1. A chartfield is a data field that stores accounting information. All accounting systems consist of codes used to identify transactions and track financial activity. Chartfields are the codes in PeopleSoft that perform this function. A transaction will be identified in the system by the unique combination of chartfields rather than by any one chartfield. In myUFL, a list of current Chartfields can be found by navigating to Set Up Financials/Supply Chain --> Common Definitions --> Design ChartFields --> Define Values --> ChartField Values. Click on the appropriate Chartfield hyperlink to search for a list of values. Follow instructions to search for available values. Note: The search will yield a maximum of 300 rows, and if it does, additional criteria will need to be added to narrow the search to yield appropriate results.

   Additional information on Chartfields is available at: http://www.bridges.ufl.edu/ledger/COADesign.pdf

2. Chartfields

   1. Business Unit – For the PeopleSoft general ledger, the business unit represents a legal entity for reporting and auditing purposes. This value will always be UFLOR.

      Note: The purchasing module uses the first 4 digits of the department ID as its sub-system (purchasing) business unit.

   2. Set ID – Identifies the set of tables that define the accounting structure and rules, such as the chart of accounts and accounting calendars. For now, only one Set ID is being used and it is UFLOR
   3. Fund – Is an independent fiscal and accounting entity with a self-balancing sets of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. A list of funds is available: funds.xls
   4. Department ID (DeptID) - Used to represent organization structure and to designate the accountable unit. The first four digits indicate the major department within a college or unit. A list of DeptIDs is available: deptids.xls
   5. Account – Used to classify financial activities and balances within the General Ledger. The first digit of the account will indicate the account type:
      1. Assets
      2. Liabilities
      3. Fund Equity
      4. Revenue-Operating
      5. Revenue-Non-operating
      6. Expenses-Personnel
      7. Expenses-Operating. These are the ones that should almost always be used for requisitions, PCard, and vouchers.
      8. Expenses-Non-operating

      A list of Revenue and Expense Accounts is available: accounts.xls

   6. Budget Reference – The budget reference chartfield is designed to identify the components of the state appropriations budget. There are two values:
      1. CRRNT – The default value on all transactions and represents the current year state appropriation.
      2. CYFWD – Carry forward identifies budget accumulated and not spent in prior years.

      All financial transactions will require a budget reference value. The funds that do not require the classification above will be automatically defaulted to CRRNT.

   7. Program Code – A program code provides for the functional classification of a transaction. This follows the NACUBO classifications such as, instruction, research, institutional support, etc. A list of Program Code Definitions is available: ProgramCodesDefinitions.pdf. A list of Programs is available: programs.xls
   8. Source of Funds – Source of funds is used to track both revenue and expenditures as they relate to a specific outside funding source. A list of Source of Fund Values is available: SourceOfFunds.xls
   9. Dept Flex – The dept flex field is an optional user-defined field in PeopleSoft (can be required on some types of transactions.) It is a ten-digit field used by departments to further classify transactions.
   10. UF ID – Optional user-designed field that allows departments to track transactions based on a specific UFID of an employee.
   11. Project – The project chartfield is used to identify project related activity for the construction fund group and the contracts and grants fund group. It allows for the segregation and tracking of project and grant activity at differing levels of budgetary control.
   12. CRIS – Required field for IFAS departments and designed to meet the unique federal reporting requirements for units that cross funds, departments and projects.
        

3. Required chartfields:

   1. Business Unit, Fund, Department ID, and Account are required on all transactions. In addition to these, the University requires other specific chartfields depending on the fund. Details on required chartfields for each fund are at: Required Chartfield by Fund
       

4. Chartfield Changes and Maintenance

   1. When a University department or office undergoes an organizational change, such as a transfer to a new college/VP area or a merger with another unit, it is sometimes necessary to establish new DeptID codes, to track its financial activity. As you might imagine, changing everything (HR, purchase orders, Pcards, etc.) to the new chartfields can be labor-intensive, and such changes should be carefully considered. Requests for new DeptIDs can be made by completing the Chartfield Request form. Completed forms should be emailed to: chartfield@admin.ufl.edu
   2. The above form can also be utilized for the addition of department-based chartfields, such as, flex field and HR Account Codes. (separate worksheets within the spreadsheet)
   3. Requests for additional accounts should be directed to General Accounting at 352-392-1326.