Chart Field Combinations Fund Dept ID Program Class Budget Ref

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

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

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.

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

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

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

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

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

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

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

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

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

Program Code Detail Education and General Instruction11xxx Research12xxx Public service13xxx Academic support14xxx Student services15xxx Institutional Support16xxx Plant Operations17xxx Scholarships and Fellowships18xxx

Program Code Detail Auxiliary Enterprises Housing21xxx Food services22xxx Stores23xxx Health services24xxx Transportation and Parking25xxx Auxiliary Plant26xxx Other Organizations27xxx

Program Code Detail Other Patient care32xxx

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

Class Field Examples: General Operations Quasi Sales (Revenue received from another department) Dept Sales/Services - General Sponsored Federal Federal Work Study Clinical Trials

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

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

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

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

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.

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

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.

Questions ?