Using the New Chart of Accounts in Commitment Accounting February 2006.
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Transcript of Using the New Chart of Accounts in Commitment Accounting February 2006.
![Page 1: Using the New Chart of Accounts in Commitment Accounting February 2006.](https://reader030.fdocuments.in/reader030/viewer/2022020721/56649e115503460f94afd7f6/html5/thumbnails/1.jpg)
Using the New Chart of Accounts in Commitment Accounting
February 2006
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Agenda
Review the business process between HRMS and Financials
Review what will happen at conversion
Review the new/changed pages in HRMS
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Agenda
Review the new/changed reports and queries
Review changed forms Review future training
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Demo database
Actual FY05 data has been scrambled so that names do not match real jobs
Early test database where some account codes were 9 characters and not 10 as they will be in production
Database doesn’t go through portal as production will
Pretend go-live of 6/1/05
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How will eUMB Financials and eUMB HRMS work together?
eUMB Financials will provide nightly feeds of valid funding sources and project periods to eUMB HRMS When a project is established in Financials, you
must wait until the next day to see it in HRMS
If you don’t see the project/account code in HRMS- you must contact the FS section that established the project: Grants will be set up by Restricted Funds Non-grants will be set up by Quality Assurance
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How will eUMB Financials and eUMB HRMS work together?
eUMB HRMS will send bi-weekly payroll information (distributions, redistributions, and encumbrances) to eUMB Financials for reporting and reconciliation purposes
We will continue with the same schedule- the HRMS processes will be run over the weekend after payday with the feed to Financials on Monday so that you see information on Tuesday in RAVEN
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How will eUMB Financials and eUMB HRMS work together?
In HRMS, the Payroll Charges Detail (PCD) report will continue to provide reports and downloads Must have role in HRMS to see report
In Financials, RAVEN will provide on-line Statement of Payroll Charges (SPC) for viewing and downloading (detail from 7/1/05 forward) Must have role in Financials to see report
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How will eUMB Financials and eUMB HRMS work together?
Even though Account Codes are still the basis for HRMS CA processing, we have incorporated the Project ID on all relevant reports and on-line views to provide better connection with Financials Account code only exists in HRMS- it is an auto-
generated 10 character number Project ID exists in both HRMS and Financials No site logic between Account Code and Project
ID- they are two separate values
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Account Codes are used in : EFPs Weekly Elapsed Time entry (tasking) Paylines (where payroll adjustment
forms are entered) Direct Retros
How will eUMB Financials and eUMB HRMS work together?
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How will eUMB Financials and eUMB HRMS work together?
There is a unique Account Code for each Chartstring (group of chartfields)
If you change any chartfield, you have a new Chartstring
If you have a new Chartstring, a new Account Code will be created
If you have a new Account Code, you will need new EFPs
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How will eUMB Financials and eUMB HRMS work together?
New Chartstring = New Account Code =New EFP Needed Departmental accounting/budget staff must
communicate with departmental CA staff
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Conversion
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Account Code Conversion
2 step conversion: Convert old AC’s to new AC’s. Won’t be
apparent to you unless you enter a new EFP after go-live or use T&L tasking
You will not have the new values until after we convert on 3/1
Mass conversion of EFPs to new AC’s with FY copy forward process in June/July
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Account Code Conversion
New page displays old to converted Account Code Can search by old or new account code
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Display Converted Account Code
Owner Dept
Project ID = 00 + Old Acct Cd
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Demo
Account Code Map page This page can be used to look up the
account codes that must be entered on the Payroll Adjustment, Direct Retro or Employee Travel forms or any other internal form you use
Examples- Active Account Code; Inactive Account Code
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EFP Inquire and Setup
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EFP Inquire page
Displays the history of the EFPs The old account codes are
displayed on EFPs entered prior to conversion
The new account codes are displayed on EFPs entered after conversion
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EFP Inquire Page
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Demo
EFP Inquire page
Example- Employee with old and new
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EFP Setup Page
EFP setup page will display the new associated Chartfields Project ID, PCBU, Activity, Program, Fund
For Grants, the Principal Investigator will be displayed
All other fields remain the same
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EFP Setup Page
Ability to directly enter the Project ID or Account Code
Ability to search for an Account Code based on the Project ID or other chartfields
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EFP Setup Page
The Get Funding Profile button will convert the existing EFP to the new account code(s) To validate the project code is the
same for the old and new use the “Go To EFP Inquire Page” button
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EFP Setup Page
Depts. may create new EFP for all employees to display the new account codes- however, this is not required Do not do this retroactively especially
if you have multiple profiles
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New
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Demo
EFP Setup page Get Funding Profile button Enter Project ID directly Account Code lookup
Examples- Update EFP; State project ; Project with multiple ACs; Grant without begin/end dates
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Tasking
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Weekly Elapsed Time page
WET page for tasking Cannot enter Project ID directly- either
enter Account Code or use Search Chartfields are displayed for the
account code T&L Initiators who don’t have a
financials role may need additional training
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Can’t enter Project ID- must use lookup to select Account
Code if you only know the Project ID
Tasking
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Demo
WET page for tasking Account code lookup Enter account code directly
Examples- State project Project with multiple ACs Grant without begin/end dates
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Reports and Queries
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Funding Summary Report
Setup stays the same New chartfields are displayed See handout sample
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Payroll Charges Detail Report
Parameter changes By employee By Project ID No longer run by account code
Sort changes Primarily by Project ID
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New
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Payroll Charges Detail Report
Report layout changes Project ID included on all versions Chartfields are displayed
May have multiple account codes for one project When running from period prior to
conversion to current period Changes in chartstrings
See handout sample
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Statement of Payroll Charges (SPC) report
A separate RAVEN page will replace this report
Report is dynamic (unlike current SPC) Additional sort and filter capabilities Separate role for access
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Statement of Payroll Charges (SPC) report
Security based on Project ID/Award ownership (same as FAS Web)
Convert detailed payroll data from 7/1 to go-live so the RAVEN SPC can be run for the entire fiscal year
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RAVEN- Statement of Payroll Charges
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Queries
All CA queries have been updated to include the chartfields Demo UMB_CA_EFP_BY_EMPL_ID
New queries for account codes UMB_CA_PROJSTATS_BY_DEPTID UMB_CA_PROJSTATS_BY_PROJID
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Forms and Training
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Updated Forms Memo of Commitment Manual PTs Payroll Journal Entry “Hospital transfers” Payroll
Requisition (process to be determined)
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Unchanged Forms
The Account Code is still the driver for HRMS - pages that FSPR enters directly into requires the AC Payroll Adjustment (PA) form Direct Retro (DR) form
EFP Worksheet- Depts can download and modify if they desire
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Future Training
RAVEN SPC - in March Tracking of Cost Sharing - TBD On-going for new employees - TBD FY07 EFP Conversion - in June