1. Understanding the Chartfield String
College Chartfields 101
Understanding the Chartfield String
Course materials:
Student guide – has all the information that is presented in the class.
PPT – contains very high level information. The main resource is the student guide.
Chartfield QRC
College Program Code List
College Dept ID list
College Cost Code Pre-fix List
September 2014

2. Ground Rules
Cell phones on vibrate. Step outside if you need to take a call.
Ask questions! We’ll either:
answer immediately
put them on a “Parking Lot” and get an answer
Bathrooms
Food and beverages
Coffee and Tea Station
Please keep a lid on all beverages and help yourself to coffee or tea across from the bathrooms in front of room 111.

3. Safety
Emergency
Location of exits.
Evacuation procedure for location.

4. Class Introductions Who are you? Where do you work?
Name something positive you are anticipating with the transition to People Soft.

5. Our Goals
Our primary goal is to provide you a strong foundation for you to address your operational requirements in the new Connect Carolina environment.
Learn in a safe environment
Observe demonstrations
Practice class exercises
Build Confidence
This is a safe learning environment, so ask questions! If we don’t know the answer we can find someone who does. We can also show you how to find out the information for yourself. Connect Carolina has detailed help documents available online.
We can give you some exposure to what you will be working with in the form of demonstrations and class exercises.
We will try to instill confidence that you will be able to succeed in the next few months and beyond.
We can’t show you how to do your jobs. We can’t just provide examples, demos, or step by step guides that will assure 100% of people they will know everything about a new system. The transition will take work from everyone involved. You are still responsible for your job duties and learning how to adapt to the new financial environment.
Picture: Japanese symbol for strength.

6. What will be different:
Reality Check
What will be different:
Application software
Accounting structure
Terminology
What will stay the same:
Processes
Operations
Things that will be different:
Applications, We will be working with streamlined PeopleSoft applications for most transactions. This application portal will look different than what you are used to working with. But, as you will see, it really just uses the same information!
Accounting Structure, We now have a 12 phrase chartfield string that eclipses the old 6 character FRS number. But all of the extra information we will have to become accustomed to already existed in UNC’s accounting structure! Each PeopleSoft chartfield string field (that is now in the open) were simply in the background of every transaction you ever processed—whether you knew it or not. This is not a reinvention of the wheel, we are just exposing more details about individual transactions.
Terminology, People Soft also changes some of the accounting terminology. For example, object code is now called account ID but they essentially serve the same descriptive purpose. Another example is the PeopleSoft department ID now has 6 digits instead of 4. But the good news is that most of the department names have stayed the same!
Things that will stay the same:
Processes, Financial processes might be called something different in Connect Carolina but you will still process invoice payments, reimbursements, SOP, etc. For example, check requests are now called campus vouchers. But this is still the same form of payment request and it will still serve the same purpose.
Operations, Your day to day operations in your department will not change dramatically. People will still submit receipts for reimbursement and you will still need to accurately and promptly process their request. Faculty will still need to purchase supplies or equipment. The applications used will be different but your responsibility to effectively manage department finances will remain the same.

7. Who we are: Who we are not: Disclaimer We are trainers
We are not programmers
We are not developers/consultants
We are not People Soft experts
We are trainers. We will help you learn how to navigate the new system. We will help you prepare for the transition to PeopleSoft.
We are not programmers, developers, consultants, or People Soft experts. Do not expect us to understand everything about the new system. Do not expect us to be able to answer every one of your questions.
We will do our best to guide you and advise you but our knowledge is limited to what our training has prepared us for!

