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PeopleSoft Chartfield Update

PeopleSoft Chartfield Update. Chartfields – All Transactions. 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)

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PeopleSoft Chartfield Update

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  1. PeopleSoft ChartfieldUpdate

  2. Chartfields – All Transactions

  3. 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)

  4. Entering the Chartfields Example Requisition Entry Form (for illustrative purposes only; modules still under construction):

  5. Example Chartfield Transactions – State BUSINESS UNIT FUND SOURCE ACCOUNT DEPT ID NCIPH state acct for EPA teaching (246251-1312) becomes: NCIPH state receipts for continuing education activities (382424-1112) becomes: UNCCH 21101 13500 511120 468520 21101 State The University State -xxxxx Receipts EPA Non-teach NCIPH Health AffairsInstruction (FRS 1112) Transaction combinations for illustrative purposes only UNCCH 21101 13001 513120 468520 21101 State The University State -xxx Appropriation EPA Teaching NCIPH Health AffairsInstruction (FRS 1312)

  6. 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: 2. Record investment income on endowment: 3. Record instructional expense paid from endowment income:

  7. Chartfield – Additional Fields

  8. Entering the Chartfields Example Requisition Entry Form (for illustrative purposes only; modules still under construction):

  9. Sample Chartfield Strings 3 – Grants BUSINESS UNIT FUND SOURCE ACCOUNT DEPT ID PC BUS. UNIT PROJ. ID ACTIV. ID NUTR grant from NIH “Tribal Turning Point” (5-33424) research personnel expenditure: NUTR grant from Abbott “Pilot Studies…” (5-58632) research personnel expenditure: Transaction combinations for illustrative purposes only

  10. 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 27152 The University General F&A SPA On Campus Health Behavior F&AAca. Support (FRS 1212) Transaction combinations for illustrative purposes only

  11. Chartfield – Optional Fields

  12. Sample Chartfield Strings 3 – Grants BUSINESS UNIT FUND SOURCE ACCOUNT DEPT ID Cost Code 1 Cost Code 2 Cost Code 3 Use Cost Codes to define certain ‘buckets’: Transaction combinations for illustrative purposes only

  13. Key Considerations of 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?

  14. 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

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