Account Number Transition Project

Frequently Asked Questions

Categories

General
OFIS/Discoverer/FDW
Monthly Reports
State Accounts
Unrestricted Accounts
Grant Accounts
Restricted & Endowment Accounts
Plant Accounts
 

GENERAL

 What is the “Account Number Transition” project?

The “Account Number Transition” project is an effort by the University Controller’s office to reduce the complexity of the account number scheme currently implemented by the University’s financial systems.  Upon completion of the “Account Number Transition” project, revenue and expense activity will be recorded in one subsidiary ledger (SL) account for each defined purpose, as opposed to the current system where multiple accounts may be utilized to record revenues, expenses and fund balance activity.

 
Why is the “Account Number Transition” project necessary?

The primary purpose of the “Account Number Transition” effort is to simplify the capturing and reporting of the income, expense and fund balance activity at the University.

The other main reason for undertaking this effort is to better prepare the University for the upcoming implementation of a new General Ledger (GL) system.  Under this new system it is expected that there will be one account for each defined purpose.  Upon completion of the “Account Number Transition” project, the University will be better aligned to the new GL system and will reduce some of the work effort required when the new GL system project gets underway.

 
When will the University begin utilizing one account for income and expense activity?

The effective date of the transition will be July 1, 2006.  All journal entries, cash transmittals, disbursement forms, uploads or other account transactions that are to be charged to fiscal year 2007 should reflect the new account number for income and expense activity. 

Transactions posted for fiscal year 2007 will be available in the financial systems on July 6, 2006.

Are all account types impacted by the “Account Number Transition” project?

No.  Only the following account types may be impacted by the “Account Number Transition” project:

• Unrestricted-Federal accounts
• Unrestricted-Designated accounts
• Auxiliary accounts
• Restricted Gift accounts
• Grant accounts
• Endowment Operating accounts

Refer to the provided link to the Account Transition Matrix document for specific information.

 
Who may I contact with questions on a particular account or account types?

For a specific account, contact the accountant assigned to the account in question.  For more general questions concerning account types, you may refer to the University Controller’s website to obtain the appropriate fund department contact.

 
Are the general ledger (GL) accounts going away?

No.  The general ledger accounts will still be utilized to capture balance sheet-related activity (accruals, deferred revenues, prepaids, receivables, payables, etc.).  In addition, account fund balances will still be available in the GL accounts.

 
Will the 2006 year end closing be impacted by the “Account Number Transition” project?

There should be minimal impact on the year end closing process with the exception of reversing TBJEs (see below). 

 
How will reversing TBJE’s  be impacted by the “Account Number Transition” project and how will this issue be resolved?

Only the reversing TBJEs associated with revenue accruals will be impacted if they relate to account types whose revenue activity is being changed to a new SL account.

Reversing TBJEs should be submitted using the former revenue account numbers.  University accounting will isolate those entries and assign the appropriate SL account number for the reversal. 

 
What will happen if I record revenue activity to my previously used account in fiscal year 2007?

For accounts whose revenue was captured in a GL fund balance account, these accounts will be frozen.  Also, any SL revenue accounts that have a one-to-one relationship with a SL expense account will be frozen.  Any charges to a frozen account will be captured in “suspense” and identified by University Accounting for correction.

 
If I recorded revenue to a GL fund balance account object code, will there be a corresponding object code on the SL for me to use?

Yes.  All subsidiary revenue object codes were cross referenced with the general ledger object codes to make sure that all activity previously isolated in a GL object code would be similarly isolated in a SL object code.

A reference document containing a “mapping” of GL object codes to their SL counterpart is available through the following link: Object Code Mapping.

 
If I transferred funds to or from a GL fund balance account object code, will there be a corresponding transfer object code on the SL for me to use?

Yes.  All subsidiary transfer object codes were cross referenced with the general ledger object codes to make sure that all activity previously isolated in a GL object code would be similarly isolated in a SL object code.

A reference document containing a “mapping” of GL object codes to their SL counterpart is available through the following link: Object Code Mapping.

Since revenue and expense activity will be recorded in one SL account, will I be able to view my account balances by viewing one account?