8. Objectives At the end of this presentation, you should be able to:
Understand the purpose of each chartfield
Use the chartfield Quick Reference Card to:
Gain familiarity with the specific fund codes
Find funds, sources, departments, and other chartfields
Use the lookup tool in the system to find a fund, source, account, and department

9. Core-required Contracts & Grants Department-specific
Three Chartfield Categories
Core-required
Contracts & Grants
Department-specific
Business Unit, Fund, Source, Dept ID, Program (Required for the College)
PC Business Unit, Project ID, Activity
Cost Code 1, 2, 3

10. FRS and ConnectCarolina
New chartfields
Information provided by the FRS Account and Object Code
Business Unit
What major fund group is the money coming from?
What major fund group is the money coming from?
Fund
Purpose
What you enter
in FRS:
FRS Account
Object Code
2311
What is the general purpose for the funds?
What is the general purpose for the funds?
Within the major fund group, where is the money coming from specifically?
Within the major fund group, where is the money coming from specifically?
Source
Object Code
Explain how attributes, buried in the FRS account become chartfields
What is the accounting classification ?
What is the accounting classification ?
Account
Who is spending the funds?
Who is spending the funds?
Dept

11. Chartfield: Business Unit
Take out our Chartfield QRC

12. Business Unit
Business Unit
Fund
Source
Account
Dept
UNCCH
Purpose
The business unit defaults in the system based on your user setup.
There are three categories of business units:
UNCCH - University
Foundations - “CHASF” for the Arts & Sciences Foundation
UNCGA - General Administration
The only other Business Units you may see are those for other School’s Foundations

13. Chartfield: Fund

14. Fund XXX XX Business Unit Fund Source Account Dept
Purpose
The Fund chartfield has five characters.
XXX XX
What major fund group is the money coming from?
What is the general purpose for the funds?
Examples:
State Funds
Endowment
Contract or Grant
Overhead/F&A
Examples:
Instruction
Research
Financial Aid
Housing Services
Refer to the QRC, for Fund list and Purpose Code list
You will only use purpose codes in the orange box if your fund begins with 295xx, this is for Auxiliary funds only. Examples are Study Abroad, Playmakers, and re-charge centers

15. Examples of Fund Common College Purpose Code Examples: Business Unit
Source
Account
Dept
Purpose
Common College Purpose Code Examples:
Fund
What major fund group is the money coming from?
What is the purpose for using the fund?
20101
State Funds Academic Affairs
Regular Term Instruction
20102
State Funds Academic Affairs
Summer Term Instruction
27152
Overhead/F&A
General Academic Support
29519
Auxiliary & Other
Other Auxiliary Operations
25210
Contract & Grants
Organized Research

16. Chartfield: Source

17. The Source chartfield has five characters.
Business Unit
Fund
Source
Account
Dept
Purpose
The Source chartfield has five characters.
Within the major fund group, where is the money coming from specifically?

18. Examples of Source
The Fund and Source chartfields work together to identify where the money is coming from.
The Fund designates the major Fund group
The Source identifies the more detailed designation within the Fund
Fund
Source
Endowment – Restricted
28201
Bowman & Gordon Gray Professorship
70398
Trust - Restricted
29201
Psychology Gift Fund
51527
State Funds – Academic Affairs
20101
Appropriations
12001
F & A
27101
Facilities & Administration
14101
Contracts & Grants
25210
Federal Agencies
49000
For further assistance in understanding how Source functions for trust funds, please contact Laura, Collette, Wendy or Sabrina

19. Chartfield: Account

20. Account
Business Unit
Fund
Source
Account
Dept
Purpose
The Account chartfield has six characters and identifies the accounting classification.
First digit indicates the accounting classification at the broadest level:
1 = Assets
2 = Liability
3 = Fund Balance
4 = Revenue
5 = Expense
Most commonly used by campus
You may see account numbers that begin with a 1, 2 or 3 in your Budget Journals or other transactions, but you will not code them yourselves.

21. Revenue and Expense Accounts
After the first digit, the subsequent digits break down the accounting classification into further subgroups.
Subgroups for Revenue and Expense:
Revenue
Expense
42 = Grants
43 = Investments
44 = Sales, Services & Rentals
45 = Fees, Licenses & Fines
46 = Gifts, Contributions & Donations
47 = Miscellaneous
48 = Transfers
49 = Appropriations
51 = Personnel
52 = Purchased Services
53 = Supplies and Materials
54 = Property, Plant and Equipment
55 = Other Expenses & Adjustments
56 = Aid and Public Assistance
57 = Reserves
58 = Transfers
Mention that the codes for Personnel are basically the same with a 5 before the original object code and a zero at the end.
The Dean’s Office accounting technicians are working on a cheat sheet for the College’s most commonly used account numbers, Coming Soon!

