Cost Center/Chartfield Action Requests

1. Cost Center/Chartfield Action Requests

2. When To Fill Out Forms • A new cost center/program is needed • Need to change a title of a cost center/program • Change the cost center manager • Need to inactivate a cost center/program - Must make sure no transactions/budget in current fiscal year (1074 section 1) and Asset/Liability/Fund Equity balances are zero (1074 section 6).

3. Process • Complete the cost center/program forms in the Microsoft Excel file • Obtain appropriate approvals • Attach appropriate backup that explains the purpose of this cost center/chartfield action request (Emails, contracts, 1074 reports, etc.) • Email Budget Office the forms filled out in Excel with appropriate backup attached

4. Approvals • Two approval options • If forms are completed by administrative staff – obtain approval by Dept/College Business Administrator • If forms are completed by Dept/College Business Administrator – obtain approval by Dean of the college

5. Fund Codes • 2063 – Designated Tuition – Student Fees • 2064 – Designated Tuition • 2072 – Indirect Costs • 2078 – Sales & Services – E&G (Contact Budget first) • 2080 – Other E&G (Contact Budget first) • 3056 – Auxiliaries – Sales & Services • 9008 – Agency – Independent Operations

6. Fund Codes • Ledger 4 • 4027 – Gifts received to fund scholarships • 4028 – Endowments to fund scholarships • 4041 – Gifts received to fund non-scholarships expenses • 4042 – Endowments to fund non-scholarship expenses

7. Program Code Letters • A - Instruction • B – Research • C – Public Service • D - Academic Support • H – Scholarships (Dept. should be D0908) • I – Auxiliaries (Only use with Ledger 3)

8. Program Code Letters • A – Instruction • This category includes expenditures for all activities that are part of an institution’s instruction program. • Credit and non-credit courses, academic, occupational, vocational and technical instruction, remedial and tutorial instruction, and for regular, special and extension sessions should be included.

9. Program Code Letters • B - Research • This category includes all expenditures for activities specifically organized to produce research outcomes. Can be either internally or externally sponsored, but must be separately budgeted.

10. Program Code Letters • C – Public Service • This category includes funds expended for activities that are established primarily to provide non-instructional services beneficial to individuals and groups external to the institution.

11. Program Code Letters • D - Academic Support • This category includes funds expended primarily to provide support services for the institution’s primary missions – instruction, research and public service. • Includes the retention, preservation, and display of educational materials • Academic administration (dean’s salaries/office expenses) • Technical support (computer services, audio-visual information) • Separately budgeted support for course and curriculum development

12. Program Code Letters • H - Scholarships • This category includes expenditures for scholarships and fellowships including tuition remissions and exemptions – from restricted and unrestricted funds – in the form of grants to students resulting either from selection by the institution or from an entitlement program

13. Program Code Letters • I - Auxiliaries • This category includes expenditures or services offered that do not directly affect students obtaining a degree (cafeteria, student lounge, student life center, etc.) • For Ledger 3 only

14. Cost Center Definition • How to get to the Cost Center Definition screen: • Log in to Peoplesoft • Go to UHS Finance • Business Processes • GL • Cost Center Definition