From: Bev Kennedy (kennedy@graceland.edu)
Date: Wed May 23 2001 - 14:47:57 EDT
Hi, everyone -
We're wanting to know if anyone has any suggestions/comments on how to
handle the following.
It's our understanding that in the subt_table, each aidcode is associated
with one general ledger code, and the table itself is not fiscal
year-specific. Our fiscal year ends May 31, which is a month ahead of the
June 30 federal fiscal year-end. Consequently, it's possible that we could
be disbursing, for example, Direct Loans for 00-01 and 01-02 on the same
date. In that scenario, both years' aid would post to the same GL account
(from the subt_table), and, consequently, we wouldn't know which
disbursements were for 00-01 and which for 01-02. In addition, we would not
know which federal grant year to draw cash from in GAPS. We're wondering if
there are any other schools whose fiscal years end earlier than the 6/30
federal fiscal year, and run into cross-over problems like this.
We've thought of setting up different aidcodes (for example DSL1 = 00-01,
DSL2 = 01-02), etc. and are wondering if other schools do this, or if
there's a better way. We're concerned that if we have multiple codes for
the same type of aid, we'll be re-writing reports every year rather than
using standardized Impromptu and other reports, due to the change in
aidcodes/GL accounts from year to year. If you use different aidcodes,
have you been able to standardize reports that are used year to year?
Thanks in advance for your responses!!
Bev Kennedy
Bev Kennedy, Accountant
Graceland University
1 University Place
Lamoni, IA 50140
kennedy@graceland.edu
(641) 784-5132
Fax (641) 784-5411
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