22. Chartfield: Department

23. Department
Business Unit
Fund
Source
Account
Dept
Purpose
The Department has six digits and indicates who is spending the funds.
Departments are organized in number ranges.
Examples:
Department
Number
Philosophy
311900
Chemistry
318300
History
315900
Honors Carolina
302200
Distinguished Scholarships
302201
Mention how numbering system works and please refer to your College dept id list

24. Chartfield: Program

25. Program
Business Unit
Fund
Source
Account
Dept
Program
The Program has five alpha-numeric digits and indicates why we are spending the funds. This field is required for the College.
Programs are organized into four categories: University Wide (10xxx), College Wide (C1xxx), Departmental (C2xxx) and Unique Faculty Codes (C3xxx)
Examples:
Department
Number
General Operating Expenses
10000
Instructional Budget
C1302
Geography Labs
C2040
David Baker
C3022
Please refer to you Chartfields QRC for a complete list of University wide Program code prefixes
Please refer to your College Program Code list
Refer to how the chartfield string makes pots of funds more and more specific (unique). Filter drawing.

26. Example of a chartfield string
Tim from the Chemistry Department needs you to order educational supplies for the upcoming semester.
ConnectCarolina chartfields
Business Unit
UNCCH
Fund
20101
Purpose
Source
12001
Account
537210
Dept
318300
Program
10000
– Educational Supplies

27. Three fields: 5-30446 – Old Grant Account Number
Office of Sponsored Research Chartfields
Three fields:
PC Business Unit (Project Costing Business Unit).
CHOSR - Office of Sponsored Research
Project ID
– Old Grant Account Number
– New Grant Account Number
Activity – always “1”

28. Cost Code 1, Cost Code 2, Cost Code 3
Department-specific Chartfields
Four fields:
Program
Cost Code 1, Cost Code 2, Cost Code 3
Used by departments to track specific costs
Cost codes begin with three letters that identifies the department.
CAI – Asian Studies
At Go Live – Cost Code 2 will reflect the Legacy GL/SL Account and Object Code
If you would like to create a Program code or a Cost Code please contact your Budget Analyst

29. Tools for Finding Chartfields
Quick Reference Card
Lookup tool in the system
Finance > Commitment Control > Review Budget Activities > Budget Details

30. Exercise: Find Fund using Chartfields QRC
Exercise: Find the first three digits of the Fund using the Chartfield Quick Reference Card.
Fund
State Funds – Academic Affairs
Contracts & Grants (OSR)
F&A
Gift
(University Trust – Restricted)
Expenditure from Gift

31. Exercise: Find Fund using Chartfields QRC
Answer Key
Fund
State Funds – Academic Affairs
Contracts & Grants (OSR)
F&A
Gift Received
(University Trust – Restricted)
Expenditure from Gift
201xx
252xx
271xx
292xx
292xx

32. Exercise: Find Fund using Chartfields QRC
Exercise: Find the complete Fund code by using the Chartfields QRC.
Fund group
Purpose
Fund code
State Funds – Academic Affairs
Regular Term Instruction
201xx
F&A
General Academic Support
271xx
Gift
(University Trust – Restricted)
General Fund Control
292xx

33. Exercise: Find Fund using Chartfields QRC
Answer Key
Fund group
Purpose
Fund code
State Funds – Academic Affairs
Regular Term Instruction
201xx
F&A
General Academic Support
271xx
Gift
(University Trust – Restricted)
General Fund Control
292xx
20101
27152
29200

34. General Academic Support
Exercise: Find Fund using Lookup
Exercise: Find the complete Fund code by using the lookup tool in the system. Enter the first three digits and select the Fund code based on the description.
Fund group
Purpose
Fund code
State Funds – Academic Affairs
Organized Research
201xx
F&A
General Academic Support
271xx
Expenditure from Gift
(University Trust – Unrestricted)
Community Services
291xx
Finance > Commitment Control > Review Budget Activities > Budget Details
Click on the magnifying glass to search when doing the demo.

