Based on feedback in the various office hours, we’re improving the process for updates to the relationship between expense type or expenditure type and natural account.  This is the relationship that says, for example, expense type Advertising Other and expenditure type ODC: Promotional Items post to the general leger in account code 863 Advert – Promotional Items.  (You can see a full list here: IO Account Mapping | Controller’s Office Blog (rice.edu) )

Please send requests for updated relationships as HR/Finance Help Desk tickets in category Chart of Accounts or by email to Crystal Davis.

This will provide a central point of contact for updates even though the maintenance is distributed among the subledgers.  The changes will be reviewed and updated as part of the structured bi-weekly chart of accounts maintenance cycle.

The period of September is closed in IO.

Chart of Accounts and POET/AF information is available is several ways.

At the ImagineOne website under Training Catalog, scroll down to Chart of Accounts (crosswalk, list of values by segment, templates) found here https://imagineone.rice.edu/training-catalog.  The PPM resources are at the same values by segment link.

At the ImagineOne website under Training Catalog, Training by Module, Finance Module scroll down to Chart of Accounts (crosswalk, list of values by segment, templates) found here Finance Modules | ImagineOne | Rice University.  The PPM resources are at the same values by segment link.

You can also download this same information from the Dashboards by selecting the COA/POETAF lookup and selecting the gear icon next to each field.

The credit card deposit process is changing.  The Oracle process was resulting in unacceptable delays in posting revenue.  To address this problem, we’re making the following changes:

• This change applies to you if you settle your own credit cards and once filled out the online credit card deposit voucher in Edgar Web Apps
• You will no longer use the credit card FBDI template to enter deposits into IO.
• You will use the general ledger FBDI template to debit clearing and credit revenue. (Or credit clearing and debit revenue for net refunds.)
• The clearing string is 00100.100.000000.1059.999.9999.9999.999.999
• You do not need to do anything regarding deposits from July 1 through October 11.

This file from Cong shows the mapping

• expense type to account
• procurement category to account
• expenditure type to account
• expense type to expenditure type

Accounts Mapping – Expense Types – Expenditure Types – Natural Accounts (1)

FedEx

The topic of FedEx detail came up at the dashboard office hour today, and thanks to tips from the participants (thanks guys!) I can recommend these steps:

Go to Finance Dashboard

Select Journal Detail

Set the Account to 8261

Set any other desired parameter such as month or org

Apply

Click on any blue amount under Accounted Debit Amount

See this:

The Subledger Line Description includes the T-bill and invoice numbers.

Choose Export at the bottom of the screen to send to Excel.

Payroll records by person with dollar amount and coding is available in Finance Dashboard / Other Information under the piggy bank tile.  The coding information presented is limited to org and account at present, but full coding string has been requested and that update is expected shortly.  Access is granted automatically to HCM division approvers and Finance division approvers.  Access for other employees should be requested using an HR/Finance Help Desk ticket in Access Permissions / Dashboard Access.

The full coding string is available under Finance Dashboard / Labor Distribution by person without dollars.

As the dashboards roll out, security is established, and everyone starts looking at their money there will be a need to change how transactions are posted.  This is a round-up of various ways to do that.

Many of the methods refer to templates in the FBDI folder, which is in Rice Box here https://rice.box.com/v/FBDI-folder-for-dropoff .  I’m happy to invite you to the folder if that’s easier, because it will then show up on your “All Files” list every time you log into Box.

• If payroll is posted incorrectly, please use Labor Distribution to change. The template is available in the FBDI folder.

• • Instructor-Led Courses
    • VIEW THE LABOR DISTRIBUTION INSTRUCTOR-LED COURSE RECORDING
    • VIEW THE LABOR DISTRIBUTION INSTRUCTOR-LED COURSE SLIDE DECK
  • Job Aids & Quick Reference Guides
    • COMPLETING THE FORM
    • SUMMER SALARY

• If non-payroll charges to grants, university awards, or faculty funds should be corrected, please use the cost transfer process.
  • The RCA blog entry on the subject Research and Cost Accounting Blog (rice.edu)
  • The website that covers this topic https://controller.rice.edu/rca-cost-transfer
  • The form is in the FBDI folder under “Cost Transfers (RCA)” and should be used
    • For any cost prior to July 1 (labor or non-labor)
    • Any non-labor cost after July 1
  • Completed forms are uploaded to Box for further processing in RCA.

• Fund balance transfers
  • Uses an AdobeSign form to create the entry.
  • Only for current year budget adjustments and fund balance transfers. Please contact the Budget Office for base (permanent) budget adjustments.
  • Faculty funds transfers are a two-step process. Step 1 is the budget transfer at the general ledger level to the 101.010xxx fund in the correct department and Step 2 is the budget adjustment in the faculty project.
  • Job Aid:  AdobeSign iO Balance Transfer

• For general corrections, not covered by the above, use journal entries. The templates for both general ledger and PPM are available in the FBDI folder in Box.
  • Instructor-Led Courses
    • File-Based Data Import Instructor-Led Course and Lab
      • VIEW THE FILE-BASED DATA IMPORT COURSE RECORDING
      • VIEW THE FILE-BASED DATA IMPORT COURSE SLIDE DECK
    • Job Aids & Quick Reference Guides
      • CREATE DEPARTMENT JOURNALS

This is the quick-and-dirty crosswalk from Banner values to IO values:

A1           100.000000          budget letter

R, U        project in PPM, same number

D             fund balance in general ledger in 101 (check crosswalk)

Faculty funds ALSO in PPM, one number per person

C             101.016500 , unique org per club

BPM      project in PPM, C00 + same number

G             201.2 + number portion

H             106.1 + number portion