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FAMIS ACCOUNTSTamara Freed Aimee Olivarez
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TABLE OF CONTENTS
Chart of Accounts• Account Structure
New Account Request• Form• Guidelines
Accounting Attributes• FAMIS Screens 002, 006, 008, 009, 051
Year End Flags Encumbrances Global Sub-code Edits Closing Accounts
• When• What to look for
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CHART OF ACCOUNTS
G/L Account Range S/L Account Range **Fund Group 010000-019999 100000-199999 State Funding020000-029999 200000-299999 Designated Funds030000-039999 300000-399999 Auxiliary Funds040000-049999 400000-499999 Scholarship Funds060000-069999 600000-699999 Grants & Contracts070000-079999 No SL Accts Loans & Endowments080000-089999 800000-899999 Plant Funds090000-099999 900000-999999 Agency Funds
** For fund group information refer to Section 02.03 in Accounting Handbook
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CHART OF ACCOUNTS CONT.
ACCOUNTING HANDBOOKSection 03.01
http://comptroller.tamucc.edu/accounting/accounting_handbook.html
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GL/SL MAPPED ACCOUNTS
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NEW ACCOUNT REQUEST
ACCOUNTING HANDBOOKSection 02.02
http://comptroller.tamucc.edu/accounting/handbook/Section%2002.02.pdf
http://comptroller.tamucc.edu/accounting/online_forms.html
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NEW ACCOUNT REQUEST
Account Title - Enter the name you would like displayed for the account. Character limit on account name is limited to 35 characters.
Responsible Person & UIN - A responsible person must be a permanent PT or FT employee who is compensated by TAMU-CC University. In most cases this will be the Department Head. The responsible person must have completed Guidelines for Disbursement Training within the last 12 Months. (Course# 2111496:The Guidelines for Disbursement of Funds)
Department & Sub Department – Select the department from the drop-down menu & sub department if applicable. If your department is not listed as an option please email Accounting at [email protected]
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FUND SOURCEACCOUNTING HANDBOOK SECTION 02.05
AGENCY FUNDS
AGREEMENTS
CONTRACTS
DESIGNATED TUITION
GRANTS
RESEARCH DEVELOPMENT FUNDS
RESEARCH ENHANCEMENT FUNDS
STATE APPROPRIATIONS
STATE FUNDS
STUDENTS FEES
OTHER
http://comptroller.tamucc.edu/accounting/handbook/Section%2002.05.pdf
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USE OF FUNDS ACCOUNTING HANDBOOK SECTION 02.04
INSTRUCTION RESEARCH PUBLIC SERVICE ACADEMIC SUPPORT STUDENT SERVICES INSTITUTIONAL SUPPORT OPERATION & MAINTENANCE OF PLANT SCHOLARSHIP & FELLOWSHIPS AUXILIARY ENTERPRISES
http://comptroller.tamucc.edu/accounting/handbook/Section%2002.04.pdf
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SALARY SAVINGS
Salary Savings – are the monies remaining from a vacant position after all payroll and termination costs have been satisfied. The types of positions that generate attrition are faculty professional, faculty administrator and classified positions.
Some examples of how salary savings funds are generated include:
1. savings from positions being vacant for long periods of time
2. savings when a member of the faculty or staff goes on leave without pay status.
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NEW ACCOUNT REQUEST CONT.
Any restrictions on funds?
At termination of the account, what provisions for deficits or refunds of the balance are to be made?
What is the provision for retaining title to equipment purchased with these funds?
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BUDGET & SUPPORT ACCOUNTS
Budget Flexible - A flexible budget is a budget that adjusts or flexes for changes in the volume of activity.
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SUPPORT ACCOUNTS
What is a support account? – Sub-division of Subsidiary Ledger accounts used to track account activity at a lower level. By creating a support account this enables the department to keep better track of the funds.
