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The A-B-C’s of Accounting
Presenters:
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Agenda
Fund Accounting Fund Definitions Chartfields Class Codes Revenue Types &
Transfers Journals Q&A
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FUND ACCOUNTING What is Fund Accounting?
– The University is a non-profit, governmental entity, therefore it has to follow the fund accounting principles.
– The University receives money from many different sources. The source determines what Fund the money will be deposited into. The Fund also dictates what kind of expenditures will be allowable.
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Two Types of Funds
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Operating Funds Non-Operating Funds
General 10000 Endowment 7XXXX
Gift 30000 Plant 8XXXX
Designated 40000 Agency 90000
Auxiliary 5XXXX
Federal Sponsored 20000
Non-Federal Sponsored 25000
Funds available for the normal operation of the University’s missions
Funds to be used to strategically enhance the University, but are not considered available for normal operations
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Agenda
Fund Accounting Fund Definitions Chartfields Class Codes Revenue Types &
Transfers Journals Q&A
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General Fund – 10000 The General Fund contains the economic resources that are
expendable for operating purposes in the following activities:– Instruction for credit, i.e. degree earning credit– Research – Public service – Academic support – Student services – Institutional support – Plant operations and maintenance – Scholarships and fellowships
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FUND DEFINITIONS
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General Fund – 10000 (cont.)
These activities are primarily funded by:
– State appropriations – Student tuition and fees – Indirect cost reimbursements from research contracts – Departmental revenues related to student lab and course
fees – Distribution of investment income (UIP)
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Federal Sponsored Fund – 20000 Funding provided by the federal government for research,
instruction and public service. Activity for this fund is governed by federal laws enacted by Congress as well as the rules prescribed by individual contract agreements. The primary revenue sources for this fund include:– Federal Grants and Contracts– Small Distribution of Investment Income (UIP)
All University spending of federal funding is subject to an annual audit under the guidelines set forth in OMB Circular A-133. To ensure compliance, all activity affecting a federally sponsored project/grant should meet the terms and conditions of the grant or contract. 8
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Non-Federal Sponsored Fund – 25000 Funding provided by non-federal government sources,
Charitable Foundations, and State and Local Governments for research, instruction, and public service. The activity on this fund is regulated by the individual contract agreements. The primary revenue sources for this fund include:– Grants and Contracts from State and Local Government– Grants from Charitable Foundations– Contracts from Industry– Small Distribution of investment income (UIP)
It is the responsibility of the unit receiving the grant/contract to comply with the guidelines set forth by the sponsor in the governing agreement when funds are spent.
Departments should ensure that activity is appropriate to the grant/contract. 9
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Gifts given to the University with specific stipulations on how the money is to be used. The primary revenue sources for the Gift Fund include:– Gifts from outside donors– Endowment distributions – University Investment Pool (UIP)
distributions
Revenues in the Gift Fund are expendable and not permanently invested.
Gift Fund – 30000
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Gift Fund – 30000 (cont.)
It is the responsibility of the unit receiving the gift to comply with the guidelines set forth by the donor in the governing gift agreement when funds are spent.
Departments should reference an applicable gift agreement to ensure that activity is appropriate to the gift.
If you have any questions regarding transferring funds into or out of the gift fund, contact Financial Services.
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Designated Fund – 40000 Funds internally designated, but otherwise unrestricted
(no identified purpose). Revenue sources include:
– Departmental revenue from non-degree academic programs such as continuing professional education (non-degree credit) conferences and seminars
– Investment income from the University Investment Pool (UIP) and other sources
– Royalty income – Endowment distributions – Expenditures are limited to activities designated by
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Auxiliary Fund – 5XXXX The Auxiliary funds track activities that are maintained
with revenue from their own operations. Internal service providers are also auxiliary units. Examples include:
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Early Childhood Education Center
Contract Services
Vending Parking
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Auxiliary Fund – 5XXXX (cont.)
