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Program Elements
Function
Enter, change, find, delete, or print program element codes and descriptions.
Things You Should Know
995100-996900 Leave Categories to be used in timesheet reporting. Must be assigned to project 39700 General Ledger
997000 Used to identify general ledger assets, liabilities, project equity accounts, fund balances, and net asset accounts. Must be assigned to project 39700 General Ledger.
998000 Identifies Fringe Benefit Pool. Must be assigned to project 39800 Fringe Benefit Pool.
999000-999900 Identifies Indirect Cost Pool Program Elements. Must be assigned to project 39900 Indirect Cost Pool.
Note: If you only want active codes to appear in list boxes throughout the system go to Tools\Organization and check the box that says "Include active codes only in list boxes."
Operating Instructions
Element: Enter a 6-digit element (100000-999999).
Project: Enter a 5-digit project (30000-39999).
Description: Enter a description for the element. Do not use an apostrophe in the description title.
Active: To change the element status from Active to Inactive, uncheck the check mark in the Active box. Elements marked inactive cannot be used in data entry.
If you uncheck the active box on a Program Element code it will not appear in any combo boxes during data entry and is not available for use during coding in any book of entry. Also, if the Program Element code marked as inactive is assigned to a Project that does not fall within the current fiscal year, it will not be included in list boxes such as the Revenue & Expenditure Report by Project list box. Additionally, if an element is inactive and the project period to which it is assigned does not fall within the current fiscal year, it will not be included in the list boxes such as Revenue & Expenditure by Element list box. Any Element that is marked as not active will be rolled forward to the new fiscal year. This is to enable you to retrieve prior year reports.
Terminated: Terminated will be an option if you have purchased Supplement #521 Terminate Elements. It is used to notify you during data entry that a code should no longer be used and gives you the ability to change to a different code or continue to use it. This is most useful when contracts end and new ones begin to alert you when you may be miscoding an item. Put a checkmark in this box if the code is terminated and should no longer be used.
Print Options: You can select to print Active/Inactive/Terminated or All to include all codes. Active/Inactive/Terminated will print all of your Active codes first, followed by Inactive codes, ending with Terminated codes. (Terminated will be an option if you have purchased Supplement #521 Terminate Elements. It is used to notify you during data entry that a code should no longer be used and gives you the ability to change to a different code or continue to use it. This is most useful when contracts end and new ones begin to alert you when you may be miscoding an item.) You may then select which pages you wish to print. All will print all codes without regard to their current status.
By Project: Selecting this option will print all of your codes in order by Project number with each element within that project printing below the Project #.
By Element: Select this option will print your elements in element number order without regard to the project they have been assigned.
Enter, change, find, delete, or print program element codes and descriptions.
Things You Should Know
- Program elements are 6-digit codes between 100000-999999 used to define work activities and components of projects. For example, an aging project may have five program elements that represent five different sites. A program element must be assigned to a project (general ledger transactions codes 30000-39999).
- When establishing new Element codes for projects that renew every year, GMS recommends that you add the 2-digit FY as the last 2 digits of the Element Code. For example, if the Element number in FY16 is 330016, use 330017 as the Element number for that program in FY17.
- A program element must be used when coding timesheets and also when coding to general ledger transaction code expense line items. Revenues may be coded to the program element or to the project.
- All asset, liability, project equity, fund balance and net asset accounts must be coded to program element 997000 only.
- When a program element is used (budget input, coding on vouchers, timesheets, etc.), this file will be checked to verify its existence. If it does not exist, the program element cannot be used.
- If the program element has ever been coded to, it is prohibited from being deleted.
- Revenue and expenditure reporting will take place at both the program element and project levels of detail.
- The following program elements are reserved for a particular use:
995100-996900 Leave Categories to be used in timesheet reporting. Must be assigned to project 39700 General Ledger
997000 Used to identify general ledger assets, liabilities, project equity accounts, fund balances, and net asset accounts. Must be assigned to project 39700 General Ledger.
998000 Identifies Fringe Benefit Pool. Must be assigned to project 39800 Fringe Benefit Pool.
999000-999900 Identifies Indirect Cost Pool Program Elements. Must be assigned to project 39900 Indirect Cost Pool.
Note: If you only want active codes to appear in list boxes throughout the system go to Tools\Organization and check the box that says "Include active codes only in list boxes."
Operating Instructions
Element: Enter a 6-digit element (100000-999999).
Project: Enter a 5-digit project (30000-39999).
Description: Enter a description for the element. Do not use an apostrophe in the description title.
Active: To change the element status from Active to Inactive, uncheck the check mark in the Active box. Elements marked inactive cannot be used in data entry.
If you uncheck the active box on a Program Element code it will not appear in any combo boxes during data entry and is not available for use during coding in any book of entry. Also, if the Program Element code marked as inactive is assigned to a Project that does not fall within the current fiscal year, it will not be included in list boxes such as the Revenue & Expenditure Report by Project list box. Additionally, if an element is inactive and the project period to which it is assigned does not fall within the current fiscal year, it will not be included in the list boxes such as Revenue & Expenditure by Element list box. Any Element that is marked as not active will be rolled forward to the new fiscal year. This is to enable you to retrieve prior year reports.
Terminated: Terminated will be an option if you have purchased Supplement #521 Terminate Elements. It is used to notify you during data entry that a code should no longer be used and gives you the ability to change to a different code or continue to use it. This is most useful when contracts end and new ones begin to alert you when you may be miscoding an item. Put a checkmark in this box if the code is terminated and should no longer be used.
Print Options: You can select to print Active/Inactive/Terminated or All to include all codes. Active/Inactive/Terminated will print all of your Active codes first, followed by Inactive codes, ending with Terminated codes. (Terminated will be an option if you have purchased Supplement #521 Terminate Elements. It is used to notify you during data entry that a code should no longer be used and gives you the ability to change to a different code or continue to use it. This is most useful when contracts end and new ones begin to alert you when you may be miscoding an item.) You may then select which pages you wish to print. All will print all codes without regard to their current status.
By Project: Selecting this option will print all of your codes in order by Project number with each element within that project printing below the Project #.
By Element: Select this option will print your elements in element number order without regard to the project they have been assigned.
