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Financial System Values

Chartfield

What is a ChartField?
PeopleSoft's coding structure is made up of ten blocks of information. These blocks are called ChartFields. They can be joined together in various combinations to
tell the system where to record a transaction. The entire ChartField is as follows:

(number of digits)


The ChartFields that are not shaded are required to be assigned by you. The shaded ChartFields are optional and will be discussed below. The ChartFields with
lines through them will default in the system so you do not have to enter them every time you do a transaction.
What does each ChartField do?

Business Unit - will always default to UCOLO.

Fund - Identifies the source of the money being received and spent. There are general funds, auxiliary funds, sponsored program funds, gift funds, plant funds,
renewal and replacement funds, and retirement of indebtedness funds. Funds are discussed further below.

Organization, "org" - Identifies the campus/department/school/reporting division spending or receiving the funds.

Program - Identifies distinct University activities for one and/or multiple organizations. A program is required to be used if project is not used. The program ChartField is used with general, auxiliary, gift, renewal and replacement, retirement of indebtedness, investment in plant, and agency funds. Both program and project may be used to reflect matching/cost sharing.

Project - The Project/Grant ChartField provides a means of tracking financial activity that can cross multiple budget/fiscal years, funds, and organizations, for
activities over a limited time-span. It is used in sponsored program, loan, and capital construction funds. Both program and project may be used to reflect
matching/cost sharing. The Project/Grant ChartField can also be broken down into specific phases, segments, and activities.

Project - the top (first or highest) level at which you can budget and record project activity
Segment - the second (from the top) project level at which you can budget and record project activity
Phase - the third (from the top) project level at which you can budget and record project activity
Activity - the lowest budgeting and reporting level for a project

Sub-Classification -This ChartField is totally optional. It is used to capture department-defined needs. It must be valid in the PeopleSoft system before you can
use it though.

Account - Describes the asset, liability, revenue, expense or transfer in a transaction. Selected accounts are presented in this reference card.

Budget Year - This ChartField will default to the current budget/fiscal year.

Statistics code - This ChartField is optional.

Currency code - This ChartField will default to the US dollar (USD).

FOPPS = Fund, Organization, Program, Project, Sub-classification.

FOPPS Responsibility:
Every organization and program/project is assigned a fund/unit manager. This individual is responsible for staying within budget, following rules and regulations
stipulated by sponsors (when applicable), and monitoring the activity charged to the organization and program/project. This includes carefully reviewing reports to be
sure that transactions are entered into the proper ChartField combinations and working with the Controller’s or Budget Offices to resolve in a timely manner errors
that occur.


Debit vs. Credit:
When you are processing transactions within PeopleSoft, debits and credits are entered into the panels with the accounting sign representing the desired affect upon
the account. That is, if you are increasing an account that normally has a debit balance (assets, expense, fund deductions and transfers out), you enter the amount as
a positive number, i.e., no sign. If you are increasing an account that normally carries a credit balance (liabilities, fund balance, revenue, fund additions, transfers in), you enter the amount with a minus (-) sign in front of the number.

When you are looking at PeopleSoft reports, the report will display the natural sign of the account being presented. For example, a report listing monthly balances
and transactions will show revenue account balances with a minus sign in front of the amount and expenses with no sign.

Fund:

Identifies the source of the money being received and spent. They are further distinguished between exempt and non-exempt which is relevant to central accounting offices only. The funds that will be used are:

00 Memo Bank Fund
10 Unrestricted Gen Oper
11 Unrestricted Gen Oper – ICR
20 Auxiliary Enterprises
26 Auxiliary Non-enterprises
28

Internal Service Operations

29 Other Self-funded Operations
30 Sponsored Projects – Fed & Priv
31 Sponsored Projects – Local Gov
34 Restricted Gift
50 Loan Funds
60 Endowment
71 Unexpend Plant (Capital Const)
72 Renewal & Replacement
73 Debt Service
74 Investment in Plant
75

Unexpended Plant nonexempt

76

Renewal & Replace nonexempt

77 Debt Service non-exempt
78 Renewal & Replace – Aux exempt
79 Renewal&Replace –Aux nonexempt
80 Agency
99 Financial Presentation Fund

 

Expanded Fund Descriptions

Account:

The ChartField called "account" describes the asset, liability, revenue, expense, or transfer in a transaction. It was formerly called a "control code" or "object code."
There is logic built into the account structure.

Ranges – Categories of accounts fall into the following ranges:
Assets 000100 - 099999
Liabilities 100000 - 199899
Fund Balance 199900 - 199999
Revenue 200000 - 399999
Expense 400000 - 989999
Transfers 990000 - 999999


General Budget - The highest level in an account code series is the general budget. This is the level at which a budget is maintained. Use these accounts only for
budget journal entries. Do not use this account code on any "actual" transactions, e.g., purchase orders, cash receipts, INs, travel, petty cash, etc., other than budget
adjustments.

User Options - Where an account code ends in the digits "00," this is the highest reporting level of the code and at a minimum, this code must be used. Where there
are other-than-00 digits at the end of a code, the code is a "user option" and may be used instead of the 00 account.

Example:

POOL account 485000 Postal Costs General Budget
Roll-up account 485100 Postal Costs
User Options 4851XX (type of postal cost)

In this example, a department can budget at 485000 and record expenditures at either the 485100 level, or at a user-option level of 4851XX (numbers not assigned yet - for example only).

Transfers - Transfers are a type of account. Transfer account codes are used to move cash and fund balance from within a fund or from one fund to another fund. It is critical that both the funds receiving and moving the funds use a transfer code. Transfers must offset one another. The table at the webside below identifies which funds can transfer cash between each other and which cannot. The "yes" indicates that the funds on the axis can transfer cash between each other. A blank indicates that the funds cannot transfer cash between each other. This general rule may differ by campus and exceptions can be made only with the prior approval of the Accounting or Finance Office.

CU Fund Transfer Rules Tables

 

 
       
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