Revenues in the fund consist of:
– Internal recharge from service unit billings– Operating activities– Investment income– Endowment distributions
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Endowment Fund – 7XXXX
Endowment Funds are long term invested funds established by either a donor or departmental funds where only the distributions earned on the investment may be spent.
If you have any questions regarding
the Endowment fund, contact Financial Services.
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Endowment Fund – 7XXXX(cont.)
Funds donated by a donor to be invested in perpetuity. The interest earned may then be spent on purposes designated by the donor/unit - also includes funds functioning as endowment (quasi-endowments).
– True Endowment: Funds 70002-74999 and E0001-E9999 – Quasi Endowment Restricted: 75000-76999 and Q0001-Q9999– Quasi Unrestricted: 77700-77999 and U0001-U9999– Quasi Permanent: 77000-77699 and P0001-P9999– Endowment Specific: 78500-78799– Quasi Specific: 78800-78999
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Plant Fund – 8XXXX
Construction Funds (80000)– Used to track expenses for construction and renovation
projects– Funding source must be identified prior to project
authorization
Departmental Equipment Funds (82000)– Used for current or future equipment
purchases/replacements, minor renovation, and other non-operating expenditures
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Agency Fund - 90000
The University acts as the custodian for the agency fund. The balances consist of amounts held for organizations affiliated with, but not legally part of, the University. All agencies must maintain a positive cash balance in the general ledger. Examples include:
– Alumni Society– United Way– Toastmasters– Student Organizations
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Agency Fund – 90000 (cont.)
Please note the University doesn’t own any of these assets. The cash and investments on deposit with the UM in this fund are offset by a liability in the UM financial statements, i.e. we owe these amounts to the entities that have deposits in this fund.
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Agenda
Fund Accounting Fund Definitions Chartfields Class Codes Revenue Types &
Transfers Journals Q&A
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CHARTFIELDS
Account The type of transaction. It is NOT the shortcode.
Fund Source and intended purpose of monies and how they should be spent.
Department ID The academic or administrative unit.
Program Additional reporting layer for the dept.
What are Chartfields?ChartFields are the seven fields used in M-Pathways to enter, record, and report financial transactions for the University.
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CHARTFIELDS (cont.)Class The functional nature of the expense.
Project/Grant Identifies a specific pool of money or activity.
Shortcode A shortcode represents a string of chartfield values. Shortcodes are required to:
• Process payroll transactions
• Gift/development processing
• Order through Marketsite
• Use Concur reimbursement system
• May be used with Service Unit Billings in place of Chartfields
SHORTCODE = CHARTFIELD
239475 = 10000/926400/OPERA/62000
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Agenda
Fund Accounting Fund Definitions Chartfields Class Codes Revenue Types &
Transfers Journals Q&A
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CLASS CODES
Value that identifies the functional nature of an expense– E.g. instruction, research, scholarship
Essential for external and internal financial reporting– Audited financial statements– Facilities & Admin cost proposal for federal sponsored
programs– State of Michigan reporting– Various surveys– Management and departmental reporting
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CLASS CODES (cont.)
For additional information on Class, including a complete list and definition of all Class values:
http://www.finops.umich.edu/accounting/chartfields/classoverview
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• 1XXXX – Instructional • 6XXXX – Institutional Support
• 2XXXX – Research • 7XXXX – Operation and Maintenance of Plant
• 3XXXX – Public Service • 8XXXX – Scholarships and Fellowships
• 4XXXX – Auxiliary Activities
• 9XXXX – Auxiliary Activities
• 5XXXX – Student Services
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Costs classified as indirect cost recovery excluded (ICRX) by the federal government must be specifically identified by using the appropriate Class ending with "X". The most �frequently used categories of ICRX costs are:
- Alumni activities
- Entertainment
- Fund raising
- Hosting (when considered "entertainment")
- Lobbying
- Public relations
CLASS CODES (cont.)