35. General Academic Support
Exercise: Find Fund using Lookup
Answer Key
Fund group
Purpose
Fund code
State Funds – Academic Affairs
Organized Research
201xx
F&A
General Academic Support
271xx
Expenditure from Gift
(University Trust – Unrestricted)
Community Services
291xx
20110
21110
27152
29142

36. Find Source using Chartfields QRC
Fund
Source Description
Source or Source Range
State Funds – Academic Affairs
20101
Appropriations – Academic Affairs
Research Grant
25210
NC State Government
20130
School Based Tuition (SBTI)
SOG MPA
Gift (University Trust – Restricted)
29200
Contract Trust
GLAXO INTERNSHIP FUND
Expenditure from Gift (University Trust – Restricted) 
29242
Restricted Gifts, Devises or Bequests
JACQUET AWARD
12001
49400
12106
46013
50158

37. Exercise: Find Source using Chartfields QRC
Exercise: Find the Source or Source Range using the Quick Reference Card.
Fund
Source Description
Source or Source Range
State Funds – Health Affairs
21101
Appropriations – Health Affairs
F&A
27152
State Funds – Academic Affairs
20130
School Based Tuition (SBTI)
University Restricted Trust
29210 
Restricted Gifts, Devises, and Bequests

38. Exercise: Find Source Using Chartfields QRC
Answer Key
Fund
Source Description
Source or Source Range
State Funds – Health Affairs
21101
Appropriations – Health Affairs
F&A
27152
State Funds – Academic Affairs
20130
School Based Tuition (SBTI)
University Restricted Trust
29210 
Restricted Gifts, Devises, and Bequests
13001
14101

39. Exercise: Find Source using the Lookup tool
Exercise: Find the Source using the system lookup tool.
Fund
Source Description
Source or Source Range
State Funds – Academic Affairs
20101
Receipts
Executive MBA Program
University Restricted Trust
29210 
Restricted Gifts, Devises, and Bequests
CAROLINA CLINIC

40. Exercise: Find Source using Chartfields QRC
Answer Key
Fund
Source Description
Source or Source Range
State Funds – Academic Affairs
20101
Receipts
Executive MBA Program
University Restricted Trust
29210 
Restricted Gifts, Devises, and Bequests
CAROLINA CLINIC
12580
50206

41. Exercise: Find Account using Lookup
Exercise: Find the Account using the lookup tool in the system.
Account Description
Account
Supplies - Office
Supplies – Education Research
Repairs - Furniture
Miscellaneous Services

42. Exercise: Find Account using Lookup
Answer Key
Account Description
Account
Supplies - Office
Supplies – Education Research
Repairs - Furniture
Miscellaneous Services
531110
537210
524230
558914

43. Exercise: Find Dept using Lookup
Exercise: Find the Department using the lookup tool in the system.
Department Description
Department
Biology
Public Health Nursing

44. Exercise: Find Dept using Lookup
Answer Key
Department Description
Department
Biology
Public Health Nursing
318200
468582

45. Fund Code Additional Notes
When receiving gift money, the Fund code always ends in “00”. There is no two-digit Purpose.
Expense transactions always have a purpose code in the Fund.
Endowments and trusts are most often classified as Restricted. Unrestricted is much less common.
Funds for restricted gifts begin with “282” and “292”
Funds that do not have a Purpose code:
Foundations (29900, 29910, 29920, 29930)
Capital Improvement Projects (40000’s)
Student Loan Funds (29600)
Plant Funds (29710, 29720, 29730)
[Developer:
[Indicate if it is only demonstration or demonstration and exercise. Note: A separate template for the Exercise Booklet has been created for hands-on, scenario-based exercises.]

46. Questions & Answers

47. Now What? Finance Training Website ConnectCarolina Login Website
ConnectCarolina Login Website
ConnectCarolina Information
College ConnectCarolina Information