Chart Field Combinations Fund Dept ID Program Class Budget Ref.

Chart Field CombinationsChart Field Combinations

FundFund Dept IDDept ID ProgramProgram ClassClass Budget RefBudget Ref

PurposePurpose

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

AgendaAgenda

Chartfields & Their PurposeChartfields & Their Purpose

Basic accounting entries using funds and chart Basic accounting entries using funds and chart field combinationsfield combinations

What Are Chart Fields?What Are Chart Fields?

The Chart Field Combination (CFC) is The Chart Field Combination (CFC) is composed of:composed of:– Account CodeAccount Code– Fund Fund – Department IDDepartment ID– ProgramProgram– ClassClass– Budget Reference Budget Reference – Project/grant ID (optional)Project/grant ID (optional)

The term “Chart Field Combination” (CFC) is a The term “Chart Field Combination” (CFC) is a standard PeopleSoft term.standard PeopleSoft term.

What does the CFC tell us?What does the CFC tell us?

The Chart Field Combination (CFC) is a The Chart Field Combination (CFC) is a set of numerical characters that tell us:set of numerical characters that tell us:

– What the funds were used forWhat the funds were used for

– Where the funds came fromWhere the funds came from

– Who (i.e. what school) the funds belong toWho (i.e. what school) the funds belong to

Account CodesAccount Codes

The “What”The “What”

Descriptor of the nature of the revenue, Descriptor of the nature of the revenue, expense, asset, liability or net asset (fund expense, asset, liability or net asset (fund balance) accountsbalance) accounts

The Account code is a 6 digit-numeralThe Account code is a 6 digit-numeral

Account CodesAccount Codes1xxxxx – Assets1xxxxx – Assets

2xxxxx – Liabilities2xxxxx – Liabilities

3xxxxx – Net Assets, Reserves3xxxxx – Net Assets, Reserves

4xxxxx – Revenues4xxxxx – Revenues

5xxxxx – Personal Services5xxxxx – Personal Services

6xxxxx – Travel6xxxxx – Travel

7xxxxx – Operating Supplies7xxxxx – Operating Supplies

8xxxxx – Expenses8xxxxx – Expenses

Fund CodeFund Code

The “Where” part IThe “Where” part I

The source or nature of the itemThe source or nature of the item

The Fund Code is a 5 digit numeralThe Fund Code is a 5 digit numeral

GRU FundsGRU Funds

Unlimited number may be used; however, Unlimited number may be used; however, limited by practicalitylimited by practicality

Other Chart Field Identifiers are used for Other Chart Field Identifiers are used for reporting/further definitionreporting/further definition

Fund GroupsFund Groups

Unrestricted – Operating Unrestricted – Operating (1XXXX)(1XXXX)

Restricted PurposeRestricted Purpose (2XXXX)(2XXXX)

Loan FundsLoan Funds (3XXXX)(3XXXX)

EndowmentEndowment (4XXXX)(4XXXX)

PlantPlant (5XXXX)(5XXXX)

Agency Agency (funds held for others)(funds held for others) (6XXXX)(6XXXX)

Department IDDepartment ID

The “Who”The “Who”

First 2 digits represent a School or First 2 digits represent a School or Administrative unitAdministrative unit

If the first or last digit is an “A”, it is an If the first or last digit is an “A”, it is an agency Department IDagency Department ID

It is typically a 8 digit numeralIt is typically a 8 digit numeral

Program CodeProgram CodeThe “How” the funds are to be usedThe “How” the funds are to be used

Defined by the BORDefined by the BOR

Based on the NACUBO Based on the NACUBO (National Association of (National Association of

College and University Business Officers)College and University Business Officers) “functional” area“functional” area

It is a 5 digit numeralIt is a 5 digit numeral

Program Code OverviewProgram Code Overview

Education & GeneralEducation & General -- 1XXXX1XXXX

Auxiliary EnterprisesAuxiliary Enterprises - - 2XXXX2XXXX

OtherOther -- 3XXXX3XXXX

Program Code DetailProgram Code DetailEducation and GeneralEducation and General

InstructionInstruction 11xxx11xxxResearchResearch 12xxx12xxxPublic servicePublic service 13xxx13xxxAcademic supportAcademic support 14xxx14xxxStudent servicesStudent services 15xxx15xxxInstitutional SupportInstitutional Support 16xxx16xxxPlant OperationsPlant Operations 17xxx17xxxScholarships and FellowshipsScholarships and Fellowships 18xxx18xxx

Program Code DetailProgram Code DetailAuxiliary EnterprisesAuxiliary Enterprises

HousingHousing 21xxx21xxx

Food servicesFood services 22xxx22xxx

StoresStores 23xxx23xxx

Health servicesHealth services 24xxx24xxx

Transportation and ParkingTransportation and Parking 25xxx25xxx

Auxiliary PlantAuxiliary Plant 26xxx26xxx

Other OrganizationsOther Organizations 27xxx27xxx

Program Code DetailProgram Code DetailOtherOther

Patient carePatient care 32xxx32xxx

Class FieldClass Field

The “Where” part II The “Where” part II – GenerallyGenerally correlates with the Fund correlates with the Fund– Gives a more detailed “Where” than the FundGives a more detailed “Where” than the Fund