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Agenda
Fund Accounting Fund Definitions Chartfields Class Codes Revenue Types &
Transfers Journals Q&A
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Reimbursements Rebills Recharges Revenue Transfers Account Codes Processing Retroactive Salary Distribution
Changes Processing Manual Payroll Journal Entries Useful Resources
REVENUE TYPES & TRANSFERS
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A payment received from an employee or individual who is paying back the University for a personal or non-University expense
Non-revenue generating Recorded as a negative expense against the account the
expense was originally recorded to Rebates are also recorded as a negative expense against the
account originally recorded to
Example: Using your business phone to make a personal call
Reimbursements
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Examples of ReimbursementsOriginal Expense (IT Com billing)
Journal ID Journal Date Account Fund Code DeptID Program Code Class Project Grant Dollar Amount Journal Line Descr
SUB2343871 08/22/2010 611500 10000 440400 ADMIN 11100 U008906 28.21Service Unit Billings
Reimbursement
Journal ID Journal Date Account Fund Code DeptID Program Code Class Project Grant Dollar Amount Journal Line Descr
CRD0831068 08/22/2010 611500 10000 440400 ADMIN 11100 U008906 -0.56Local calls-Smith
CRD0831069 08/22/2010 611500 10000 440400 ADMIN 11100 U008906 -0.49Local calls-Jones
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Moving an original cost of a good or service from the department that was charged to the department that used the good or service
Non-revenue generating Recommend to bill through Service Unit Billings (SUB) Rebill activity should be recorded as a reallocation of
expenses instead of revenue using the following options:
Rebills
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Use original expense account on both sides of the journal entry when moving the expense
Use the contra-expense accounts in the Internal Rebill ranges (620200 to 620999)
Example: When a department allows another department to use their copy machine.
Rebills continued
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Rebill Example Using Original Expense Account
Rebill
Journal ID Journal Date Account
Fund Code DeptID
Program Code Class
Project Grant
Jrnl Ln Ref
Dollar Amount Journal Line Descr
SUB2387368 12/04/2009 615080 10000 380000 11472 11000 SUB
(252.13)Service Unit Billings
SUB2387368 12/04/2009 615080 50000 240000 OPERA 11100 U000824 SUB
103.26 Service Unit Billings
SUB2387368 12/04/2009 615080 20000 185500 10000 22000 F009334 SUB
148.87 Service Unit Billings
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Original Expense
Journal ID Journal Date Account
Fund Code DeptID
Program Code Class
Project Grant
Jrnl Ln Ref
Dollar Amount Journal Line Descr
SUB2387352 12/04/2009 615080 10000 380000 11472 11000 SUB 252.13Service Unit Billings
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Rebill Example Using a Contra Account
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Original Expense
Journal ID Journal Date Account Fund Code DeptIDProgram Code Class Project Grant Dollar Amount Journal Line Descr
0002348982 12/04/2009 615080 10000 380000 11472 11000 252.13Rebill Copy Expense
Rebill
Journal ID Journal Date Account Fund Code DeptIDProgram Code Class Project Grant Dollar Amount Journal Line Descr
0002349007 12/04/2009 620200 10000 380000 11472 11000 -252.13Rebill Copy Expense
0002349007 12/04/2009 615080 50000 240000 OPERA 11100 U000824 103.26 Rebill Copy Expense
0002349007 12/04/2009 615080 20000 185500 10000 22000 F009334 148.87Rebill Copy Expense
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When a department’s primary existence is to provide goods and services
Revenue generating Recharged through Service Unit Billings (SUB) Recharges operate in the Auxiliary Fund Should use fund 52000 Departments should have a recharge rate approved by
Financial Analysis
Example: Fairlane Events Center
Recharges
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Example of a Recharge
Journal ID Journal Date AccountFund Code DeptID
Program Code Class
Project Grant Jrnl Ln Ref
Dollar Amount Journal Line Descr
SUB2726851 7/12/2010 410000 52000 685100 12134 92320 SUB
(1,267.50) Service Unit Billings
SUB2726851 7/12/2010 615080 30000 240000 OPERA 31100 C302289 SUB 200.25 Service Unit Billings
SUB2726851 7/12/2010 615080 56000 311673 31100 SUB 67.25 Service Unit Billings
SUB2726851 7/12/2010 615080 10000 185500 LNCUR 11100 U005590 SUB 100.00 Service Unit Billings
