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Business Office Accounting Reminder

April 14, 2014

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As many of you know, with the implementation of the Workday HR system in January 2014, all personnel expenses, including student labor, have been charged to two new funds that were established for CAS (fund 30) and Common Services (fund 40).

In our accounting structure, the fund is the first two digits of the 11 digit account number. In the general ledger, after the close of the 2013-14 fiscal year, all fund 00 accounts will be inactivated.

The new accounts have been set up in the colleague financial system – fund 30 for CAS; and fund 40 for Common Service departments. The colleague system will retain all history of personnel expenses in the 00 fund through December 31, 2013. And operating expense history will be retained in the general ledger, in fund 00, for all years prior to June 1, 2014.

There has also been a transition of budget access from InfoNet to WebAdvisor. As we go through this semester, Robert Nayer is adding budget access for the new funds, for all employees who currently have InfoNet access in CAS and common services.

InfoNet is still active, and will remain so until May 31, 2014. When you retrieve your operating budget information in WebAdvisor, employees will notice that they have access to two departments with the same number – one will be 00, the other will be either 30 or 40.

All student labor and other personnel expenses, since January 1, 2014, have been charged to fund 30 or 40. It is also possible that some non-personnel operating expenses have been charged to the new funds, particularly with P-Cards.

So when an individual tries to retrieve total expenses for accounts 5400, 5420, and 5450, and for other operating expenses for the 2013-14 fiscal year, one will have to combine the expenses of two departments to obtain year to date information for the total expenses. (See examples below.) Remember that only the 00 fund has budgeted funds for 2013-14.

As we move to the 2014-15 fiscal year, we will transition entirely to the 30 and 40 funds. The 2014-15 operating budgets have been entered into fund 30 for CAS, and fund 40 for Common Service departments. Department names will remain the same.

If you have any questions about budget access on web advisor, please direct them to Robert Nayer, extension 7814, or via email at:  nayer@lclark.edu 

Examples for Personnel Accounts:

CAS Admissions Department                          English Department

Current Account:  00 0 4011 5100                      Current Account:  00 0 0033 5400

New Account:       30 0 4011 5100                      New Account:       30 0 0033 5400

Non-Personnel Accounts:

Business Office                                                   Campus Safety

Current Account:  00 0 5301 6000                       Current Account:  00 0 5460 7300

New Account:       40 0 5301 6000                       New Account:       40 0 5460 7300

NOTE: For those individuals who have budget access to grant accounts or restricted funds beginning with fund 02, student labor and general personnel expenses have been charged to fund 32 since January 1, 2014. In CAS, fund 32 will replace fund 02, for all accounting activity after we close fiscal year 2013-14. There are a few common service restricted accounts that will be changed to fund 42. 

 

For more information:

Office of Business and Finance