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Project Timeline

The Chart of Accounts (CoA) Phase 2 Project vision is to design a simple, efficient, and enduring chart of accounts that aligns with the university’s organizational structure and addresses its business needs. Aligning with the HCM (Human Capital Management) project will drive greater efficiency across Rutgers. Coordinating the Chart of Accounts (CoA) Phase 2 project with HCM will further provide more consistent and robust financial reporting, enhance transaction management and tracking capability, and simplify and standardize project accounting.

Cutover Timeline

General User Guidance

  • Understand the UDOL changes being made to each department and which types of transactions will be impacted.
  • Requisition, expense report and journal entry approvers – confirm FY26 segment values are not used in FY25 and vice-versa.
  • Review accrual entries to confirm the reversals are being accounted properly.
  • Follow regular monthly reconciliation reporting and processes to identify activity that may need to be corrected.
  • Expect to analyze change impacts through the first quarter and into the second quarter.

Project User Guidance

  • GL to PPM (Project Portfolio Management) Reconciliation
    • The GL-PPM reconciliation dashboard can be used at the UDOLFB level for reconciliation through Jun-25.
    • For FY26 use the FY26 inception-to-date balances at the UF (unit-fund) level until after the net position redistribution is posted in January 2026.
    • Use the FY26 Detail tab at the UDOLFB level after Jun-25 is closed and project setups are updated.
  • Reports: Project-related reports run by project number instead of UDOL for the FY26 periods until after Jun-25 is closed when project setups are updated. Key reports include:
    • 505 Project Cost, Revenue, Budget, Commitments
    • RU PJ 073 Project Detail Report
    • Award Deficit Report Dashboard
    • Payroll Distribution (PD) Report
  • Project transaction expenditure item dates are always derived from the PO creation date. However, the accounting date will be derived from the invoice date.