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Systemwide Accounting procedures

Accounting Integrated Statewide Record System procedures

Changes to the Chart of Accounts

Click on one of the following links to jump to the change instructions you are interested in reading.

1. STATE TREASURY SWEEP ACCOUNT
2. BANK ACCOUNT ON GENERAL LEDGERS
3. APPROPRIATION ON STATE TREASURY GENERAL LEDGER
4. APPROPRIATION ON LOCAL GENERAL LEDGER
5. MOVE REVENUE & EXPENDITURE DETAIL ON COST CENTER

The following chart identifies the various chart of accounts fields and the rules for modifying them. Once you have made a change to an account, reports will immediately reflect this change for all the activity that has ever been processed through the account. The systemwide data warehouse will also reflect the changes once it has been updated.

General Ledger Fields	Modification Rules
Account Title	Can be modified at any time.
Short Title	Can be modified at any time.
Responsible Person	Can be modified at any time.
Systemwide HEB Fund	Can be modified to a fund within the same appropriation. If not, a new G/L is required.
Systemwide Institution	Modification is not allowed.
MAPS Appropriation	Not allowed. New G/L is required.
Bank Code	Should not be changed. Can cause extreme difficulties in bank reconciliations. New G/L required. Never change Bank 01 - State Treasury.
Cost Center Fields	Modification Rules
Long Name/Short Name	Can be modified at any time.
Responsible Person	Can be modified at any time.
G/L Account Number	Can be only be changed if transactions have NOT been posted to the cost center. Immediately after cost centers are rolled G/L's can be changed on the cost centers.
All Program Information (Program, SubProgram, Activity and Grant/Project)	Can be modified at any time.
User Fields	Can be modified at any time.
All Campus Information (Campus, Building, Address, and Location)	Can be modified at any time.
Grant/Project Maintenance Fields	Can be modified at any time.

CHANGING THE STATE TREASURY SWEEP ACCOUNT

The State Treasurer's Office and the Department of Finance have a table that identifies each system institution and campus code. This table also identifies the bank account to sweep the state treasury deposits from for each campus, including your individual institution campus code.

CP, CR, XP and XR Receipt transactions entered for bank 01 accounts are summarized and sent to MAPS by MAPS appropriation, object code and your 3 digit campus code. Your campus code along with a bank code assigned from the above table tells the State Treasurer's Office which bank to sweep.

Warning: Do NOT change the bank 01 code on your state treasury general ledgers. This code identifies which transactions are interfaced to MAPS. If it is changed, the transactions will not interface to MAPS, receipts will not be swept and payments will not be made.

Take the following steps to change the bank used for your state treasury receipts:

1. Assemble the following information in a memo addressed to Mike Hagar, State Treasurer's Office, at least two weeks prior to implementation:
   
   List of Locations that are affected. A location is the three digit campus code in MnSCU. Include the code and description.
   
   Implementation Date
   
   New Bank information
   Bank Name
   Bank Address
   Account Number
   Bank Routing Number
   
   Bank Account to be Closed
   Bank Name
   Bank Address
   Account Number
   Bank Routing Number
2. Send the memo to:
   
   Mike Hagar, State Treasurer's Office
   Fax: 612-296-8615
   
   Connie Edwards, System Office
   Fax: 651-649-5779
3. Just before the implementation date, verify with Mike Hagar that the account is ready.
   Mike's phone number is: 651-296-9547.

CHANGING THE BANK ACCOUNT ON GENERAL LEDGERS

Change the Bank on a Local General Ledger Account

In order to have a clean audit trail of activity recorded to a specific bank a new set of accounts will need to be established. This will include new general ledgers and most likely cost centers.

The newly established accounts and bank account can be used while allowing the discontinued accounts to go dormant. This is a viable option for institutions that have bank accounts that are not reconciled to the accounting system but want to move forward on consolidating their checking accounts. This allows you to use less bank accounts and continue to reconcile the dormant bank account activity.

Warning: Do not change a bank account on a general ledger. If a bank number is changed on a general ledger, summary reports by bank account will not agree with transaction detail.

Detailed Procedure to Establish the New Account Structure:

1. Use the AC0010UG Bank/ Bank Account Maintenance Screen to set up the new bank account information including the bank address. Note: If this is not a new bank account, proceed to 2.
2. Use the AC0101UG - Update G/L summary account screen to set up a new general ledger assigning the new bank code.
3. At the AC0104UG - Update Cost Center screen, set up new cost center(s) using the new general ledger established in 2. If it is the beginning of a fiscal year and your current cost centers do not have any transactions posted to them, change the general ledger to the new a general ledger established in step 2.

