- What is a FOAPAL? (Chart, Fund, Org, Account, Activity)
The Carleton University financial management system uses one standard chart of accounts, denoted by the letter M, and a combination of six elements: F(und) O(rgn) A(ccount) P(rogram) A(ctivity) L(ocation). The FOAPAL determines where expense transactions will be charged in the general ledger. Every entry into the system must have the appropriate elements identified.
Within the Travel and Expense system, you must enter at least the Chart, Fund and Org elements for each expense to prevent any errors when submitting a claim.
- What is the funding default on my profile mean? Can I change it?
The funding default on your profile should display the fund-orgn combination to which you charge the majority of your claims, if not all. Each time you create a report, you will have an opportunity to change it that one time, and you can even change it on a particular expense item BUT if you almost always use the same FOAPAL, it is to your benefit to put it on your default. The majority of operating claimants, once they have set their default, never have to remember the FOAPAL again!
You can change your default or any element within your default at any time, providing you have access to another FOAPAL element. If you require assistance, contact firstname.lastname@example.org.
- The fund I need to charge my expense to is not listed for me to select. What do I do?
If you do not have access to a particular fund or orgn, email email@example.com with your request. A team member will assist in coordinating the various parties that will be required to approve your request.
- How do I change the FOAPAL for a particular expense item, or partially charge it to another source?
Before you save an expense item, click on the “Funding” link under the description field. A dialogue box will appear.
To change the existing FOAPAL, delete the item using the “X” next to the line item. Enter “M” into the Chart field, and then proceed to enter the Fund and Account. If you are charging the expense to an operating or ancillary fund, you will also have to enter the Orgn. Defaults will be entered when applicable – do NOT overwrite them. Save.
Note: You can also enter the item based on a percentage or an amount. If so, repeat the process until the full cost is split out.
- What are the default accounts associated with each expense type? How do I change it?
Each expense type will use its associated default account when posting the general ledger. If you do not want the item to post to the default account, you will need to change it in the Funding link of the expense item. Watch the video “Changing a FOAPAL” to understand the ins and outs of changing the default FOAPALs.
Expense Type Default Account Advertising/Publicity 716400 Bank Charges 716700 Books and Journals 710001 Cell Phone Charges 712008 Computer and Software Supplies 710004 Courier & Freight Charges 712003 Equipment Maintenance 713200 Equipment/Computer Purchases 723000 Furniture Purchases 723001 Internet Services 712004 Lab Supplies 710008 Membership Fees 716310 Networking/Reception Expenses 716800 Office Supplies 710000 Photocopying Charges & Supplies 711000 Printing Costs & Supplies 711001 Research Supplies 710012 Space Rental Expenses 716500 Subject Fees 717110 Uniform Expenses 710006 Recruitment Travel Expenses 719200 Any other travel type 719100
- How do I submit a Professional Expense Reimbursement (PER) Claim?
To prepare a PER claim, you must prepare an expense report using the online Travel and Expense system. While preparing your report, ensure that the expenses are coded to your PER fund in the Funding section(s). You can file these claims as needed throughout the year. Your request will be routed to the Business Office and Finance Office as required, and then to your supervisor if your claim includes travel-related expenses.
Note: If you select the report type as PER and you submission does include travel costs, it will not prompt you to fill out the itinerary. It is recommended that if you do have travel costs in any report, fill in the Itinerary section with the appropriate information.
- I am charging my claim to one of my research funds, but my faculty or department is contributing to my costs. What do I do?
If your department or faculty is contributing towards the cost of your claim, the best approach is to request posting ability on the department’s fund/orgn so that you can make the claim against the department in your actual report. It is a good idea to indicate this in the comments area of your expense report. Submit evidence of the approval from your department or faculty along with the supporting documentation, and the Business Office will follow up, if required. If you do not have access to post to the department’s budget, and you do not include their FOAP in the report, the Business Office will follow up providing you have documented the situation in the comments.