Yes.  All current year revenue and expense activity will be available in the financial reporting systems (OFIS and Discoverer) and monthly reports by viewing one account.  For any accounts that have carryover balances, these balances will be viewable under the “0100 Balance Forward” object code and included in the final account balances.

 
Is the “0100 Balance Forward” a new object code?

Yes.  This new object code is used to capture carryover balances from the prior fiscal year.  Balances contained in the corresponding GL fund balance object codes will be assigned to the 0100 object code and added to the current year’s activity to facilitate the viewing of current balances on the subsidiary ledger.

 
How will automated systems (Web On-line Payments, Cashiers systems, etc.) that currently use GL fund balance or existing SL revenue accounts handle the assignment to new SL accounts?

The Controllers Office is working closely with Student Financial Services and the Cashier’s Offices to identify adjustments as needed to ensure that new activity beginning in fiscal year 2007 is charged to the appropriate SL account(s).

 
Have University Departments participated in the processes associated with the “Account Number Transition” project?

As the project has progressed, business representatives from many of the University’s departments have been asked to submit their comments and concerns.  Prior to the actual start of the new account process, open forums will be offered to the University community to facilitate discussions and alleviate any concerns that may arise.  Announcements for these forums will be posted to the University Controller’s web site.

OFIS/DISCOVERER/FDW REPORTING

 
Will access to my accounts in either OFIS or Discoverer be impacted by the “Account Number Transition” project?

No.  The Budget Responsibility and Organization Code account attribute assignments will not be changed on the GL or SL accounts.  Therefore, you will still be able to access your existing accounts, and any future accounts, assigned to your Budget Responsibility or Organization Code in OFIS or Discoverer.

Please note, however, that the previously used GL fund balance accounts and/or SL revenue accounts will be frozen.  University departments will still be able to view these accounts, but will not be able to apply any transactions against these accounts.

 
Are any screens changing in OFIS?

Yes.  There will be two significant changes to the screens in OFIS to accommodate the new usage of the SL expense accounts.

First, the SS screen will now be titled “Single Account Expense Summary” and will only contain expense subtotals at the object code level.  Only object codes greater than 1000 will be viewable in the SS screen.  Therefore, revenue object codes will no longer be available in the SS screen.  The SS screen will allow users to view fiscal year-to-date expenses versus fiscal year budgets for non-project (Grant and Plant) accounts.  For Grant and Plant accounts, users will be able to view project-to-date expenses versus project budgets.

 Expenditures will continue to be subtotaled by “Personnel” and “Non-Personnel” categories, with a “Total” for all expenditures at the bottom of the last screen for the account.  Please see the sample SS screen below for a project account.

Similar to the SS screen, changes have been made to the AS (Account Summary), RS (Rollup Summary) and PP (Physical Plant) screens to exclude the activity related to the revenue object codes.

Finally, a new BA screen has been created.  This screen has been renamed “Balance Available” and provides a current balance for each account.  Balance forward information is included (if a balance exists) along with fiscal year revenue or expense totals by object code for non-project accounts.  For project accounts the “Balance Forward” object code will not be provided since the revenue and expense activity reported at the object code level in the BA screen is on a project-to-date basis.

Subtotals for balance forwards (if applicable), revenues and expenses and commitments are provided at the bottom of the last screen for the account.  A current account balance is provided on the “Total” line in the “Amounts to Date” column.  Please see the sample BA screen below for a Restricted Gift account.

Since the BA screen has changed, how will I gain access to the new BA (“Balance Available”) screen?

Access to the new BA screens will be handled centrally by OIT.  All OFIS users who had access to the former BA screen will first be removed from the BA access list.  All OFIS users who have access to the SS screen for their accounts, will then be given access to the new BA screen.

 
With the changes to the SS screen in OFIS, are there any changes to the SD screen, which provides the detail information?

No.  You will be able to view the detail transactions for all revenue and expense activity for each of the account’s object codes.  In addition, you will be able to see the posting of the balance forward entry in the new 0100 object code.

 
Now that the revenue is no longer booked in its own GL fund balance or SL revenue account, how can I see the revenue detail transactions?