Note: If you are changing banks at the beginning of a fiscal year new cost centers are not required as long as no transactions have been recorded to them in the new fiscal year. Go to AC0104UG - Update Cost Center and change the general ledger number to the new general ledger account set up in step 2. This should be done immediately after your cost centers are rolled to the new fiscal year.

4. Make necessary changes to the Budget Authority Table for the new cost centers set up in step 3.

CHANGE APPROPRIATION ON STATE TREASURY GENERAL LEDGER

If a general ledger has been set up to the incorrect appropriation, a new set of accounts will need to be established. This will include new general ledgers and most likely cost centers. This is required in order to move the activity in MAPS from the current appropriation to the new appropriation.

Warning: You must not change a MAPS appropriation on a general ledger. If this is done the financial information will change in MnSCU Accounting but it will NOT change in MAPS. It will be extremely difficult to correct.

Detailed Procedure to Establish the New Account Structure:

1. Go to the AC0101UG - Update G/L summary account screen and set up a new general ledger assigning the new GFS appropriation and HEB fund. If you are using an existing general ledger, go to step 2.
2. Go to the AC0104UG - Update Cost Center screen and set up new cost center(s) using the new general ledger.

Note: If you are changing appropriations at the beginning of a fiscal year new cost centers are not required as long as no transactions have been recorded to them in the new fiscal year. Go to the AC0104UG - Update Cost Center screen and change the general ledger number to the new general ledger account set up in step 1. This should be done immediately after your cost centers are rolled to the new fiscal year.

3. Make necessary changes to the Budget Authority Table for any new cost centers set up in step 2.

Moving Revenue and Expenditure Data

Activity for the entire fiscal year can be combined into the new cost center. This would be a necessary step if the wrong appropriation was being used. The financial information should be summarized at the cost center and object code level, unless transaction level detail is desired. See procedure Moving Revenue and Expenditure Detail on Cost Centers.

Detailed Procedure to Move the Remaining Cash Balance to the New Appropriation

After a new account structure is established, the cash balance in the obsolete general ledger needs to be transferred to the new account.

1. To determine your current cash balance, do a query on AC0460UG - Current G/L Account Balances for the general ledger that is being eliminated.
2. Process a Direct Payment - AC0210UG PV2 transaction from one of the obsolete cost centers.
1. Your institution vendor number.
2. State Agency field = "Y"
3. MAPS PV Type Code = 2
4. Cost Center = the account that points to the general ledger that you are moving the cash from.
5. Object code = 7104 - Non Mandatory Transfer Out
6. Amount = the cash balance in the current general ledger.
7. GFS Seller Information Entry:
   MAPS Fund Code =MAPS fund on the new general ledger.
   MAPS Agency Code = E26
   Revenue Object Code = 8349
   MAPS Appropriation = MAPS appropriation from the general ledger that you are moving the cash to.
   MAPS Organization Code = Your institution code
3. Process a "Y" flag General Receipt by CC (CP) AR0009UG transaction to a cost center in the new general ledger. Use revenue code 9803 - Non Mandatory Transfer In. Amount = the Amount on the PV2 from step 1.

Note: The amount of the transactions processed in steps 2 and 3 should agree with the remaining cash balance in the obsolete general ledger.

Discontinue the use of Obsolete Accounts

Once you have completed the transfer of cash and cost center information, discontinue the use of the obsolete cost centers.

1. Check the "Freeze" option and not checking "Roll to New FY" option in the Update Cost Center AC0104UG screen.

CHANGE APPROPRIATION ON LOCAL GENERAL LEDGER

If a general ledger has been set up to the incorrect appropriation, a new set of accounts need to be established. This would include new general ledgers and most likely cost centers.

Warning: You must not change an appropriation directly on a general ledger. If this is done the financial information will change in MnSCU Accounting and the fund balance by appropriation on the financial statements will not reconcile.

Detailed Procedure to Establish the New Account Structure:

1. Go to the AC0101UG - Update G/L summary account screen and set up a new general ledger assigning the new GFS appropriation and HEB fund. If you are using an existing general ledger, go to step 2.
2. Go to the AC0104UG - Update Cost Center screen and set up new cost center(s) using the new general ledger.

