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iO Chart of Accounts

Refresh on the Basics

Banner FOAPAL fund org account program activity location, separate by hyphen

iO  entity org fund type fund source account classification program activity location future use, separated by period

  • Banner chart of accounts is like iO entity, but Banner is usually unseen
  • Org codes are pretty much the same in the two systems, but in iO orgs represent departments you would see on an org chart, no more org codes for mail stops or WTE or anything besides actual departments with positioned employees, space, budget authority, and permanence.
    • There is no default org for any fund
    • Use a fund balance transfer to change the org on a fund
    • No change to the chart of accounts is necessary or possible
    • There are 924 orgs, a reduction from 2070
  • Banner fund is like iO fund type (letter) and fund source (number)
    • A1 becomes 100.000000
    • A2 becomes 103.030000
    • D becomes 101 mostly, but 102 for service centers
    • G becomes 201, fund numbers start with 2 + old fund number (G81848 = 201.281848)
    • H becomes 106, fund numbers start with 1 + old fund number (H21300 = 106.121300)

D funds are very condensed, so everyone is using the same few funds

101.010000 is faculty discretionary

101.010010 is faculty start-up

101.010020 is faculty non-sponsored research

101.014500 is a designated fund with revenue-generating activity

101.016500 is a student club or college

102.020000 is a service center

 

There were over 5,000 active D funds in Banner.

  • Account operates pretty much the same, but the account list is much shorter. Many details are in the subledgers for payroll, P2P, expenses, or project portfolio management (PPM).
    • All internal transactions must use internal revenue and internal expense accounts
    • 5 and 6 are revenue, through 6700
    • 6710 through 6860 are transfers
    • 70000 through 7249 is salary and fringe
    • 7400 through 7480 is scholarships and similar awards
    • 7500 through 8361 are expenses
    • 8400 through 8621 are capital and equipment
    • 8640 is COGS
    • 8660 through 8664 is F&A
    • 8700 through 8712 is depreciation
    • 8800 through 8809 is interest
    • 5950 to 5989 is internal revenue
    • 8950 to 8959 is internal expense

There are 985 accounts, a reduction from 2082

  • Classification in iO is like the Banner program. It describes the “why” or the reason for making the expenditure, and it is a required field for any transaction posting to an expense account.
    • There is no default classification for any fund
    • You can choose a different classification for each transaction, if that’s appropriate
  • Program in iO is a new field, with no Banner equivalent. Think of it like an activity code on steroids.  It should be used to describe an ongoing series of events and activities with a common purpose.  It can be used in budgeting and fund balance will roll forward at this level.
    • You can use any program code on the list
    • Examples of common codes
      • 1000 for Undergraduate
      • 1001 for Graduate
      • 1002 for Ph.D.
      • 1003 for Professional Masters
      • 4101 for Orientation Week
      • 7012 for The Ion
      • 9001 for Diversity and Inclusion
      • 9004 for Veteran Support
      • 9101 for Homecoming
    • There are 330 program codes pre-established and available for use on day 1.
  • Activity codes are pretty much the same in the two systems, although we’re moving to generic activity codes rather than hyper-specific codes. Activity codes should be used to describe a short, non-recurring event.  There are 1389 codes pre-established and available for use, a reduction of over 15,000.
    • Common activities have named values
      • Advisory Board
      • Application Processing
      • Distributive Charges
      • Contract
      • F&A Return
      • Training Grant Return
      • Tuition Remission Return
      • V2C2
    • Other activities have generic values, with letters
      • Admin Activity A through Z
      • Strategic Initiative
      • International Initiative
      • Support Service
      • Disaster Recovery
      • Executive Search
      • Faculty Recruiting
      • Staff Recruiting
      • Professional Development
      • Professional Association
      • Legal Services
      • Academic Support
      • Faculty Commitment
      • Lab
      • Camp
      • Exhibit
      • Guest Speaker
      • Visiting Scholar
      • Conference
      • Seminar
      • Workshop
      • Equipment
      • And many more
    • Location codes are actually useful now. The field existed in Banner but was only used for certain fixed asset records and cost sharing.  Now, there are 378 pre-established values for your convenience.
      • 213 countries
      • 50 states
      • 16 cities and regions
      • Over 50 campus locations
      • Some generic values
        • Resident Associate Housing (1 through 5)
        • Commons (A through C)

 

Now let’s talk about Project Portfolio Management

PPM is where the projects live.  There are several types:

  • Sponsored activities, formerly R funds
  • Internally sponsored activities, formerly U funds
  • Faculty* funds, formerly D funds (*faculty can include emeritus, grad students, certain staff, and really any person who exists with a person number in Oracle)
  • Patents
  • Capital projects

R and U funds will keep their existing Banner codes as project numbers.  New items in this category will get a project number beginning with G for Grants.

Faculty* funds are combined per faculty member and get a project number beginning with F for Faculty.  There’s some algorithm that used a hash of their Banner E number to generate the project number, but there’s no easy formula to give you.  Fortunately, that project number will not change.

Both grants and faculty funds will be administered by RCA in iO.

Capital projects get a project number beginning with C for Capital.   These will be administered by Property Accounting.

 

Each project has a Project Manager who has most of the responsibility and power.  The initial project manager for grants and faculty funds is the department administrator.  The project manager has the ability to assign a different project manager.  My tips on that:

  • Don’t do that on day 1.  Try it for a week before getting hasty.
  • ADD the new manager BEFORE removing the OLD manager, or you will be sad.
  • Really, really think about it before you assign a faculty member to this role. Seriously, try it out first.

Projects are only visible to the project manager and team members.  There can be only one project manager, but virtually unlimited number of team members.

Questions I imagine will be frequently asked:

  • How do I know what to use? Start with the crosswalk and use it as a general guide on where to start.  The two charts are very different, so please use your judgement.
  • Where is the crosswalk? There are a bunch of lists here https://rice.box.com/v/FBDI-folder-for-dropoff and at https://control.blogs.rice.edu for now, and once iO is live you will find this information in the Data Hub.
  • This is too hard! Not a question, but OK.  This will be second nature so fast, you’ll be looking at a Banner report a year from now and realize you forgot what all the codes mean.  You got this.
  • What if I need a value that is not on the list? Please use the HR/Finance Help Desk to put in a service request.  Unlike the Banner days when you just asked and all was granted, however, new value request will be reviewed and approved (or not) by a governance committee headed by the university controller Brad Fralic.