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PEOPLESOFT CHARTFIELD UPDATE

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CHARTFIELDS – ALL TRANSACTIONS

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NEW FUND CHARTFIELD

FUND5 characters split into two

components:

Fund Type XXX

Fund PurposeXX

- 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)

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ENTERING THE CHARTFIELDS

Example Requisition Entry Form (for illustrative purposes only; modules still under construction):

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UNCCH 2110113001513120 468520

211 01 State The University State - xxx Appropriation EPA Teaching NCIPH

Health Affairs Instruction (FRS 1312)

EXAMPLE CHARTFIELD TRANSACTIONS – STATE

BUSINESSUNIT FUND SOURCE ACCOUNT DEPT ID

NCIPH state acct for EPA teaching (246251-1312) becomes:

Transaction combinations for illustrative purposes only

UNCCH 2110113500511120 468520

211 01 StateThe University State - xxxxx Receipts EPA Non-teach NCIPH

Health Affairs Instruction (FRS 1112)

NCIPH state receipts for continuing education activities (382424-1112) becomes:

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EXAMPLE CHARTFIELD STRINGS – TRUST ACCTS

BUSINESSUNIT FUND SOURCE ACCOUNT DEPT ID

BIOS Gillings Professorship endowment (0-70853) and related income (0-60853) becomes:

UNCCH 29800 70853 462110 462001

298: Restricted xxxxxxxxxxx Endowment / 00 default

Gillings Professorship Charitable Gifts BIOS

2. Record investment income on endowment:UNCCH 28200 70853 431110 462001

282: Restricted xxxxxxxxxxx Endowment Income / 00 default

Gillings Professorship

Money Market Income BIOS

1. Receipt of endowment gift:

3. Record instructional expense paid from endowment income:UNCCH 28201 70853 513120 462001

282: Restricted xxxxxxxxxxx Endowment Income / 01 Instruction

Gillings Professorship EPA Teaching BIOS

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CHARTFIELD – ADDITIONAL FIELDS

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ENTERING THE CHARTFIELDS

Example Requisition Entry Form (for illustrative purposes only; modules still under construction):

9Transaction combinations for illustrative purposes only

SAMPLE CHARTFIELD STRINGS 3 – GRANTS

BUSINESSUNIT SOURCE ACCOUNT DEPT ID

NUTR grant from NIH “Tribal Turning Point” (5-33424) research personnel expenditure:

FUND PC BUS.UNIT

PROJ.ID

ACTIV.ID

UNCCH 25210 49000 511120 466001 CHOSR 5033424 1

C&G – organized research

Federal Agencies

EPA Non-teach NUTR Project

specific

“1” for C&G

Project IDs

NUTR grant from Abbott “Pilot Studies…” (5-58632) research personnel expenditure:

UNCCH 25210 49300 511120 466001 CHOSR 5058632 1

C&G – organized research

Bus. and Industry

EPA Non-teach NUTR Project

specific

“1” for C&G

Project IDs

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UNCCH 2715214101 512120 464001

271 52 The University General F&A SPA On Campus Health Behavior

F&A Aca. Support (FRS 1212)

SAMPLE CHARTFIELD STRINGS 4 – F&A

BUSINESSUNIT FUND SOURCE ACCOUNT DEPT ID

HB F&A accounts 361621-1112 / 361642-1112 / 361643-1112 all become:

Transaction combinations for illustrative purposes only

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CHARTFIELD – OPTIONAL FIELDS

12Transaction combinations for illustrative purposes only

SAMPLE CHARTFIELD STRINGS 3 – GRANTS

BUSINESSUNIT SOURCE ACCOUNT DEPT ID

Use Cost Codes to define certain ‘buckets’:

FUND Cost Code 1

Cost Code 2

Cost Code 3

UNCCH 27152 14101 512120 464001 HBChair01

F&A/Aca. Support F&A SPA On

Campus HB

UNCCH 27152 14101 512120 464001 HBFacStUp01

F&A/Aca. Support F&A SPA On

Campus HB

UNCCH 27152 14101 512120 464001 HBFacStUp02

F&A/Aca. Support F&A SPA On

Campus HB

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KEY CONSIDERATIONS OF NEW CHARTFIELD

• Better reporting outcomes– Chartfield structure facilitates flexible aggregation

by either source of funds and/or use of 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?

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KEY CONSIDERATIONS OF 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