FundSvcs Community

Hi all, We're doing budget planning for our new fiscal year coming up, and we're re-thinking the accounting sub-classes we use to track our fundraising expense activities. If any of you are involved in budget planning and/or are familiar with your institution/organization's chart of accounts, I wanted to know whether you have a sub-class for tracking direct fundraising costs such as: food/travel to meet with donors, donor gifts, meeting materials, etc. and what you name it? Thanks so much! Elizabeth Elizabeth Phung Pronouns<This%20email%20communication%20is%20confidential%20and%20is%20intended%20only%20for%20the%20individual(s)%20or%20entity(ies)%20that%20have%20been%20specifically%20authorized%20to%20receive%20it.%20If%20you%20are%20not%20the%20intended%20recipient,%20please%20do%20not%20read,%20copy,%20use,%20or%20disclose%20the%20contents%20of%20this%20communication%20to%20others.%20Please%20notify%20the%20sender%20that%20you%20have%20received%20this%20email%20in%20error%20by%20replying%20to%20the%20email%20or%20by%20telephoning%20(415)%20621%20-%202493.%20%20Please%20then%20delete%20this%20email%20from%20your%20server%20and%20shred%20any%20copies%20of%20the%20email.%20%20Thank%20you.>: She/Her/Hers Development Operations Manager ACLU of Northern California | 39 Drumm Street, San Francisco, CA 94111 Office: (415) 621-2493 x331 | Direct: (415) 293-6331 Email: ephung@aclunc.org<mailto:ephung@aclunc.org> | Web: www.aclunc.org<http://www.aclunc.org/> This email communication is confidential and is intended only for the individual(s) or entity(ies) that have been specifically authorized to receive it. If you are not the intended recipient, please do not read, copy, use, or disclose the contents of this communication to others. Please notify the sender that you have received this email in error by replying to the email or by telephoning (415) 621 - 2493. Please then delete this email from your server and shred any copies of the email. Thank you.

We use a code in PeopleSoft financials that is either events or activities. I can never remember which. Happy to connect you with our budget side of the house if you like. -jsg _____________________ Joshua S. Greenbaum 09B, Executive Director Advancement Information Services Emory University, Advancement & Alumni Engagement 1762 Clifton Road, Office 1456, Atlanta, GA 30322 Office: (404) 712-2020, Fax: (404) 727-4876 josh.greenbaum@emory.edu<mailto:josh.greenbaum@emory.edu> This email (including any attachments) and/or report is proprietary and confidential information belonging to Emory University and should be shared or discussed with, or disseminated to, only those Emory University personnel, contractors, consultants, or volunteers who are authorized to have access to the information for Emory University business. Any data in this email (including any attachments) and/or report should be handled in accordance with Advancement & Alumni Engagement's Policy on Reporting. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Elizabeth Phung Sent: Friday, January 18, 2019 4:58 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Accounting question: Sub-class of fundraising expenses Hi all, We're doing budget planning for our new fiscal year coming up, and we're re-thinking the accounting sub-classes we use to track our fundraising expense activities. If any of you are involved in budget planning and/or are familiar with your institution/organization's chart of accounts, I wanted to know whether you have a sub-class for tracking direct fundraising costs such as: food/travel to meet with donors, donor gifts, meeting materials, etc. and what you name it? Thanks so much! Elizabeth Elizabeth Phung Pronouns<This%20email%20communication%20is%20confidential%20and%20is%20intended%20only%20for%20the%20individual(s)%20or%20entity(ies)%20that%20have%20been%20specifically%20authorized%20to%20receive%20it.%20If%20you%20are%20not%20the%20intended%20recipient,%20please%20do%20not%20read,%20copy,%20use,%20or%20disclose%20the%20contents%20of%20this%20communication%20to%20others.%20Please%20notify%20the%20sender%20that%20you%20have%20received%20this%20email%20in%20error%20by%20replying%20to%20the%20email%20or%20by%20telephoning%20(415)%20621%20-%202493.%20%20Please%20then%20delete%20this%20email%20from%20your%20server%20and%20shred%20any%20copies%20of%20the%20email.%20%20Thank%20you.>: She/Her/Hers Development Operations Manager ACLU of Northern California | 39 Drumm Street, San Francisco, CA 94111 Office: (415) 621-2493 x331 | Direct: (415) 293-6331 Email: ephung@aclunc.org<mailto:ephung@aclunc.org> | Web: www.aclunc.org<http://www.aclunc.org/> This email communication is confidential and is intended only for the individual(s) or entity(ies) that have been specifically authorized to receive it. If you are not the intended recipient, please do not read, copy, use, or disclose the contents of this communication to others. Please notify the sender that you have received this email in error by replying to the email or by telephoning (415) 621 - 2493. Please then delete this email from your server and shred any copies of the email. Thank you. ________________________________ This e-mail message (including any attachments) is for the sole use of the intended recipient(s) and may contain confidential and privileged information. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this message (including any attachments) is strictly prohibited. If you have received this message in error, please contact the sender by reply e-mail message and destroy all copies of the original message (including attachments).

