Change Funding Sources (Budget Units, Funds) On Multiple Assets
When DFM or the Legislature makes changes to agency Budget
Units, Funds, or Fund Details, FAS records must be changed to reflect the
FAS records must be changed, otherwise, transactions (such
as depreciation) generated from FAS to STARS with the old funding information
will error in STARS. Changes are normally done by State Controller’s Office in
July. If changes are not done before July 31, the monthly depreciation
transactions will post to the incorrect structure, or the ‘F’ batch will error.
If an agency discovers that several assets have been entered
in FAS with incorrect funding information, and:
follow the process below.
An agency must notify the State Controller’s Office (SCO),
Accounting Operations at firstname.lastname@example.org that a funding source needs to be changed on their assets.
changes will be performed by SCO Accounting Operations.
The change could be at the Budget Unit, Fund or Fund/Fund Detail level. The change could even be for part of a program which could be at an even lower level. Under those circumstances, it may be better to obtain a list from the agency FAS contact to identify the assets.
With help from the agency, SCO will identify the assets that are involved.
If changing Budget Units, compare the old and new Budget
Units on the STARS--Budget Unit Table
Maintenance/Inquiry (screen S020). Verify that the STATE GOAL and STATE
OBJECTIVE are the same for both Budget Units.
Do not use the Change Funding
Source (screen S044) when the Budget Units have different State Goals and State
Objectives. If the State Goal and State
Objective are different, then a transfer in (FAS TC T1*) and transfer out (FAS
TC T0*) must be processed for each record.
Most agencies have a monthly DAFR8160 – Trial Balance by Fund available under STARSMT in Online Reporting.
Otherwise, request a DAFR8160 –
Trial Balance by Fund STARS report for the agency at the Fund Detail level, or view the
monthly report found in STARSMT in Online Reporting.
For non-proprietary Funds,
the capitalized assets and related depreciation are normally in Fund 0700 and
will need no adjustments in STARS. If
capitalized assets and related depreciation are not in Fund 0700, then
adjustments may have to be entered in STARS at the end of the process.
Capitalized assets and related depreciation for proprietary funds should remain
in the proprietary fund.
On the DAFR8160, check the Fund, Fund/detail(s)
involved in the funding change. If the DAFR8160 shows GLs in the 1700 range,
then you may neeed to enter adjusting transactions in STARS.
Use an IBIS query under Agency 140/FYE Queries to identify the records involved in the funding source change
You could also create an IBIS report using the STARS General Ledger group in the IBIS menu, as well as a filter on all GLs in the 1700 range, the agency number, and the current fiscal year.
After verifying that the STATE GOAL and STATE OBJECTIVE are
the same for both the old and the new funding sources, and identifying the
1. On the FAS - Main
Menu, type 44 in the FUNCTION field and press ENTER. FAS will display the FAS – CHANGE FUNDING
SOURCES (screen S044).
Figure 1 - Change Funding Sources
2. Determine the next available sequence number for
3. Add a new funding change by typing ‘A’ in the FUNCTION field and the following information.
4. Verify that all the necessary information is
entered correctly, then press F1 to post the record and keep the information
displayed on the screen. Pressing ENTER will also post the record, but will
display a blank screen.
5. Verify that the Fixed Asset Mass Change/Funding flag setting is ‘Y Y’ on the – STARS System Management S097 Screen.
After the IEU runs, the GEN
field displays a ‘W’ (for Wait), and the preliminary reports are available both
in hardcopy and in Online Reporting under SYSID of FFINCL. Compare the results
in these reports with the IBIS query and/or the original asset list from the
If the changes were identified as part of the
fiscal year end structure change, DSA Ops can compare and verify the results.
After approval from the agency Fiscal Officer (or designee),
or after the results have been verified as being correct, the changes can be
1. Recall the Change
Funding Source (screen S044).
2. Type ‘C’
for change in the FUNCTION field.
3 Type ‘G’
for Generate in the GEN field.
The IEU updates the Property File Records and
generates one (1) copy of the DAFR 2731 – FAS Change Funding Sources Detail
Report and two (2) copies of the DAFR 2732 - FAS Change Funding Sources Summary
Send the DAFR2731 – FAS Change
Funding Sources Detail Report and one (1) copy of the DAFR2732 – FAS Change
Funding Sources Summary Report to the agency for their records.
Accounting Operations receives the
second copy of the DAFR2732 – FAS Change Funding Sources Detail Report. This
report shows the changes that may be
needed in the STARS General Ledger accounts. You can run a current month DAFR
8160 - Trial Balance for the agency to verify how and where the asset and
depreciation changes have posted during this process.
The IEU also changes the GEN field from ‘G’ for
Generate to ‘A’ for Archived or
Already completed. Once FAS displays the ‘A’
in the GEN field, the Comment field
is the only field that will accept changes.
Run an IBIS report described earlier. IBIS
should now report that no records are available in the old funding source. If
there are, research and resolve.
Verify any necessary General Ledger entries.
(Depreciation may be off due to variations in the rounding process for older
assets.) Forward changes to Reporting & Review for communication and input
regarding ACFR impact.
Make the correcting entries to the General
Ledgers (or request that they be made). Verify at month end that the
depreciation and the asset are correct on the DAFR8160 - Trial Balance for the
After the funding source changes are complete,
use the FAS PROPERTY RECORD MAINTENANCE/INQUIRY (screen s040) to change all the
records back to the original information. If necessary, add an end date to any
entries in the descriptor tables.
– FAS Change Funding Sources Detail Report. FAS generated at end of Change
Funding Source process in either preliminary (P) mode or generate change (G)
mode. Provides an itemized listing of records to be changed that shows before
and after versions for funding and Budget Units.
– FAS Change Funding Sources Summary Report. FAS generated at end of Change
Funding Source process in either preliminary (P) mode or generate change (G)
mode. Provides a before and after
summary of totals for asset amount and accumulated depreciation amount by
Budget Unit, Asset Class, and Fund. The DAFR 2732 is the backup documentation
for entering adjustments (if needed) in the STARS General Ledger Accounts.
If the funding
change does not involve a proprietary Fund/Dtl, and all of the moved assets are
recorded in Fund 0700 – Capital Asset Fund, then no STARS adjustments should be
necessary. If a proprietary fund is
involved, then the related 1700 series GLs may need to be adjusted from the
original funding source to the new funding source, along with GL 3202
(Unrestricted Net Assets) and GL 4600 (GAAP Expenses). Keep in mind that only
capitalized assets (those over $5,000.00) post to the 1700 series GLs. If the
move only involves assets with an original amount under $5,000.00, then no
adjustments should be necessary - even if a proprietary fund is involved.
TC 315R – Reduces the Asset GL in the original funding
TC 315 – Increases the Asset GL in the new funding source
TC 314R – Reduces the Asset GL in the original funding
TC 314 – Increases the Asset GL in the new funding source
The amount used here is the Accumulated Depreciation minus the current
year GAAP expenses GL of 4600 which should be the current year depreciation.
TC 314R – Reduces the GL 3202 in the original funding
TC 314 – Increases the GL 3202 in the new funding source
TC 8FGR – Reduces the GL 4600 in the original funding
TC 8FG – Increases the GL 4600 in the new funding source
(if proprietary), or
TC 8GG - Increases the GL 4600 in the new funding source (if non-proprietary
and recorded in Fund 0700).