Microsoft Word Cost Centers & Links.doc

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1 Cost Centers and Linkages DOM Fund Manager’s Manual COST CENTERS & ACCOUNT LINKAGES Revised August 16, 2016 Definitions of Operations Cost Centers (CC) versus PI Cost Centers A cost center is part of the Full Accounting Unit ( FAU). Example: Account-CC-Fund, 441357-AF- 36627. Determining which two digit cost center to use is dependent on whether the FAU is used for (PI) Accounts. Operational Accounts or for Principal Investigator of Alpha/Alpha (e.g. AF), or Alpha/Numeric (e.g. For a PI account, almost any two-digit combination F8) characters is acceptable. Please avoid using t he letters O and I, since these are easily confused with the numbers 0 and 1. Once a PI’s cost center h as been established, then that cost center is used tract, grants, gifts, endowments. See below for for all funds under the control of the PI, e.g. con assignment of new PI cost centers. A cost center for the Operational Account is based on the mission (clinical, teaching, or research), and category of expense (academic, divisional, admi nistration, housestaff, recruitment, etc.). A two digit Numeric/Alpha (e.g. 2D) is used to identify O perational cost centers. cine and Linking Assigning PI Cost Centers in the Department of Medi h Accounts the new Cost Center (CC) to Your Divisional Researc (Linkage #1) If you are submitting a grant proposal for a PI who does not have a cost center, you will need to to submission of the proposal. The PI cost center is establish a new cost center unique to that PI prior required on the EPASS, so if the grant is awarded, EFM can appropriate the monies into the proper Full Accounting Unit (FAU). Peter Vittachi maintains a database of all authoriz ed PI cost centers in the Department of Medicine and assigns all new cost centers. Whenever possible , he will try to use a combination of letters and/o r numbers that will make it easy for you to identify the cost center with the PI. However, if all possib le t combinations are already in use, he will assign ano ther combination that is available. Contact Peter a [email protected] nter , for all questions and issues regarding PI cost ce x58349, or establishment. For new cost center setup, please pr ovide Peter with: • PI’s full name – first, middle & last Medicine Division name • • Department code Once the PI cost center is established by Peter, it is the responsibility of the fund manager to email ) in General Accounting to have the new cost Daniel Nguyen (x43900, [email protected] our division. Please Cc Peter on the email to center linked to your research account number for y Daniel. Research Account Number Examples: 4413xx - for most contracts and grants • 4013xx & 7813xx - for training grants • • 6213xx - for public service grants Page 1 of 4

2 Cost Centers and Linkages DOM Fund Manager’s Manual Daniel will need the following information in order to establish the linkage: • code, e.g. 1553) Your division name and FS Code (4 digit department • Account number(s) to be linked New cost center • • Full name of the PI for that cost center • Employee ID # for the PI You will be unable to process any financial transac tions (e.g. TOFs, BruinBuy, Non-Pears, PETs, ou attempt to process a financial transaction prior etc.) until Daniel has completed the linkage. If y to r similar to this one: the linkage establishment, you will receive an erro Linking the Account/Cost Center (CC) to the Fund (L inkage #2) Once the Account/CC linkage has been established by Daniel, the Account/CC is now one unit, and it will have to be linked to the fund. If it is a new grant, EFM will establish the fund and process the so take care of linking the Account/CC to the newly Transfer of Funds (TOF). At that time, EFM will al established fund. that is not already linked to my fund? What if I want to process a TOF into an Account/CC to the Cost Center. See Linkage #1 above. First, make sure that the Account has been linked Note: You can go ahead and process the TOF, but you will receive the following Warning message: In order to establish the link between the Account/ CC and the Fund, you will need to copy the t and grant funds) or General Accounting (for appropriate fund manager in either EFM (for contrac n the links for you. To do this, follow the steps o unrestricted funds) in order to have them establish the next page. Page 2 of 4

3 Cost Centers and Linkages DOM Fund Manager’s Manual you cannot just email EFM to request the link EFM will not process the link without a TOF, i.e. Note: be made. Click Email after submission of the TOF so you can forward it to the appropriate EFM or General Accounting Fund Manager and request the linkage in the Comments section. copy? How do I know whom in EFM or General Accounting to EFM (for all contract and grant funds) http://ora.research.ucla.edu/EFM/Pages/EFMTeamAssig nments.aspx General Accounting (for all unrestricted and opera tional funds) https://www.finance.ucla.edu/corporate-accounting/g eneral-accounting/fund-managers- by-fund-category How do I check if the linkages already exists? 4 of 3 Page

4 Cost Centers and Linkages DOM Fund Manager’s Manual Use the UCLA Financial Web Reports Go to the Financial Systems, Tables link (1) : (2) (1) (3) (2) – use the Table of Accounts link To see if the Account is linked to the Cost Center, Linkage #1 • Type in your FS Code and click on the Get Report b utton. • All of the linked Accounts and Cost Centers for yo ur division will be listed. – (3) the Table of Funds link To see if the Account/CC is linked to the Fund, use Linkage #2 Type in your FS Code and click on the Get Report b utton. • • Click on the blue hyperlink to the Fund in questio n. • A “Report Parameters for Fund Balances” window wil l appear. • Click on the Get Report button. d will be listed. • All of the Accounts/Cost Centers linked to the fun • OR Go to Financial Systems – Summary – Fund Balanc es – Fund (4) o Enter Fund # only, leave Acct/CC blank & Get Repor t (4) of 4 Page 4

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