300090-00000
Stadium Revenue Fund
10000 20000 30000
Men’s Golf Women’s Golf Men’s Tennis
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SUPPORT ACCOUNTS
You can divide the SL money up between your Support Accounts.
300090-00000 $9000
Stadium Revenue Fund
10000 $3,000 20000 $3,000 30000 $3,000
Men’s Golf Women’s Golf Men’s Tennis
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SA TRANSACTIONS“N” No transactions allowed on Support Account
“Y” Yes transactions are allowed on Support Account.
“B” Transactions allowed on both the Base account and Support Account.
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YEAR END FLAG
Year End FlagsE = Encumbrances OnlyF = Fiscal YearP = Project YearT = Transfer
Section 17.01 Subsidiary Ledger Flag Values
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YEAR END FLAGS
E – Encumbrances Only Carries forward only encumbrances and budget to cover those encumbrances
Rolls forward on Batch Reference of BBFE (Budget Brought Forward Encumbrance)
Only certain object codes will roll forward
Purchasing Provides a list of codes at the year end workshop
Example – State Account
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YEAR END FLAG
E-Encumbrance
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YEAR END FLAGS
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YEAR END FLAG
F - Fiscal Year
a. Carry forward all unexpended balances
• Including encumbrances, revenue and expense budget
b. Creates a Batch Reference
• BBFE (Budget Brought Forward Encumbrance)
• BBF (Budget Brought Forward) for all BBA
c. Available amounts only include current fiscal year totals
d. Local accounts – Gift and material fee accounts
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YEAR END FLAGS
F - Fiscal
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YEAR END FLAG
P-Project Accountsa. Carry forward all balances
• Including encumbrances, revenue and expense budget and actuals
b. Creates a Batch Reference • BBFE (Budget Brought Forward Encumbrance) • BBPJ (Budget Brought Forward Project) • BBPA (Beginning Balance Project Actuals)
c. Can Retrieve totals from inceptiond. Grant and Contract Accounts
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YEAR END FLAGS
P-Project
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YEAR END FLAGS
T – Transfer
Only carries forward encumbrances and budget to cover those encumbrances
Rolls forward on Batch Reference of BBFE
Any remaining balance at year end will be transferred to another account
Account specified on screen 006 in FAMIS in field “year-end account”
Designated tuition and some indirect accounts
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YEAR END FLAGS T - Transfers
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ENCUMBRANCE TRANSACTIONS Year End Entry
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ENCUMBRANCE TRANSACTIONS
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GLOBAL SUB-CODE EDIT
Global Sub-code Edit – Determines allowable and non-allowable sub-codes specific to certain ranges of accounts.
FAMIS Screen 803 is a global sub-code edit table that displays what codes are allowed or dis-allowed on certain ranges of accounts.
The low and High sub-code fields define a specific range that will either be allowable or not allowable for the account listed in “Mask of Account field”.
Y – indicates that the sub-code or sub-code range is allowable.
N- indicates that the sub-code or sub-code range is not allowable.
Screen 008 in FAMIS allows you to place a sub-code edit specific to an account that normally would allow or disallow certain sub-codes.
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GLOBAL SUB-CODE EDIT
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GLOBAL SUB-CODE EDIT
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GENERATE EXPENSE BUDGET (GEB)
Generates Revenue and Expense Budget (GEBZ)
Self Funding
Can only spend revenue received
Examples
Indirect Cost Accounts
Summer Camp Accounts
Residual Accounts
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GENERATE EXPENSE BUDGET (GEB)
GEB Account
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CLOSING ACCOUNTS
Account Balances
GL/SL Balances
Fund Balance
Receivables and Payables
Request for Closure
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ACCOUNT READY FOR CLOSE
Note: All payables and receivables should have a zero balance.
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ACCOUNT NOT READY FOR CLOSURE
This account has a -$7.61 balance in Travel Advance Receivable
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DEPARTMENT TABLE MAINTENANCE
Screen 860
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QUESTIONS???
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