AggieExpense: Common Chart of Accounts Allocation Process (Effective January 2024)

The AggieExpense account allocation process has changed, effective January 19, 2024 and impacts ALL AggieExpense users. 

The process described on this page impacts ALL AggieExpense users, including Davis campus AND Hospital users.

Davis Campus, ANR, School of Medicine, and School of Nursing Employees: Please review this information carefully and work with your fiscal approver and/or business office to determine the new UC Chart of Accounts charge strings that apply to your organizational unit/department, or contact aggieenterprise@ucdavis.edu for assistance.

Hospital Employees: The appropriate data to enter in the applicable fields is identified in the instructions below. Questions are to be directed to the UCDH Travel Help Desk.

This new UC Chart of Accounts (COA) has been incorporated into the account allocation process in AggieExpense, as of January 2024.

If you want to learn more about the new account segments, refer to the information on the Finance and Business website. Contact your departmental financial approver if you have questions on how to complete any of the fields.

Below are instructions on how to enter the new accounting information in AggieExpense, effective January 19, 2024

Process Overview Effective January 19, 2024

How to Video

AggieExpense Account Allocation Screenshot

Step-by-Step

1.  After completing the Report or Request header and entering an expense, click on the Allocate link.

Allocate Link on Expense Line

 

2.  On the Allocate pop-up screen, click the Add button.

Add Button on Allocate Screen

 

3.  Next, the Allocate screen will appear:

Allocate Accounts Screen in AggieExpense

4.  Select whether a GL/Financial Department or PPM Project is being allocated. The option selected will drive the associated business rules and the required fields.

  • For Hospital accounts, select the GL/Financial Department option.

5.  In the next field, select the Financial Department or PPM Project to be used for the transaction. 

  • For Hospital accounts only, select the Code drop down and enter the account cost center to which the expense will apply (e.g., 1009850, 1009993, etc.)
  • Note: The task will be on the same line as the PPM project. If there are multiple tasks, then the PPM project will be listed multiple times in the drop down list with each task:
AggieExpense: PPM Task Numbering

 

6.  Next, select the Approver.

  • Note that this is the individual who oversees the account activity.   
  • There may be multiple approvers from which to choose, but only one may be selected per transaction.  Be sure to select an approver who is currently available to take action on the transaction.
  • For Hospital accounts, select the name that defaults. NOTE: Reports citing Hospital accounts bypass this person's approval, and go directly to the Department Approver.
  • The Approver field is not the same thing as the Department Approver who is the higher-level approver that will still be required to approve the transaction as well, after this approver has taken action on the transaction.
  • NOTE: The delegate feature is not changing in AggieExpense. There will only be 1 approver for each PPM project that will be loaded into AggieExpense, and that PPM approver can add others as a delegate with the permission to approve on their behalf.

7.  The Entity, Fund, and Purpose fields are required to be entered if entering a GL account, but will default with the appropriate data automatically if a PPM Project is entered.

  • For Hospital accounts only, the following data should be entered in each of these fields:
    • Entity: 3210
    • Fund: 12000
    • Purpose: 42
AggieExpense Account Allocation Entries for UCDH Accounts

 

8.  The Expenditure Org field must be completed if a PPM Project was selected, otherwise this field should be left blank.

9.  The other fields in the account allocation section, GL Project, Program, and Activity are not required to be completed, but we recommend referring to the information on the Finance and Business website to learn more about them and how they are used.

  • For Hospital accounts, these fields should be left blank.

10.  Save data entry time in the future by saving the allocation as a "favorite."


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