Quick Reference Guide

Source Codes = codes that define where a transaction originated

  • AP= Accounts Payable journal
  • AX= Auxiliary Transaction BB= Bureau of Buildings BU = Budget
  • CG = Office ofContracts and Grants
  • CO =Controller’sOffice (effective 7/1/05)
  • CR= Communication Resources
  • CS = CentralStores
  • EN = EnterpriseRental
  • FA= Financial Affairs(effective until 6/30/05) FS= Food Service
  • GC = Gulf Coast
  • HR= Payroll
  • LB= Library
  • MP= Motor Pool
  • PO= Purchase Order Encumbrance
  • PP= Physical Plant
  • PR = Printing Services
  • PS= Procurement Services
  • RL = Gulf Coast Research Lab
  • RO =Repair Order
  • SA= Student Financials Interface
  • SC = Science Stores
  • SE= Salary Encumbrance
  • SS= Service Station
  • TR = Travel

 

Business and Finance Phone Numbers 

  • Accounts Payable                                             6.4196
  • Budget Office                                                   6.4091
  • Business Services                                            6.4771
  • Controller’s Office                                             6.4084
  • Grants A/R &Billing                                          6.5086
  • Gulf Coast Accounts & Human Resources         2.4205
  • Gulf Coast Research Lab                                  2.4205
  • Human Resources                                            6.4050
  • Physical Plant Accounting                                 6.4414
  • Procurement Services                                       6.4131
  • SPA                                                                 6.5086
  • Travel                                                              6.4131
  • CFO                                                                 6.5005

Monthly Detail Reports (MDR)

 

Description

 

Ledger

 

Funds

Organization

Budget

ORG

10, 12, &13

Appropriation

Budget

APPROP

14X10,

14X20,

14X50,

50

Project Grant

Budget

PROJ_GRT

14X30,14X40,

16

40

Revenue Estimate

Budget

REVEST

10, 12,

13, 14x10

14x20,14x50,

50

Project

Revenue

PROJ_REV

14x30,14x40

Glossary of Terms:

Account (formerly referred to as the object code)

– A maximum of six-digit (6) alpha or numeric reference that indicates how funds are being spent or earned. Expense transactions begin with the

number 6 and revenue transactions begin with a 4.

Budget accounts have 5 or 6 letters or digits referencing the budget category that will be impacted by a budget journal.

Examples: Expense Transaction: Account

605210 = Postage   Budget Transaction: Account CONTSV = Contractual Services

 

Accounts Payable Detail - Transactions that are created through the payment of invoices, purchase orders to vendors, employee remittance vouchers, and employee travel transactions.

 

Budget Journal – An entry that is made to increase or decrease a budget. It impacts only the budget section of the monthly detail report.

 

Chartfield String – The term used to describe a budget that will be used to charge expenses or collect revenues, formerly referred to as “account that will be charged or credited”. Example of a chartfield string:  Fund: 10H10  DeptID: 110006

Program: 06000

The Project/Grant field is also included as a required part of some chartfield strings.

 

Encumbrance – Reflects a purchase order, travel voucher (via a permission to travel form), and facilities and administrative cost and salary encumbrances (for budgets with a fund code of

16XXX) that have been entered in the system. The encumbrance amount reduces the remaining spending authority balance. See Liquidation.

 

HR Department – The ten-digit (10) or seven- digit (7) string that should be used to hire an employee through Human Resources or Student Employment and should be indicated on the Personnel Action Form.

Examples: H110006001 or GR01001

 

Other locations that require the HR Department when making a purchase: Post Office, Bookstore, Textbooks, Communication Resources, Physical Plant Stores, and Science Stores. All other transactions, such as requisitions, remittance vouchers, interdepartmental invoices, and deposits made in Business Services require the complete chartfield string.

 

Interface – The process in which a feeder system or a separate PeopleSoft module is used to transport data to the university’s financial general ledger, which is used to generate monthly detail reports.

 

Job Code – A five-digit (5) number assigned when an employee is hired that indicates the type of worker they are for reporting purposes. If an employee is assigned a job code that begins with a 2, then the payroll expenses for that employee

will be charged to the wage budget. If the job code begins with a 1, then the payroll expenses will charged to the salary

budget. Human Resources assigns the job code upon receipt of the Personnel Action Form.  Overtime pay is always

charged to the wage budget.

 

Journal Entry – A transaction to charge or credit amounts to a departmental budget by an interdepartmental invoice,

interface, or an online entry and will be recorded as

“expended”.

 

Journal ID – A specific alpha or numeric combination that is assigned to a journal entry when it is processed. Example: DD123456 is a departmental deposit that was made in Business Services.

 

Liquidation – The reversal of a pre-encumbrance after the purchase order has been encumbered or the reversal of an encumbrance when the item has been partially or fully paid. Liquidations are reflected in the pre-encumbrance and encumbrance detail sections of the monthly detail report.

 

Open Item– A control number that is assigned upon receipt of a permission to travel form and acts as a system identifier for a specific trip. This will appear as an OI reference in the travel category, encumbrance section, under vendor/desc or in the Ref column in the accounts payable detail of the monthly detail report.

 

Pre-encumbrance – Reflects a requisition that has been entered in the system but for which a purchase order has not yet been issued. The pre-encumbrance amount reduces the remaining spending authority balance. See Liquidation.

 

Remaining Spending Authority – A calculated value equal to the Budget minus:

Pre-encumbrances

Encumbrances

Expended

 

Voucher ID – An eight-digit (8) number assigned by the system when Accounts Payable processes a payment