You will access the SD screen for the subsidiary ledger account in which revenue and expenses will be booked and enter the revenue object code for the detail transactions.

 
How will I be able to view historical data?

Historical data may be viewed in the account number in which the activity was recorded.  To view detail transactions in years prior to fiscal year 2007, you will need to reference the GD screen for the previously used GL fund balance account or the SD screen for the SL revenue accounts that were used.

Use the new BA screen to view summary data associated with SL revenue accounts prior to fiscal year 2007.

I am used to viewing my account balances using the FB screen in OFIS.  Is the FB screen no longer available since I can view account balances in the new BA screen?

The FB screen is still available for verifying account balances using the GL fund balance accounts.

Why do I no longer see an amount for “Transfers (In/Out)” in my FB screen when viewing my GL Fund Balance accounts after fiscal year 2006?

The “Transfers (In/Out)” line reported transfer activity between accounts when the 47XX or 57XX GL transfer object codes were utilized.  Any transfers that were previously assigned to the GL will now be assigned to the subsidiary ledger account.  As a result, all transfers will be reflected on the FB screen in the “Revenues” line for transfers into accounts (099X object code), or will be reported on the “Expenditures” line for transfers out (69XX object code).

 
How will Discoverer reports be impacted by the “Account Number Transition” project?

The impact to Discoverer standard reports is currently being analyzed.  Any modifications to the reports will be addressed as identified and prioritized.

Custom reports need to be analyzed by the report creator to ensure alignment with the “Account Number Transition” project.

All Discoverer users will receive periodic announcements via the LISTSERV to provide updates, helpful hints and other assistance as necessary.

 
My department receives financial extracts, how will they be affected?

Extracts will continue to be provided to the departments and will contain all activity recorded to the single account structure.  In addition, transactions to the new “Balance Forward” (0100) object code will also be included in the extracts.  Any “supplemental systems” or custom reporting that utilize the data extracts may require some revision.

MONTHLY REPORTS

How will my monthly reports be affected by the “Account Number Transition” project?

The viewing of account reports will be simplified with the revenue and expense activity now recorded in a single account.

 
How will my “Monthly Account Detail Report” be affected by the “Account Number Transition” project?

The “Monthly Account Detail Report” now includes the new “Balance Forward” object code (0100) and is displayed at the top of the report in cases where a balance forward exists.  Fiscal year revenues and expenses are recorded in a single account and identified by object code.  A subtotal for revenue activity and a subtotal for expense activity are added to the balance forward to provide a monthly ending balance for each account.

Grant and plant accounts do not contain balance forward information in the “Monthly Account Detail Report” as these project accounts contain project-to-date information at the object code level. 

STATE ACCOUNTS

How will State Accounts be impacted by the ‘Account Number Transition” project?

State Accounts (1-0XXXX, 2-0XXXX, 2-1XXXX, 2-2XXXX, 2-3XXXX, 2-4XXXX and 2-7XXXX) will not be affected by the transition because they are already under the one account structure.  

UNRESTRICTED DESIGNATED & AUXILIARY ACCOUNTS

 
How will my Unrestricted Designated accounts be affected by the Account Number Transition project?

The Account Number Transition project will provide a more simplified account structure to these accounts in particular.  Your revenue and expense activity,   as well as beginning and ending balance will now be reported in a single account as opposed to three accounts under the former structure.  You will be able to view this activity on the new “BA” screen in OFIS.

How will my Auxiliary accounts be affected by the Account Number Transition project?

The Account Number Transition project will also provide a more simplified account structure to Auxiliary accounts as well.  In general all activity will be recorded in the 3-7XXXX or 3-8XXXX account (For questions on specific account numbers you may refer to the GL and SL Account Number Listings under the Account Number Transition Project on the University Controller’s website.

 
For my Auxiliary accounts that get closed out to another account each year, will the Ending Balance from one year carry over to the Beginning Balance in the next year on the “BA” screen?

No. If your accounts are currently closed out at year end they will continue to be closed out at year end.  The Beginning Balance in the new “0100” subcode on the “BA” and “SD” screens for any accounts that have been closed out will be $0 for the new year.  The beginning balance will be reflected in the account that received the balance at year end.

