Place content here. This is a site-wide alert banner.
COA Information and Resources
- Workday COA Introductory Video (as of 7/7/2016) - printable excerpt added 08/07/17)
- Introduction to Worktags - provides an overview of Worktags, which are the building blocks of the charging instructions within Workday Financials (*NEW on 01/06/17*)
- COA Segment Definitions (updated 8/30/16)
- Hierarchies - shows levels of and structures for the hierarchies for the various COA segments (updated 12/15/2017)
- Cost Center Hierarchy - shows the levels of and structure for the cost center hierarchy (updated 6/8/16)
- Related Worktags - explains related worktags, how they are used and how they impact our conversion of historical charging instructions (*NEW on 10/13/16*)
- Relationships between Accounting Components - shows the relationships between Ledger Accounts, Categories, and Items (updated on 06/16/17)
- Locations in Workday - resources explain how Oracle building orgs became Workday Locations; includes additional information about Locations (updated on 11/22/17)
- Basic Configuration of COA Segments - primarily geared towards the “Impacted Systems” workstream and related IT Partners (updated 8/04/16)
- Grant Mapping - Overview - provides further information about the conversion of grants from Oracle to Workday (*NEW on 12/07/16*)
Using the COA Segments:
- Business Use Case Guide - a resource to help business offices determine what COA segment (and sometimes what segment value) to use in specific business circumstances (updated 05/03/18)
- Internal Ledger Account Pairs (*new 04/23/2018*)
- ISPs - Yale Internal Service Providers (updated 5/3/18)
- Non-Yale Entities - non-Yale Agencies (updated 07/06/17)
- Workday COA Charging Instructions Form - this form can be used when sharing/providing/transmitting charging instructions for Workday transactions. (updated 08/07/17)
- Staff Accounting Manual - from Finance / Controller’s Office
- Reclassification and Transfer guidance in the Staff Accounting Manual
- Change in Financial Responsibility for a University Building Location (*new 01/30/2018*)
- Cash receipts of refunds, rebates or reimbursements - RC152 is only for use when repaying personal expenses that were established in a receivable via an Expense Report. There is a group of revenue categories (in the “Refunds, Rebates and Reimbursements” hierarchy) that can be used to receive such payments via Cash Sales. Access by Revenue Category List. You can look each of these up to see where they post in order to find the best match for the expense offset. Look up by using “Ledger Account with Spend/Revenue Categories – Yale” and searching/filtering on the “Segment Value” column.
Net Balance Requirements
All units are required to evaluate net balances as part of period close or when certain chart of accounts (COA) segments are closed.
The institutional requirement is to close the fiscal year with a positive (or zero) net balance at the Cost Center level for each combination of Fund and Funding Component value (Yale Designated, Gift or Grant). Distributed units are responsible for this activity for the section of the fund hierarchy called “OP Funds Budgeted by Units”. When evaluating the fiscal year-end balances and performing ongoing monitoring, please note that the COA segments often appear in most reports as a “block”. However, these segments are not a connected string of values. Users must ensure that reviews are performed using the net total of all COA combinations for a given Cost Center and Funding Component in order to fully evaluate the remaining balances. Be sure to adhere to any additional requirements established for your department or school/planning unit.
The institutional requirement for COA segment closures are included in the online checklist. Grants will be closed in partnership between the responsible departments and the Office for Sponsored Projects (OSP). The requirement for closing a Grant is that the Grant balances to zero for the respective “grants and contracts” fund (FD02 Grants and Contracts – Federal, FD28 Grants and Contracts - Non-Federal, or FD29 Grants and Contracts - Industry Clinical Trials).
- If there has been cost sharing (including but not limited to salary over the pension cap), the Grant will not net to zero in total and a deficit balance is expected on the fund(s) that provided the cost sharing for the total shared amount.
- In addition, facilities and administration (F&A) allocation credits include the Grant worktag. These transactions are booked on ledger account 51017:Allocation Credit - F&A Indirect Costs, and the remainder of the COA segments relate to a central cost center and either FD01 or FD30. Individuals with the ability to see all cost center activity on a Grant will also see a credit balance in this ledger account. This balance will not clear to zero.