CHARTFIELD FOUNDATIONS- FUND-DEEP DIVEThis is a 5-unit module that explores the new ConnectCarolina chartfield structure.

Note: this presentation is designed for ConnectCarolina users in SPH only as it is customized for SPH-specific chartfields.

This presentation is best viewed on a device with a screen resolution of at least 1280x960.

#2. FUND – A DEEPER DIVE

After completing this unit, learners will:

Understand the two components of the Fund chartfield: major fund group and purpose

Understand that major fund groups are similar to existing fund types (e.g. state, F&A)

Understand that in ConnectCarolina the user must select the appropriate purpose code for each transaction

Understand where to find information about purpose code options

CORE CHARTFIELDS – FUND Fund is one of the five core chartfields required on all transactions.

For every transaction, you’ll need to answer two questions:

What major fund group will be supporting the transaction? What is the purpose of the transaction?

Fund chartfield is a single 5-digit code capturing both major fund group (3 digits) and purpose (2 digits).

Source AccountDepartme

ntBusiness

Unit

Fund

Major Fund Group supporting transaction

Purpose of transaction

2XX XX

We will go over the major fund groups and then the purpose codes.

OLD ENVIRONMENT (FRS) ConnectCarolina has the same fund types that were grouped in the old FRS

ledgers. The old FRS ledger grouped many different types of funds in one ledger. ConnectCarolina reorganizes these groups into unique fund types.

FRS Ledger FRS Fund groups

2-XXXXX • State appropriations• Academic affairs• Health affairs• AHEC

• SBTI

3-XXXXX • State receipts• F&A• Grant residuals• Self-supporting accounts (e.g. student fees)• Other auxiliary operations (e.g. recharges)

4-XXXXX & 5-XXXXX • Contracts and grants from OSR

6-XXXXX • University trust funds from• Expendable gifts, or • Income from university endowments • Income from foundation endowments• Contract Trusts (non OSR)

Below is a listing of major fund groups applicable to SPH.

Major Fund Group

Subgroup

State Funds Academic Affairs

Health Affairs

AHEC

Educ. & Self-Supporting

Contracts & Grants

F&A

University Endowments

Unrestricted Endowment Income

Restricted Endowment Income

University Trusts

Unrestricted

Restricted

Auxiliary

State funds includes all state sources (appropriations, SBTI, receipts) using three fund numbers to distinguish between academic affairs or health affairs or AHEC.

Educational and Self-Supporting funds includes revenue and spending from student fees, grant fund residuals, workshops / conferences.

Contracts & Grants includes all OSR-managed projects.

Major Fund Group supporting transaction

Purpose of transaction

2XX XX

Below is a listing of major fund groups applicable to SPH.

F&A includes all F&A activity in a single fund.

University Endowments includes the income in a new fund grouping.

University Trusts includes gifts, contractual trusts (non-OSR) and foundation allocations.

Auxiliary includes recharges and service centers.

Major Fund Group supporting transaction

Purpose of transaction

2XX XX

Major Fund Group

Subgroup

State Funds Academic Affairs

Health Affairs

AHEC

Educ. & Self-Supporting

Contracts & Grants

F&A

University Endowments

Unrestricted Endowment Income

Restricted Endowment Income

University Trusts

Unrestricted

Restricted

Auxiliary

Fund chartfield is 5 digits.

This table shows the first 3 digits of the fund.

These 3 digits represent the major fund groups.

Major Fund Group

Subgroup Fund Grou

p Code

State Funds Academic Affairs 201

Health Affairs 211

AHEC 221

Educ. & Self-Supporting 241

Contracts & Grants 252

F&A 271

UniversityEndowments

Unrestricted Endowment Income

281

Restricted Endowment Income

282

University Trusts

Unrestricted 291

Restricted 292

Auxiliary 295

Major Fund Group supporting transaction

Purpose of transaction

2XX XX

The Fund is a 5-digit code. The first 3 digits represent the major fund type.

The final 2 digits represent the purpose – why the transaction is being made.

While many Purpose codes are available, only a handful will be directly applicable to SPH on a daily basis.

These are shown in the table along with guidance for their use.

Major Fund Group supporting transaction

Purpose of transaction

2XX XX

Purpose

Code Description Guidance

01 Reg Term Instr

Use for faculty teaching and teaching assistant effort & transactions

10 Organized Res

Use for faculty, staff and student research effort & transactions

19 Other Auxiliary

Use for transactions and effort related to recharges.

30 Student Fin Aid

Use for student support.

36 Educ Agreements

OSR will assign to selected grants. No need to use unless OSR assigns this purpose.

52 General Acad Supp

Use this code for all items that don’t fall in another category.

93 AHEC Health Sci Supp

NCIPH should use on funding from AHEC.

Purpose must be determined for each transaction, including payroll actions.

The nature of funding, for example trust funds restricted for specific uses, might inform the purpose of the transaction.

The primary duties of a position may also inform the purpose in determining salary sources.

Major Fund Group supporting transaction

Purpose of transaction

2XX XX

Purpose

Code Description Guidance

01 Reg Term Instr

Use for faculty teaching and teaching assistant effort & transactions

10 Organized Res

Use for faculty, staff and student research effort & transactions

19 Other Auxiliary

Use for transactions and effort related to recharges.

30 Student Fin Aid

Use for student support.

36 Educ Agreements

OSR will assign to selected grants. No need to use unless OSR assigns this purpose.

52 General Acad Supp

Use this code for all items that don’t fall in another category.

93 AHEC Health Sci Supp

NCIPH should use on funding from AHEC.

FUND – PUTTING IT TOGETHER This table summarizes the relevant major fund groups

and purposes, which come together to form the Fund.

Major Fund Subgroup

Fund Group Code

State Funds Academic Affairs 201

Health Affairs 211

AHEC 221

Educ. & Self-Supporting 241

Contracts & Grants 252

F&A 271

UniversityEndowments

Unrestricted Endow Inc

281

Restricted Endow Inc 282

University Trusts

Unrestricted 291

Restricted 292

Auxiliary 295

Purpose Code Description Guidance

01 Reg Term Instr Use for faculty teaching and teaching assistant effort & transactions

10 Organized Res Use for faculty, staff and student research effort & transactions

19 Other Auxiliary Use for transactions and effort related to recharges.

30 Student Fin Aid Use for student support.

36 Educ Agreements

OSR will assign to selected grants. No need to use unless OSR assigns this purpose.

52 General Acad Supp

Use this code for all items that don’t fall in another category.

93 AHEC Health Sci Supp

NCIPH should use on funding from AHEC.

Fund Group Code Combined with

Purpose Code

SEARCHING IN CONNECTCAROLINA

There is no need to memorize codes. ConnectCarolina allows for searching by the fund description which captures both the major fund group and the purpose components.

For example, a search on health affairs (state funding) brings up the following results for you to select the appropriate Fund:

SEARCHING IN CONNECTCAROLINA

Alternatively, if you are trying to search the appropriate Fund given the purpose of regular term instruction, a search on the descriptions that contain “reg” brings up the following results for you to choose the appropriate Fund:

CORE CHARTFIELDS Congratulations! You’ve completed the second unit of Chartfield

Foundations. The new chartfields will require time to digest. Don’t worry

about memorizing codes. Resources will be provided to facilitate your work.

Don’t forget – A list of purpose code definitions can be found on the SPH website!

Please continue the presentation to take the summary test. Your answers will be kept anonymous and only reviewed in aggregate to see which areas may need additional training.

Source AccountDepartme

ntBusiness

UnitFund