SUB2726851 7/12/2010 615080 10000 406800 LDPRG 21000 U000428 SUB 175.00 Service Unit Billings
SUB2726851 7/12/2010 615080 30000 372300 10000 31100 C300049 SUB 250.00 Service Unit Billings
SUB2726851 7/12/2010 615080 56000 318104 31100 SUB 195.00 Service Unit Billings
SUB2726851 7/12/2010 615080 40000 755100 10000 51000 U006476 SUB 160.00 Service Unit Billings
SUB2726851 7/12/2010 615080 50000 686100 12706 92320 U000824 SUB 120.00 Service Unit Billings
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http://www.finance.umich.edu/accounting/recharge Financial Analysis Forms Recharge Vendor Request form Send completed form to Financial Analysis:
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Recharge Information
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Revenue can come from several sources such as: Tuition Gifts Organized activities such as seminars and conferences Investments Other
Revenue
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Revenue Examples
Royalty revenue
Journal IDJournal Date Account
Fund Code DeptID
Program Code Class
Project Grant
Dollar Amount
Journal Line Descr
CR00352725 12/02/2010 413720 40000 587040 10000 21100 U000047 -1,828.87 Copyright Royalty
Gift revenue
Journal IDJournal Date Account
Fund Code DeptID
Program Code Class
Project Grant
Dollar Amount
Journal Line Descr
DAC02022245 07/01/2010 405075 30000 252400 10000 21000 G009154 -100.00Gift
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A transfer is used for:
Moving funding (e.g. appropriations)or moving expenses from one chartfield combination to another
Covering an overdraft Moving a balance to close a project grant
Transfers
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The Transfer Matrix shows users which transfer accounts to use for the debit and credit of their journal entries in an easy to read format.
http://www.umd.umich.edu/fileadmin/template/businessaffairs/files/Financial_Budget_General_Services_-_FILES/Accounting/TransferMatrix.pdf
Transfer Matrix
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The Valid Account List defines for all funds what revenue and expense accounts are allowable, unallowable, exceptions, or restricted for Financial Operations use only.
http://www.finance.umich.edu/finops/accounting/quicklinks/validaccounts
Valid Account List
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Contact Gift Processing to transfer a gift. They process the change in the DART system and process a journal entry in the General Ledger to ensure the systems stay in sync
Cannot transfer funding in or out of the General Funds. Transfer specific expenses only. Same rule applies to Gift funds, unless you have provost’s approval.
Transfers to/from the Plant Fund will always use class code 73000 on both sides
Transfers to/from Endowment Funds are processed by Financial Operations
Unique Transfer Guidelines
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Why does the Payroll Expense need to be moved?– Purpose of transfer indicates proper method to follow
The general purpose:– The movement of payroll expenses is to report the
effort of the individual’s appointment correctly
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Determine the Purpose of Payroll Transfers
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Any change in effort reporting certification to adjust a prior pay period retroactively
• A change in one or more shortcode(s)• A change in the % of Distribution among existing
shortcode(s)• A combination of changes on SC’s and % of
Distribution• Retroactive changes can affect:
• Current Fiscal Year• Prior Fiscal Year (up to October 31st of current year)• Both current and prior fiscal years
Processing Retroactive Salary Distribution Changes
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Retroactive Changes for Sponsored Funds (20000, 25000)• Must be requested within 120 days from original
accounting date of transaction in question Retroactive Changes for Non-Sponsored Funds
• All changes needed for the prior fiscal year must be processed on or before October 31st of the current fiscal year, after that a funding transfer must be processed instead
Effort Reporting• Must be performed for certain individuals, per Federal
Regulations; see Policy on Effort Certification for more details
http://www.finance.umich.edu/finops/programs/effortrptg/principles
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All transfers of permanent faculty/staff salaries should be referred to Dearborn HR to handle the appointment change.