Hi Josh, That would be much appreciated, thank you so much! From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Greenbaum, Josh S Sent: Friday, January 18, 2019 2:24 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Accounting question: Sub-class of fundraising expenses We use a code in PeopleSoft financials that is either events or activities. I can never remember which. Happy to connect you with our budget side of the house if you like. -jsg _____________________ Joshua S. Greenbaum 09B, Executive Director Advancement Information Services Emory University, Advancement & Alumni Engagement 1762 Clifton Road, Office 1456, Atlanta, GA 30322 Office: (404) 712-2020, Fax: (404) 727-4876 josh.greenbaum@emory.edu<mailto:josh.greenbaum@emory.edu> This email (including any attachments) and/or report is proprietary and confidential information belonging to Emory University and should be shared or discussed with, or disseminated to, only those Emory University personnel, contractors, consultants, or volunteers who are authorized to have access to the information for Emory University business. Any data in this email (including any attachments) and/or report should be handled in accordance with Advancement & Alumni Engagement's Policy on Reporting. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of Elizabeth Phung Sent: Friday, January 18, 2019 4:58 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [FUNDSVCS] Accounting question: Sub-class of fundraising expenses Hi all, We're doing budget planning for our new fiscal year coming up, and we're re-thinking the accounting sub-classes we use to track our fundraising expense activities. If any of you are involved in budget planning and/or are familiar with your institution/organization's chart of accounts, I wanted to know whether you have a sub-class for tracking direct fundraising costs such as: food/travel to meet with donors, donor gifts, meeting materials, etc. and what you name it? Thanks so much! Elizabeth Elizabeth Phung Pronouns<This%20email%20communication%20is%20confidential%20and%20is%20intended%20only%20for%20the%20individual(s)%20or%20entity(ies)%20that%20have%20been%20specifically%20authorized%20to%20receive%20it.%20If%20you%20are%20not%20the%20intended%20recipient,%20please%20do%20not%20read,%20copy,%20use,%20or%20disclose%20the%20contents%20of%20this%20communication%20to%20others.%20Please%20notify%20the%20sender%20that%20you%20have%20received%20this%20email%20in%20error%20by%20replying%20to%20the%20email%20or%20by%20telephoning%20(415)%20621%20-%202493.%20%20Please%20then%20delete%20this%20email%20from%20your%20server%20and%20shred%20any%20copies%20of%20the%20email.%20%20Thank%20you.>: She/Her/Hers Development Operations Manager ACLU of Northern California | 39 Drumm Street, San Francisco, CA 94111 Office: (415) 621-2493 x331 | Direct: (415) 293-6331 Email: ephung@aclunc.org<mailto:ephung@aclunc.org> | Web: www.aclunc.org<http://www.aclunc.org/> This email communication is confidential and is intended only for the individual(s) or entity(ies) that have been specifically authorized to receive it. If you are not the intended recipient, please do not read, copy, use, or disclose the contents of this communication to others. Please notify the sender that you have received this email in error by replying to the email or by telephoning (415) 621 - 2493. Please then delete this email from your server and shred any copies of the email. Thank you. ________________________________ This e-mail message (including any attachments) is for the sole use of the intended recipient(s) and may contain confidential and privileged information. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this message (including any attachments) is strictly prohibited. If you have received this message in error, please contact the sender by reply e-mail message and destroy all copies of the original message (including attachments).

