The PeopleSoft Chart of Accounts (COA) structure uses "chartfields" (or segments) to record the financial effect of each transaction. The chart of accounts is intended to consider all financial reporting needs, providing sufficient flexibility to allow for the development of financial statements for management, as well as, external readers. It serves as the basis for recording the day-to-day financial operations of the Colleges. The combination of chartfields brings meaning to the transaction. Based on an analysis of reporting and financial management needs, and to allow for adequate reporting flexibility and growth, information related to the Colleges' transactions will be captured using multiple chartfields as depicted in the tables that follow. The use of certain chartfields, are required for each transaction. The required chartfields record information related to the nature of the transaction (Account - revenue, expense, asset, liability, net assets), area responsible for or effected by the transaction (Department), monies used or generated (Fund), and the purpose of the transaction (Program). Certain other chartfields will be used optionally, depending on the nature and intent of the transaction.
The tables that follow depict the PeopleSoft chartfields established to support the Colleges' financial management and reporting. In entering a transaction to PeopleSoft Financials (journal entry, labor distribution, purchase requisition, expense report, etc.), the user populates each field with entries that can be selected from a list of valid values. The financial system also provides functionality to help ensure that the combination of values selected by the user is valid.
|Length||xxxxx (5)||xx (2)||xxxxx (5)||xxxxx (5)||xx (2)|
* = Available for use by departments to enter a meaningful code (not used in financial reporting).
The Account Chartfield is used to categorize the nature of the transaction as a specific type of asset, liability, net asset, revenue or expense. It is a required field for every revenue, expense or balance sheet transaction. Most of the campus community will be using only the revenue and/or expense accounts.
Example Accounts List
For a full list of accounts, please consult the Account ID List.
Fund (Net Asset Classification)
Fund is used to track spending restrictions, designations and to categorize the Colleges' net assets for external reporting. This chartfield is required on all transactions. There are multiple Fund codes; however, the ones mostly used by the campus will be:
|11||Current Fund||Traditionally used when spending out of the department's operating budget|
|21||Current Restricted UR||Always used for grant spending, generally used for endowment spending and restricted gift spending|
|22||Current Restricted TR||Generally used for endowment spending and restricted gift spending|
|71||Plant Fund UR||Generally used for projects|
|72||Plant Fund TR||Generally used for plant projects where funds are from a donor|
|90||Agency Funds||Always used for student club accounts and other agency accounts|
The department identified with the transaction represents the Colleges' academic or operating unit "responsible" for, or effected by the transaction. It is a required field for all transactions. Units generally meet the following criteria to be considered a department:
- Ongoing business purpose and objective for the Colleges.
- Has an established budget.
- Has fiscal oversight by a responsible person.
- Has positioned employees.
- Generally, occupies space.
Example Departments List
|Provost||Office of the Provost||15050|
|Asian Languages and Cultures||15630|
|Student Affairs||Office of Student Affairs||20045|
For a full list of departments, please consult the Department ID List.
This field is used to record revenue and expense transactions associated with formal or informal programs including public service activities, academic initiatives, cross disciplinary initiatives and centers, etc. Values in this field may include restricted gifts, grants, scholarship programs, endowments, planned giving and plant related activities. Programs may be groups of activities conducted within or across departments, they are divided between operating and non-operating for budget purposes.
Example Programs List
|President||President's Discretionary Fund||01510|
For a full list of operating programs, please consult the Operating Program List.
|Restricted Gifts||D'Angelo Music Award||20010|
|Grants||NSF Non-uniform Surface Cond||30100|
|Loan||Perkins Loans Issued||40100|
|Endowment||Clarence E Seward Scholarship||50012|
|Planned Giving||Arthur deCordova CRUT||60003|
For a full list of non-operating programs, please consult the Non-Operating Program List.
This field can be used at the discretion of individual departments. The value used will have meaning only to that department. This field is not used in financial management or reporting for the Colleges. No values will be defined within PeopleSoft. Example uses are as follows:
- Departments can categorize expenses for certain activities.
- Department managers, chairs or leaders can give budget responsibility to another member of the department to manage using a different value for this field.
- Dollar amounts can be categorized by a fiscal or other period using this field.