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Processing Salary Transfers
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The following are allowable manual payroll transfers that do not require a Retroactive Effort Change:• Temporary Staff• Other items not related to base appointment (see next
slide)
Allowable Manual Transfers
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The following are accounts that are allowable to be used for manual transfers:• Tuition Related Activity
• Tuition Refunds: 580800 & 581000• Geo Tuition Grant: 585200• GSA Tuition Waiver & Adj: 595250 & 597000
• Activity not related to an appointment• Prize/Award Pmts: 502300• Moving Expenses: 502500 & 502600• Royalty Pmts: 584400 & 586000• Unemployment Comp: 597250
• Non-employee activity• Prize to non-emp: 581600• Subject Fee Income – non emp: 582000• Accounted-For travel expense: 586400
See Valid Account List for appropriate account usage against corresponding Fund
Allowable Accounts for Manual Transfers
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What is today’s date? What is the original accounting date?
What type of employee is involved with the transfer? Also, what kind of payment is it, specifically?
When a salary transfer is processed within the GL, an automatic calculation is also processed using the current Benefit Recharge Distribution (BRD) rate, which can change between fiscal years
Factors to Consider when moving payroll
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Situation: It is October 1st, 2011. It has been determined that a regular full time professor with a 100% appointment (40.0 hrs a week) in the Mechanical Engineering department against short code 111111 should have been paid out of two short codes (111111 and 222222), split evenly between the two. The most recent appointment is for the time period 07/01/10 – 07/31/11.
Example 1
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A change in effort certification is required
Tell your staff member to recertify.
Solution to Example 1
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Situation: It is March 13th, 2011. A lecturer that is on the University’s payroll is compensated an additional payment of $5,000 for winning an award. This payment is to be transferred to a different short code within the department. How will this be processed?
Example 2
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A manual JE is required• Since this transfer constitutes activity not related to
appointment, then a manual JE will be processed at account 502300.
Solution to Example 2
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Standard Practice Guide 501.09: http://spg.umich.edu/pdf/501.09.pdf• Policy on Retroactive Salary Distribution Changes
Sponsored Transfer Guidelines: http://www.finance.umich.edu/finops/programs/effortrptg/principles
Non-Sponsored Funds Retroactive Salary Distribution Change: http://www.finance.umich.edu/finops/programs/rules/retrosalarytsfNonSP
Transfer - Useful Links and Resources
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Agenda
Fund Accounting Fund Definitions Chartfields Class Codes Revenue Types &
Transfers Journals Q&A
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JOURNAL ENTRY PROCESSDEBITS AND CREDITS
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$ Amount Entry Type Financial Impact
+ Positive Debit Expense/Negative Revenue
- Negative Credit Revenue/Negative Expense
Balance Sheet Accounts
1XXXXX=Asset, Dr. Balance
2XXXXX=Liability, Cr. Balance
3XXXXX=Equity, Cr. Balance
Income Statement Accounts
4XXXXX=Revenue, Cr. Balance
5XXXXX=Expenses related to salary & fringes, Dr. Balance
6XXXXX=All other expenses, Dr. Balance
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JOURNALSSample Journal Entry
Acct Fund Dept Prog Class P/G Amt
624350 40000 753060 DISCR 61000 U030441 1500.00
624210 40000 193000 FACAW 21000 U013848 (1500.00)
Transfer Matrix file is a useful guideline on proper account usage– In this case, per the file, a debit to acct 624350 and a credit to acct 624210 is
appropriate
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JOURNALSRESOURCES Journal upload template
http://www.finance.umich.edu/finops/accounting/forms/uploadtemplate
The all funds Valid Account List defines what revenue and expense accounts are allowable, unallowable, exceptions, or for Fin Ops use only. http://www.finance.umich.edu/finops/accounting/quicklinks/validaccounts
Transfer Account Matrix
http://www.umd.umich.edu/fileadmin/template/businessaffairs/files/Financial_Budget_General_Services_-_FILES/Accounting/TransferMatrix.pdf
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QUESTIONS