University of Wisconsin-Madison

Transactions Move to SFS Coding

With the Program Release transaction processing will be moving to using SFS funding coding. The only exceptions will be some revenue transactions (those using DREV in 3270). The major new pieces moving from Legacy to SFS coding will be:

• External Requisitions
  • The move to SFS coding for external requisitions will happen February 11, 2008 when the new requisition generator is put into production.
• Purchasing Cards (p-cards)
  • Purchasing Cards will move to SFS coding January 14, 2008. More information on the transition is available on our Converting Purchasing Card Program to SFS Funding page.

Specific coding information (and the differences between Legacy and SFS coding) can be found on the Accounting Services Coding Information site. The Legacy vs. SFS Coding Guide has been updated with the changes.

The type of information required in your SFS funding string will remain the same except for changes to Project IDs.

SFS Project Code ID Background

Before Program Release, UW-Madison has been using two formats for the Project/Account Code.  In the legacy Accounting system and Payroll we have been using a 4-digit Project/Account code.  With the implementation of the SFS accounting system, we adopted a 7-digit Project ID where the first 3-digits are the fund number with the last 4-digits sequentially assigned by either Research and Sponsored Programs or Accounting Services.  For the Payroll System we use the last 4-digits of the 7-digit project code as part of the funding string (Dept ID, Fund, Project Code ID, and Program) to identify the project or grant that we are charging our time to. 

How Does This Affect Campus?

As of Program Release:

• All new project code numbers issued after the Program Release will start with “PRJ” as the first 3-characters with the last 4-characters for all projects being automatically sequentially assigned, e.g. PRJ12CB. 
• All current, ongoing project codes will not change with the Program Release. 
• For the Payroll System, we will continue to use the last 4-digits (of the 7-digit project code).  For example, project code 144MN08 will use “MN08” for payroll; project PRJ12CB will use “12CB” for payroll. 
• The Salary Cost Transfers will continue to use the SFS accounting string which includes the 7-digit project code. 
• The new external Requisition Generator process will use the 7-digit project code in conjunction with the SFS funding string.
• New gift funds will be assigned to a fund 233, instead of fund 133. (updated June 17, 2008)
  • Starting fiscal year 2009, the fund code and project IDs on existing fund 133 gift projects have been changed. The 133-series project IDs are converted to 233-series project IDs. The fund code also has been changed from fund 133 to fund 233. This change applies to fund 133 gift projects only and it does not apply to fund 133 grant projects. The following files are provided to find out the new project ID on a converted fund 133 project:
    • Fund 133 to Fund 233; Project List by Department (Excel)
    • Fund 133 to Fund 233; Project List by Project ID (Excel)
  • Current gift funds will remain in fund 133 until a changeover/conversion at the end of fiscal year 2008.
  • Conversion of Fund 133 to 233 Gift Projects and Its Impact on Financial Transactions: PDF available
  • PO Rollover and WISDM : PDF available

Most transactions in the SFS Accounting System have already been converted to use the 7-digit project code.  As of the Program Release, we will expect all accounting transactions coming into the SFS Accounting System to use funding strings with the 7-digit project number included.  All accounting forms available on the web will be changed to reflect the 7-digit project code.