Streamline your chartfield update process and manage all transactions efficiently with detailed examples and guidelines. Learn how to enter chartfields correctly and handle various fund sources and accounts. Understand the structure of trust accounts and additional fields for comprehensive financial management in PeopleSoft.
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NEW FUND CHARTFIELD FUND 5 characters split into two components: Fund Type XXX Fund Purpose XX - - - - - State / Acad. Affairs (201) State / Health Affairs (211) Contracts & Grants (252) Unrestricted University Trust (291) Restricted University Trust (292) - - - - - Instruction (01) Research (10) Student Aid (30) Academic Support (52) Student Services (60) 3
ENTERINGTHE CHARTFIELDS Example Requisition Entry Form (for illustrative purposes only; modules still under construction): 4
EXAMPLE CHARTFIELD TRANSACTIONS STATE BUSINESS UNIT FUND SOURCE ACCOUNT DEPT ID NCIPH state acct for EPA teaching (246251-1312) becomes: UNCCH 21101 13001 513120 468520 211 01 State - xxx State The University Appropriation EPA Teaching (FRS 1312) NCIPH Health Affairs Instruction NCIPH state receipts for continuing education activities (382424-1112) becomes: UNCCH 21101 13500 511120 468520 211 01 State - xxxxx Health Affairs Instruction State Receipts The University EPA Non-teach (FRS 1112) NCIPH Transaction combinations for illustrative purposes only 5
EXAMPLE CHARTFIELD STRINGS TRUST ACCTS BUSINESS UNIT FUND SOURCE ACCOUNT DEPT ID BIOS Gillings Professorship endowment (0-70853) and related income (0-60853) becomes: 1. Receipt of endowment gift: UNCCH 29800 70853 462110 462001 298: Restricted xxxxxxxxxxx Endowment / 00 default Gillings Professorship BIOS Charitable Gifts 2. Record investment income on endowment: UNCCH 28200 70853 431110 462001 282: Restricted xxxxxxxxxxx Endowment Income / 00 default Gillings Professorship Money Market Income BIOS 3. Record instructional expense paid from endowment income: UNCCH 28201 70853 513120 462001 282: Restricted xxxxxxxxxxx Endowment Income / 01 Instruction Gillings Professorship BIOS EPA Teaching 6
ENTERINGTHE CHARTFIELDS Example Requisition Entry Form (for illustrative purposes only; modules still under construction): 8
SAMPLE CHARTFIELD STRINGS 3 GRANTS BUSINESS UNIT PC BUS. UNIT PROJ. ID ACTIV. ID FUND SOURCE ACCOUNT DEPT ID NUTR grant from NIH Tribal Turning Point (5-33424) research personnel expenditure: UNCCH 25210 49000 511120 466001 CHOSR 5033424 1 1 for C&G Project IDs C&G organized research Federal Agencies EPA Non- teach Project specific NUTR NUTR grant from Abbott Pilot Studies (5-58632) research personnel expenditure: UNCCH 25210 49300 511120 466001 CHOSR 5058632 1 1 for C&G Project IDs C&G organized research Bus. and Industry EPA Non- teach Project specific NUTR Transaction combinations for illustrative purposes only 9
SAMPLE CHARTFIELD STRINGS 4 F&A BUSINESS UNIT FUND SOURCE ACCOUNT DEPT ID HB F&A accounts 361621-1112 / 361642-1112 / 361643-1112 all become: UNCCH 27152 14101 512120 464001 271 52 General F&A Aca. Support The University F&A SPA On Campus (FRS 1212) Health Behavior Transaction combinations for illustrative purposes only 10
SAMPLE CHARTFIELD STRINGS 3 GRANTS BUSINESS UNIT Cost Code 1 Cost Code 2 Cost Code 3 FUND SOURCE ACCOUNT DEPT ID Use Cost Codes to define certain buckets : UNCCH 27152 14101 512120 464001 HBChair01 F&A/Aca. Support SPA On Campus F&A HB UNCCH 27152 14101 512120 464001 HBFacStUp01 F&A/Aca. Support SPA On Campus F&A HB UNCCH 27152 14101 512120 464001 HBFacStUp02 F&A/Aca. Support SPA On Campus F&A HB Transaction combinations for illustrative purposes only 12
KEY CONSIDERATIONSOF NEW CHARTFIELD Better reporting outcomes Chartfield structure facilitates flexible aggregation by either source of funds and/or useof funds: How much personnel cost is supported by federal grants? How much personnel cost is supported by state contracts? How much student aid is supported by endowment income? 13
KEY CONSIDERATIONSOF NEW CHARTFIELD Better reporting outcomes New ways of thinking about fund-source-account combinations will be needed Chartfields 101 webinar coming soon from CC team: this is a prerequisite for all finance training courses System edit checks still need to be rigorously tested SPH Finance will prepare job aids Detailed reviews will be critical before expenses are approved for posting 14