We have a few ways to do this and I tend to view all the elements that can be used in a journal entry to post to the general ledger (GL string). First I have the following expense accounts available: [cid:image003.jpg@01D4AFE5.B1359F40] But beyond that, each development officer has a department number assigned to them. If the combination of department number and account number don't group matters accordingly for your needs. We allow for one of the elements of the GL string (Program Code) to be used and controlled at the departmental level. These are numbered from 1000 through 9000 and are available in numbering increments of 10. Reports can be pulled that query against a department range, account range and program number. Another option for larger expenses or initiatives is to create a project number to track it. This is in addition to the department, account and optional program numbers available and can have a separate budget, etc. Someone else mentioned activity code and within Peoplesoft that is an option, although I use it for a different purpose at this time. Not sure if this helps much, but there really is a lot of flexibility available in all the accounting systems I have ever seen. Bob Swanson, CPA Controller Bowling Green State University 1851 N. Research Drive Bowling Green, Ohio 43403 rswanso@bgsu.edu<mailto:rswanso@bgsu.edu> w 419.372.8597 From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Elizabeth Phung Sent: Friday, January 18, 2019 4:58 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Accounting question: Sub-class of fundraising expenses Hi all, We're doing budget planning for our new fiscal year coming up, and we're re-thinking the accounting sub-classes we use to track our fundraising expense activities. If any of you are involved in budget planning and/or are familiar with your institution/organization's chart of accounts, I wanted to know whether you have a sub-class for tracking direct fundraising costs such as: food/travel to meet with donors, donor gifts, meeting materials, etc. and what you name it? Thanks so much! Elizabeth Elizabeth Phung Pronouns<This%20email%20communication%20is%20confidential%20and%20is%20intended%20only%20for%20the%20individual(s)%20or%20entity(ies)%20that%20have%20been%20specifically%20authorized%20to%20receive%20it.%20If%20you%20are%20not%20the%20intended%20recipient,%20please%20do%20not%20read,%20copy,%20use,%20or%20disclose%20the%20contents%20of%20this%20communication%20to%20others.%20Please%20notify%20the%20sender%20that%20you%20have%20received%20this%20email%20in%20error%20by%20replying%20to%20the%20email%20or%20by%20telephoning%20(415)%20621%20-%202493.%20%20Please%20then%20delete%20this%20email%20from%20your%20server%20and%20shred%20any%20copies%20of%20the%20email.%20%20Thank%20you.>: She/Her/Hers Development Operations Manager ACLU of Northern California | 39 Drumm Street, San Francisco, CA 94111 Office: (415) 621-2493 x331 | Direct: (415) 293-6331 Email: ephung@aclunc.org<mailto:ephung@aclunc.org> | Web: www.aclunc.org<http://secure-web.cisco.com/1QdLT1jph9ZwJSRl9z6j_8gFM0toyo-1T35ivl7YkC9FqegBSWrWUO3nP08yOU3Ya_WkJJUOjJkNe60cgU4OyBkdcglIVmeoH7-wshhgPZpA38Sc8sQPmSmtqQHId4ANubmDwtOgNdpPaVQkDlb5AdSIzFHH-kSgz4Eyga3Q7pV3O4O2GQ7gNpurKDKk0mIgPSeZG31hJiIkp2RPxS8txh0PtW5ULbHnq21x1QeEGAvicHyZumIy1ms5QerAG8cEeIo7Yv_H4kU4Zqt6vlIIs8OP9c_0DO8WLLC8VlPsR7mltGVeKfleQnU3XcuX1bCvh5yUHf4CKcfYTjxZf92mgJMZjn2hJfdQRZ8vrstejTib8jLO2fSmTkRqd3DXjH_1xtVk17lyM_kxZ9FxwabHu-z9Z2L89U1-PxpQpmZoep3W15MfPtYbZFPhd11QuzRATP-ZBkUKBt1pvyg5KLDCzzRepsrbBQYmgCPocltgjbJaS0ptd9Nd4FbhbIZOKx8kFxvLtGUCi41uxV-32nosryA/http%3A%2F%2Fwww.aclunc.org%2F> This email communication is confidential and is intended only for the individual(s) or entity(ies) that have been specifically authorized to receive it. If you are not the intended recipient, please do not read, copy, use, or disclose the contents of this communication to others. Please notify the sender that you have received this email in error by replying to the email or by telephoning (415) 621 - 2493. Please then delete this email from your server and shred any copies of the email. Thank you.