UCSD CAMPUS NOTICE University of California, San Diego |
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SPEAR PROJECT ADMINISTRATION November 25, 1998 CAMPUS MSO's/KEY ADMINISTRATORS SUBJECT: Revision to the Account Code Validation Process As indicated in our October 6, 1998 Campus Notice, the Account Code Validation Process has been revised so that Account Codes are matched to their Fund/Organization/Program for purposes of validation. Previously, the Account Code was only matched to the Fund for this purpose. The need for this revision was identified by the larger more complex departments that had funds crossing organization and programmatic lines. As such, Account Codes may be valid under one fund/ organization/program combination while being invalid under another; yet, having the same fund number. The validation function is comprised of two edit processes. The first edit (E edit) blocks the expense transaction for prescribed Rule Classes at the point of entry into the IFIS system. No change will occur to this edit process. Account Codes for such items as fines, penalties, tobacco/confection, gifts and alcoholic beverages are generic in their application to a fund. Thus, they will continue to be validated at the fund level with an immediate correction to an acceptable funding source being required for exceptions. Extramural Funds will continue to be responsible for assigning and maintaining the "E" account codes used by IFIS in the validation process. The second edit (W edit) is being revised to assign a warning tag to the transaction for Account Code/Fund_Organization_Program combinations prescribed by the department. This will allow specific identification of those questionable transactions at the organization/program level. These transactions will appear on FinancialLink's Ledger Annotator for the department's review. If no action is taken, the transaction remains in IFIS as an acceptable charge to the fund. Departments will now be responsible for assigning "W" account codes to a specific fund/organization/program for use by IFIS in the validation process. For those departments that have already assigned "W" codes at the fund level, a conversion effort by ACT will provide the related organization/program to the fund listed in the IFIS ACCT/FUND/XREF File. The revision to the W edit will be implemented on December 1. Detailed information regarding the Account Code Validation process may be accessed at the following Web address: http://www-bfs.ucsd.edu/emf/proced/afv_act.htm Commodity Code Currently a review of the Purchasing's commodity codes is in process to further identify those account codes that may require a commodity code to invoke the validation edit. A future announcement will be released to inform you of any additions required. If you have specific questions regarding the revision, contact Miles Bowler at mbowler@ucsd.edu or extension 21808. Miles Bowler Project Administrator for SPEAR |