Chart Field Combinations

1. Chart Field Combinations Fund Dept ID Program Class Budget Ref

2. Purpose This session is designed to provide an overview of Chartfields and Chartfield Combinations and their application at Georgia Regents University.

3. Agenda • Chartfields & Their Purpose • Basic accounting entries using funds and chart field combinations

4. What Are Chart Fields? • The Chart Field Combination (CFC) is composed of: • Account Code • Fund • Department ID • Program • Class • Budget Reference • Project/grant ID (optional) • The term “Chart Field Combination” (CFC) is a standard PeopleSoft term.

5. What does the CFC tell us? • The Chart Field Combination (CFC) is a set of numerical characters that tell us: • What the funds were used for • Where the funds came from • Who (i.e. what school) the funds belong to

6. Account Codes • The “What” • Descriptor of the nature of the revenue, expense, asset, liability or net asset (fund balance) accounts • The Account code is a 6 digit-numeral

7. Account Codes • 1xxxxx – Assets • 2xxxxx – Liabilities • 3xxxxx – Net Assets, Reserves • 4xxxxx – Revenues • 5xxxxx – Personal Services • 6xxxxx – Travel • 7xxxxx – Operating Supplies • 8xxxxx – Expenses

8. Fund Code • The “Where” part I • The source or nature of the item • The Fund Code is a 5 digit numeral

9. GRU Funds • Unlimited number may be used; however, limited by practicality • Other Chart Field Identifiers are used for reporting/further definition

10. Fund Groups Unrestricted – Operating (1XXXX) Restricted Purpose (2XXXX) Loan Funds (3XXXX) Endowment (4XXXX) Plant (5XXXX) Agency (funds held for others) (6XXXX)

11. Department ID • The “Who” • First 2 digits represent a School or Administrative unit • If the first or last digit is an “A”, it is an agency Department ID • It is typically a 8 digit numeral

12. Program Code • The “How” the funds are to be used • Defined by the BOR • Based on the NACUBO (National Association of College and University Business Officers) “functional” area • It is a 5 digit numeral

13. Program Code Overview • Education & General - 1XXXX • Auxiliary Enterprises - 2XXXX • Other - 3XXXX

14. Program Code DetailEducation and General • Instruction 11xxx • Research 12xxx • Public service 13xxx • Academic support 14xxx • Student services 15xxx • Institutional Support 16xxx • Plant Operations 17xxx • Scholarships and Fellowships 18xxx

15. Program Code DetailAuxiliary Enterprises • Housing 21xxx • Food services 22xxx • Stores 23xxx • Health services 24xxx • Transportation and Parking 25xxx • Auxiliary Plant 26xxx • Other Organizations 27xxx

16. Program Code DetailOther • Patient care 32xxx

17. Class Field • The “Where” part II • Generally correlates with the Fund • Gives a more detailed “Where” than the Fund • Detailed Source/Use of funds • Used for both revenues and expenditures • Unique to the State of Georgia • It is a 5 digit numeral

18. Class Field Examples: • 11000 General Operations • 19000 Quasi Sales (Revenue received from another department) • 41100 Dept Sales/Services - General • 61000 Sponsored Federal • 61031 Federal Work Study • 64060 Clinical Trials

19. Project/Grant ID (Project ID) • Identifies a specific Sponsored agreement or a Project • Up to 15 digits in length • Generally, if code starts with Alpha, it is a grant • If it starts with numbers, generally it is a project

20. Project/Grant ID Examples: • MERCK00001 – A Merck Pharmaceuticals Clinical Trial • NHLBI0001 – An (NIH) National Heart, Lung and Blood Institute Grant • 0044008 – 28th Annual Opthal Symposium

21. Budget Reference • The Budget Year in which Revenues, Expenses, Encumbrances and Pre-Encumbrances originated. • Our Year begins on July 1st and runs thru June 30th. • The Year # is the year of the June 30th date. • This is a 4 digit numeral.

22. Basics of Accounting Entries • Double entry • Use two columns and amounts are not distinguished by + or – • i.e., on the Cost Transfer Form • Debits and Credits • Whether a debit or credit increases or decreases a balance depends on the type of account

23. More Debits and Credits • Method for Using Debits & Credits • For Dividends, Expenses, Assets, and Losses (DEAL): Debits increase while credits decrease the balance • Gains, Income, Revenues, Liabilities, and Stockholder’s Equity (GIRLS): Debits decrease while credits increase the balance.

24. References • Websites • GRU Controllers Office • Go to the A-Z index, and click on C and Controller’s Division • USG BOR Policy Manual • Go to the A-Z index, and click on C and Controller’s Division > Popular Links • GRU Controller’s Division > Financial Accounting & Reporting (Chartfield Documentation) • Go to the A-Z index, and click on C and Controller’s Division > Sections > Fin Accounting and Reporting > Financial Accounting Documents

25. Conclusion • If you have any questions, regarding Accounts, Fund Codes, Program Codes, Class Fields, and Projects, you can call the Financial Accounting & Reporting Staff. • If you have questions, regarding Sponsored Projects, then you can contact Sponsored Program Administration. • If you have questions, regarding Department IDs, then you can call Financial Information Systems and Reporting.

26. Questions ?