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P EOPLE S OFT C HARTFIELD U PDATE 1. C HARTFIELDS – A LL T RANSACTIONS 2.

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Presentation on theme: "P EOPLE S OFT C HARTFIELD U PDATE 1. C HARTFIELDS – A LL T RANSACTIONS 2."— Presentation transcript:

1 P EOPLE S OFT C HARTFIELD U PDATE 1

2 C HARTFIELDS – A LL T RANSACTIONS 2

3 N EW FUND C HARTFIELD 3 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 E NTERING THE C HARTFIELDS Example Requisition Entry Form (for illustrative purposes only; modules still under construction): 4

5 UNCCH State The University State - xxx AppropriationEPA TeachingNCIPH Health Affairs Instruction(FRS 1312) E XAMPLE C HARTFIELD T RANSACTIONS – S TATE BUSINESS UNIT FUNDSOURCEACCOUNTDEPT ID NCIPH state acct for EPA teaching ( ) becomes: Transaction combinations for illustrative purposes only 5 UNCCH State The University State - xxxxx ReceiptsEPA Non-teachNCIPH Health Affairs Instruction(FRS 1112) NCIPH state receipts for continuing education activities ( ) becomes:

6 E XAMPLE C HARTFIELD S TRINGS – T RUST A CCTS BUSINESS UNIT FUNDSOURCEACCOUNTDEPT ID BIOS Gillings Professorship endowment ( ) and related income ( ) becomes: 6 UNCCH : Restricted xxxxxxxxxxx Endowment / 00 default Gillings ProfessorshipCharitable Gifts BIOS 2. Record investment income on endowment: UNCCH : Restricted xxxxxxxxxxx Endowment Income / 00 default Gillings Professorship Money Market Income BIOS 1. Receipt of endowment gift: 3. Record instructional expense paid from endowment income: UNCCH : Restricted xxxxxxxxxxx Endowment Income / 01 Instruction Gillings ProfessorshipEPA Teaching BIOS

7 C HARTFIELD – A DDITIONAL F IELDS 7

8 E NTERING THE C HARTFIELDS Example Requisition Entry Form (for illustrative purposes only; modules still under construction): 8

9 Transaction combinations for illustrative purposes only S AMPLE C HARTFIELD S TRINGS 3 – G RANTS BUSINESS UNIT SOURCEACCOUNTDEPT ID NUTR grant from NIH “Tribal Turning Point” ( ) research personnel expenditure: 9 FUND PC BUS. UNIT PROJ. ID ACTIV. ID UNCCH CHOSR C&G – organized research Federal Agencies EPA Non- teach NUTR Project specific “1” for C&G Project IDs NUTR grant from Abbott “Pilot Studies…” ( ) research personnel expenditure: UNCCH CHOSR C&G – organized research Bus. and Industry EPA Non- teach NUTR Project specific “1” for C&G Project IDs

10 UNCCH The University GeneralF&ASPA On CampusHealth Behavior F&A Aca. Support(FRS 1212) S AMPLE C HARTFIELD S TRINGS 4 – F&A BUSINESS UNIT FUNDSOURCEACCOUNTDEPT ID HB F&A accounts / / all become: 10 Transaction combinations for illustrative purposes only

11 C HARTFIELD – O PTIONAL F IELDS 11

12 Transaction combinations for illustrative purposes only S AMPLE C HARTFIELD S TRINGS 3 – G RANTS BUSINESS UNIT SOURCEACCOUNTDEPT ID Use Cost Codes to define certain ‘buckets’: 12 FUND Cost Code 1 Cost Code 2 Cost Code 3 UNCCH HBChair01 F&A/Aca. Support F&A SPA On Campus HB UNCCH HBFacStUp01 F&A/Aca. Support F&A SPA On Campus HB UNCCH HBFacStUp02 F&A/Aca. Support F&A SPA On Campus HB

13 K EY C ONSIDERATIONS OF N EW C HARTFIELD Better reporting outcomes – Chartfield structure facilitates flexible aggregation by either source of funds and/or use of 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? 13

14 K EY C ONSIDERATIONS OF N EW C HARTFIELD 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 14


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