Type Numbering Structure 12 Digit Number, Begins with: 0 Conversion item type (everything fall 2019 and older) 1 Tuition charges 20 Term Fees (Facilities fee, matriculation fee, Technology fee) 21 Class Fees 22 Course Fees 3 Misc fees (Child Care, Fitness Center, etc) 4 Collections, Payment Plan, Third Party Charges 5 Refund Methods, other misc in cashiering
Item Type Numbering Structure 12 Digit Number, Begins with: 6 Payment item types including waivers, third party, etc 7 Payment item types for cash, check, credit card 9 Financial Aid Payments
Wrap Up This presentation, along with other info will be available at: https://skagit.sharepoint.com/sites/portal/administrative- services/business-office/ We are still working through many of the processes We don t have the answers to everything ..yet We are still working on the best mechanism for reporting It will likely take us several months to refine our processes, so please be patient We can do this!
For further questions, please contact the Business office
