University Chartfield

Chartfield Resources

Forms:

Chartfield Request Form - Used to set up new chartfield components or modify existing chartfield (org, fund, program, etc). Contact Terry Snoddy or Shawn Adams with questions. Submit completed form to Terry or Shawn.

New development fund request form - Use this form to set up a new fund number for University Advancement activities (3xxxxx series funds). Please submit the form to Emily in the Advancement office.

Common Value Lists:

Approved Account Numbers: Revenue List and Expense List. 

-Complete revenue and expense account values list. For use only when values from the approved account lists above will not properly describe a transaction.

Org Number List

Program Values

 

Chartfield Description

Fund Type Explanation

University Assist Pages on Chartfield 

View a demonstration of the Chartfield

The Chartfield is the core accounting structure of the university, and impacts each part of the University's administrative systems: Human Resources, Budgeting, General Ledger, Procurement, and Grants.

The Chartfield is used in every university monetary transaction, including both online and other transactions, such as using an eRequest to purchase goods or services from another department.

The Chartfield is comprised of a sequence of numbers or codes that specify how financial transactions are tracked. It represents how the university gathers, stores, combines, and uses financial information in the course of its operations.

Segments of the Chartfield are used in combinations to customize how your financial data is recorded. The ability to use different Chartfield combinations provides increased flexibility in data gathering and reporting.

The Chartfield segments are:

  • Business Unit - Designates a major division of the university so that distinct sets of transactions and business rules are maintained. The only acceptable values are: UNIV (representing the university) OSUMC (representing the Health Systems) OSURF (representing the Office of Sponsored Programs.)

  • Org - Org is a shortened term for Organization and identifies the specific academic or academic support area associated with a financial transaction. The Org could be a department, office, division, or any other predetermined unit.  Examples: 11560 - CFAES Food Science and Technology; 11000 - CFAES Administration.

  • Fund - Identifies the source of money used in a financial transaction (e.g., General Funds, Earnings Operations, Development.) Each university Fund has an owner organization, which is responsible for the Fund's assets, liabilities and equity. Examples: 011000 - General Funds; 590000 - OSURF Sponsored Programs.

  • Account - Represents the specific type of asset, liability, revenue or expense in each transaction line. Examples: 45043 - OSU Employee In-service Registration; 63001 - Space Rentals.

  • Project - Required for Office of Sponsored Programs grants, capital projects and departmental research. Optional for other projects. Projects have definite start and end dates. Examples: 60000073 - Eye coloration optical research; 55-Soybeanrust - Soybean Rust project.

  • Program - Used for multidisciplinary initiatives and activities, ongoing efforts by an organization or group of organizations, or for other department-specified initiatives. The Program segment does not have definite start and end dates. Examples: 10582 - Marketing; 17100 - Student eLearning Engagement Taskforce.

  • User Defined - Used for reporting needs not covered by other Chartfield segments. The University is phasing out the use of User Defined values as they will not be available in the new Workday system. Please use the chartfield search in PeopleSoft to see if an existing User Defined can meet your needs. If you do need to add a new value, you can use the chartfield request form linked above.

 

 

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