Note: If you are changing appropriations at the beginning of a fiscal year new cost centers are not required as long as no transactions have been recorded to them in the new fiscal year. Go to AC0104UG - Update Cost Center and change the general ledger number to the new GL account set up in step 1. This should be done immediately after your cost centers are rolled to the new fiscal year.

3. Make necessary changes to the Budget Authority Table for any new cost centers set up in step 2.

Detailed Procedure to Move the Cash Balance to the New Appropriation

After a new account structure is established, the cash balance in the obsolete general ledger needs to be transferred to the new account.

1. To determine your current cash balance, do a query on AC0460UG - Current G/L Account Balances for the general ledger to be eliminated.
2. Process a Direct Payment - AC0210UG transaction.
1. Your institution vendor number.
2. Cost Center = the account that points to the general ledger that you are moving the cash from.
3. Object code = 7104 - Non Mandatory Transfer Out
4. Amount = the cash balance in the current general ledger.
3. Process a General Receipt by CC (CP) AR0009UG transaction.
1. Cost Center = the account that points to the general ledger that you are moving the cash to.
2. Object code = 9803 - Non Mandatory Transfer In
3. Amount = the cash balance in the current general ledger.

Note: The amount of the transactions processed in steps 2 and 3 should agree with the cash balance in the obsolete general ledger.

When you set up a new account structure in the middle of a fiscal year, financial data for a specific fiscal year's activity will be found in both the current and newly established cost centers. Activity for the entire fiscal year can be combined into the new cost center. The financial information should be summarized at the cost center and object code level, unless transaction level detail is desired. See procedure Moving Revenue and Expenditure Detail on Cost Centers.

Discontinue the use of Obsolete Accounts

Once you have completed the transfer of cash and cost center information, discontinue the use of the obsolete cost centers.

1. Check the "Freeze" option and not checking "Roll to New FY" option in the Update Cost Center AC0104UG screen.

MOVE REVENUE AND EXPENDITURE DETAIL ON COST CENTER

When you set up a new account structure in the middle of a fiscal year, financial data for a specific fiscal year's activity will be found in both the current and newly established cost centers. Activity for the entire fiscal year can be combined into the new cost center. The financial information should be summarized at the cost center and object code level, unless transaction level detail is desired.

Detailed Procedure to Move Revenue and Expenditure Financial Information in Local Accounts but in DIFFERENT Local Banks

1. Run a query from the AC0471UG - Current Expenditure Balances screen to summarize the expenditure detail for the obsolete cost centers.
2. Process an Expense Voucher Transaction (EV) on the AC0212UG screen to reduce expenditures in the obsolete account.
3. Process an Expense Voucher Transaction (EV) on the AC0212UG screen to record the expenditures in the new cost center.
4. Run a query from AC0470UG - Current Revenue Balances to summarize the revenue detail for the obsolete cost centers.
5. Process a General Receipt by CC (CP) on the AR0009UG screen to move the revenue from the obsolete cost center to the new cost center. Process one receipt, decreasing the amount of year to date revenue by object code from step 4 and increasing the same amount by object code in the new cost center. The total receipt amount should add up to be $0.
6. Discontinue the use of the obsolete cost centers by checking the "Freeze" option and not checking "Roll to New FY" option in the Update Cost Center AC0104UG screen.

Note: You should freeze the cost center even if it is not reconciled. As needed the "Freeze" option can be canceled in order to record any adjusting entries.

Detailed Procedure to Move Revenue and Expenditure Financial Information in State Treasury Accounts or Local Accounts in the SAME Bank

1. Run a query on Current Expenditure Balances - AC0471UG screen to obtain the summary of the current expenditure information for the obsolete cost centers.
2. Process an Expenditure Correction (JC) on the AC0230UG screen to move the expenditures from the obsolete cost center to the new cost center.
3. Run a query on Current Revenue Balances - AC0470UG to obtain the Year-to-date revenue information for the obsolete cost centers.
4. Process a General Receipt by CC (CP) on the AR0009UG screen to move the revenue from the obsolete cost center to the new cost center. Process one receipt, decreasing the amount of year to date revenue by object code from step 3 and increasing the same amount by object code in the new cost center. The total receipt amount should add up to be $0.
5. Discontinue the use of the obsolete cost centers by checking the "Freeze" option and not checking "Roll to New FY" option in the Update Cost Center AC0104UG screen.

If you have questions or comments please email us (accounting@so.mnscu.edu) or refer to the staff directory link at the top of this page for additional contact information.