Detailed Source/Use of funds Detailed Source/Use of funds

Used for both revenues and expendituresUsed for both revenues and expenditures

Unique to the State of GeorgiaUnique to the State of Georgia

It is a 5 digit numeralIt is a 5 digit numeral

Class FieldClass Field

Examples:Examples:

11000 General Operations11000 General Operations

19000 Quasi Sales 19000 Quasi Sales (Revenue received from (Revenue received from another department)another department)

41100 Dept Sales/Services - General 41100 Dept Sales/Services - General

61000 Sponsored Federal61000 Sponsored Federal

61031 Federal Work Study61031 Federal Work Study

64060 Clinical Trials64060 Clinical Trials

Project/Grant ID Project/Grant ID (Project ID)(Project ID)

Identifies a specific Sponsored agreement Identifies a specific Sponsored agreement or a Projector a Project

Up to 15 digits in lengthUp to 15 digits in length

Generally, if code starts with Alpha, it is a Generally, if code starts with Alpha, it is a grantgrant

If it starts with numbers, generally it is a If it starts with numbers, generally it is a projectproject

Project/Grant IDProject/Grant ID

Examples:Examples:

MERCK00001 – A Merck Pharmaceuticals MERCK00001 – A Merck Pharmaceuticals Clinical TrialClinical Trial

NHLBI0001 – An (NIH) National Heart, NHLBI0001 – An (NIH) National Heart, Lung and Blood Institute GrantLung and Blood Institute Grant

0044008 – 280044008 – 28thth Annual Opthal Symposium Annual Opthal Symposium

Budget ReferenceBudget Reference

The Budget Year in which Revenues, The Budget Year in which Revenues, Expenses, Encumbrances and Pre-Expenses, Encumbrances and Pre-Encumbrances originated.Encumbrances originated.

Our Year begins on July 1Our Year begins on July 1stst and runs thru and runs thru June 30June 30thth..

The Year # is the year of the June 30The Year # is the year of the June 30thth date.date.

This is a 4 digit numeral.This is a 4 digit numeral.

Basics of Accounting EntriesBasics of Accounting Entries

Double entryDouble entry– Use two columns and amounts are not Use two columns and amounts are not

distinguished by + or –distinguished by + or –i.e., on the Cost Transfer Formi.e., on the Cost Transfer Form

Debits and CreditsDebits and Credits– Whether a debit or credit increases or Whether a debit or credit increases or

decreases a balance depends on the type of decreases a balance depends on the type of accountaccount

More Debits and CreditsMore Debits and Credits

Method for Using Debits & CreditsMethod for Using Debits & Credits– For Dividends, For Dividends, ExpensesExpenses, Assets, and Losses , Assets, and Losses

(DEAL): (DEAL): Debits increase while credits Debits increase while credits decrease the balancedecrease the balance

– Gains, Income, Gains, Income, RevenuesRevenues, , LiabilitiesLiabilities, and , and Stockholder’s Equity (GIRLS): Stockholder’s Equity (GIRLS): Debits Debits decrease while credits increase the balancedecrease while credits increase the balance..

ReferencesReferences

WebsitesWebsites– GRU Controllers OfficeGRU Controllers Office

Go to the A-Z index, and click on C and Controller’s Division Go to the A-Z index, and click on C and Controller’s Division

– USG BOR Policy ManualUSG BOR Policy ManualGo to the A-Z index, and click on C and Controller’s Division Go to the A-Z index, and click on C and Controller’s Division > Popular Links > Popular Links

– GRU Controller’s Division > Financial Accounting & GRU Controller’s Division > Financial Accounting & Reporting (Chartfield Documentation)Reporting (Chartfield Documentation)

Go to the A-Z index, and click on C and Controller’s Division Go to the A-Z index, and click on C and Controller’s Division > Sections > Fin Accounting and Reporting > Financial > Sections > Fin Accounting and Reporting > Financial Accounting DocumentsAccounting Documents

ConclusionConclusionIf you have any questions, regarding If you have any questions, regarding Accounts, Fund Accounts, Fund Codes, Program Codes, Class Fields, and ProjectsCodes, Program Codes, Class Fields, and Projects, you , you can call the can call the Financial Accounting & ReportingFinancial Accounting & Reporting Staff. Staff.

If you have questions, regarding If you have questions, regarding Sponsored ProjectsSponsored Projects, , then you can contact then you can contact Sponsored Program Sponsored Program AdministrationAdministration..

If you have questions, regarding If you have questions, regarding Department IDsDepartment IDs, then , then you can call you can call Financial Information Systems and Financial Information Systems and ReportingReporting..

Questions ?Questions ?