GRANT ACCOUNTS

How can I use the new BA screen for my grant accounts?

The “BA” screen or Balance Available screen is a summary of expenses to date along with the receivable billed or actual payments received from the sponsor and applied to the account.

Instead of displaying a separate beginning balance, each subcode will display the cumulative income and/or expense from the inception of the account.   The Account Total at the bottom of the screen will represent the net balances (income less expense).  To get a clearer picture of the budget available, use the SS screen (see the following question).  

I don’t look at revenue when I review my accounts.  How can I see where I stand in terms of my budget for the grant?

You can view the on-line Single Account Expenditure Summary (“SS”) screen, formerly called the Expenditure/Revenue Summary screen.  This screen will now display only expenditure activity. 

The Month End (Paper) Grant Budget Reports will continue to be sent in the same format as you currently receive.

How will the income code changes affect my review of transactions for my BR3’s (Open-ended accounts)?

For FY’06 and prior, you will still be able to review historical data via the “GD” screen for the revenue codes on the 0-2XXXX account.  Effective July 1^st, you can access transaction details of your BR3 account via the “SD” screen of the 4-2XXXX account.

The Month End (Paper) Grant Budget Reports will reflect revenue and expense activity in the single 4-2XXXX.

What does the G&C Inc Carryforward (subcode 0946) that now appears in my grant account represent?

All grant income accumulated prior to the implementation of this new single account has been summarized and carried forward in this new subcode in order to provide a cumulative total of revenue collected for the account and provide an accurate ending balance.

How will the income code changes affect my funding transfers for cost sharing accounts?

There will be no changes to the procedures for funding state cost sharing accounts (2-2XXXXs).

However, there will be changes in the accounts and object codes for the funding entries for non-state cost sharing accounts (4-2XXXXs).  All transfers will be made through the new single account and therefore will require the use of one of the transfer subcodes from the Object Code Mapping table.  In the grant account receiving cost sharing funds the transfer will be recorded with a “099X” subcode with the last digit determined by the type of account the transfer is from.  Funds transferred from non-grant accounts will use subcode 6920.  When the transfer is from another grant account, subcode 0992 will be used.   

How will the income code changes affect my F&A return (“ICR”) accounts?

 
RESTRICTED & ENDOWMENT ACCOUNTS

 
Are my Restricted accounts impacted by the “Account Number Transition” project?

Yes.  All revenues related to restricted gift accounts that were previously booked to 0-3XXXX GL fund balance accounts will now be assigned to the related 5-3XXXX SL account.  A majority of the revenues assigned to restricted gift accounts are booked by the Restricted & Endowment Department through the submission of a Cash Transmittal to the Cashier’s Office.  These Cash Transmittals will now reference the 5-3XXXX SL account.  Expenditures for the restricted gift accounts should continue to be charged to the 5-3XXXX SL account used in the past.

 
Are my Endowment Operating accounts impacted by the “Account Number Transition” project?

Yes.  All revenues related to endowment operating accounts that were previously booked to 0-4XXXX GL fund balance accounts will now be assigned to the related 6-4XXXX SL account.  A majority of the revenues assigned to endowment operating accounts are booked by the Restricted & Endowment Department through the submission of a Cash Transmittal to the Cashier’s Office.  These Cash Transmittals will now reference the 6-4XXXX SL account.  Expenditures for the endowment accounts should continue to be charged to the 6-4XXXX SL account used in the past.

 
Are my Endowment Principal accounts impacted by the “Account Number Transition” project?

No.  Endowment principal fund balance accounts (0-6XXXX) do not have a corresponding SL account since these accounts do not represent operating activity for the University.  The use of the endowment principal accounts remains unchanged.  GL object codes will continue to be utilized and activity on these accounts may be viewed in OFIS by accessing the GS and GD screens.

PLANT FUNDS

How will Plant Fund Accounts be impacted by the “Account Number Transition” project?

Since Plant Fund Accounts (7-7XXXX, and 8-8XXXX) have always used one account for income and expense, there will be no impact on these accounts.