Statewide Descriptor Table D23 Fund Detail
The D23 Fund Detail table defines the code and title for each Fund Detail. It includes cash control indicators and indicators that enable STARS to vary the level at which a Fund Detail, Allocations, Appropriations, Grants and Projects are recorded.
The Fund Detail is an important part of the appropriation Fund controls. The legislative bills determine most of the Fund Details requiring controls.
The Fund Detail determines whether your agency will control and post appropriations and allocations at the Fund level or the Fund Detail level. You must control and post all appropriations and allocations for a Fund Detail at the same level, regardless of which Budget Unit you use. If you do not use Fund Details, this will default to the Fund level.
Figure 1 - Descriptor Table example
WARNING: If you change the AL, AP, GP, or PJ Fund Detail control indicators during the year, you may not be able to post to documents you have previously posted to the Document File.
NOTE: If you use Fund Details on your transactions, they will always post to the General Ledger File and the Operating File at the Fund Detail level posted on the transaction regardless of these indicators.
Data Element
Description
TABLE-ID-NUMBER
Enter 23.
Enter the four-digit Fund set up in Descriptor Table 22 and a two-digit Fund Detail, without spaces. The State Controller’s Office assigns Fund Details since the Fund Details are not agency specific - other agencies can use the same Fund Detail.
REFERENCE DATA
ALLOC FND LEVEL
Enter the one-digit allocation Fund level. If you use allocations, you must decide whether to post them at the Fund or the Fund Detail level. If you wish to “control” allocations at the Fund Detail level, you must “post” them at the Fund Detail level. See the Allocation Section of the Budgeting document for more information. The AL options are:
0 – Control/Post at FUND level.
1 – Control/Post at FUND DETAIL level.
APP FD DET LVL
Enter the one-digit appropriation Fund level. If the appropriation bill specifies the Fund Detail level, this indicator must be “1”. Appropriations will post to the Appropriation File at this level. If your agency wishes to control the appropriations at a lower level, we recommend using the allocation file. The AP options are:
0 – Control/Post at FUND level
The appropriation bill does not go down to the Fund Detail level.
1 – Control/Post at FUND DETAIL level
Required if the appropriation bill is at the Fund Detail level.
CC FUND LVL
Enter the one-digit Cash Control Fund level. To control the cash at the Fund Detail separately from the rest of the cash in the Fund (for example, when the Fund Detail must earn its own interest), this indicator must be “1”. If you do post to the Cash Control File, it will create a separate record for the Fund Detail. However, if you just want to see this amount separately, use the General Ledger File (G/L 1003) and set this cash control to “0”.
0 – Post at FUND level
Postings on the General Ledger File and Operating File will be at the Fund Detail level. However, the posting to the Cash Control File will be at the Fund level.
1 – Post at FUND DETAIL level
Postings on the General Ledger File, Operating File, and the Cash Control File will be at the Fund Detail level.
When the CCL is “1”, the CCT must be “1”. Therefore, if you just want to have reporting at the Fund Detail level, you do not have to have the cash control at the Fund Detail level. Transactions will automatically post to the General Ledger and Operating Files at the Fund Detail level for reports such as the Trial Balance, Financial Plans, etc. The only reason to post Cash to the Cash Control File is to keep the cash completely separate from the rest of the Fund/details.
GP FUND LEVEL
Enter the one-digit Grant Fund level. If the Appropriation Fund Level (AP) or the Cash Control Fund Level (CCL) is “1”, you should consider whether you want to post the information on the Grant File at the Fund or Fund Detail level. If you do not post to the Fund Detail level, you cannot get your Grant reports at the Fund Detail level.
1 – Control/Post at FUND DETAIL (information on any Grant that posts to this Fund Detail will post on the Grant File at the Fund Detail level.)
PJ FUND LEVEL
Enter the one-digit Project Fund level. If the Appropriation Fund Level (AP) or the Cash Control Fund Level (CCL) is “1”, decide whether to post the information on the Project File at the Fund or Fund Detail level. If you do not post to the Fund Detail level, you cannot get your Project reports at the Fund Detail level.
1 – Control/Post at FUND DETAIL (Information on any Project that posts to the Fund Detail will post on the Project File at the Fund Detail level.)
CASH CTL TYPE
Enter the one-digit cash control type level. This determines the level of control of the Fund Details posted to the Cash Control File. These controls are dependent on the Cash Control Fund Level (CCL). The CCT options are:
0 – No Cash Control at the Fund Detail level
(The CCL must also be “0”.) If you post at this level, any of the Fund Details with or at the Fund level will be able to use this cash. Since the CCL has to be at the Fund level, the Fund Detail will not show on the Cash Control File at the detail level. One Fund Detail can use the cash of another Fund Detail. Use mainly if the Fund Details are for agency management and the appropriation bill does not separate the Fund Details.
1 – Cash control at the Fund Detail level. (The CCL must be “1”.) Cash posted at the Fund Detail will not be able to go into the negative on the Cash Control File although the total Fund has enough cash at the Fund level.
2 – Warning cash control at the Fund Detail level
(The CCL must be “1”.) Cash posted at the Fund Detail can go into the negative on the Cash Control File as long as the amount available for the Fund (Fund plus Fund Details with warnings) is positive.
INT IND
Enter the one-character interest indicator to show whether the Fund retains its own interest or if it goes to the General Fund.
I – The Fund Detail does earn and retain its own interest.
N – The Fund Detail does not retain its own interest. The interest will go to the Fund or the General Fund depending on the Fund (D22) interest indicator. NOTE: Currently for informational purposes only.
TITLE
Enter the name of the Fund Detail, up to 50 characters. The formal title of the Fund Detail is normally the name shown on the appropriation bill. However, if you are creating the Fund Detail for agency control purposes, the agency will assign the name of the Fund Detail.