Frequently Asked Questions: Chart of Accounts
- Are the current object codes in CUFS going to be different in PeopleSoft? Will the actual numbers change?
- How many digits does each field have?
- Are the object-code numbers going to be randomly assigned or mapped on a tree?
- Is DeptID most closely associated with Org in CUFS?
- Is there any structure to the way DeptIDs are being established?
- Is the CF2 field similar to the current Sub-Org field?
- Are all program values unique, freestanding numbers?
- Is Program value optional?
- What will happen to historical info? How many years of historical data will be transferred to PeopleSoft?
- Is cost sharing transaction-based?
- How is EFS going to handle new account numbers being added after the current mapping period is done?
1. Are current object codes in CUFS going to be different in PeopleSoft? Will the actual numbers change?
Yes, the actual numbers for all of the ChartFields will change to fit the new structure of the Chart of Accounts.
2. How many digits does each field have?
FUND=4
DeptID=5
Account=6
Program=5
ProjectID=8
PCBU=5
Activity=1
CF1=max of 10
CF2=max of 10
EmplID=8
Cost Share=2
3. Are the object-code numbers going to be randomly assigned or mapped on a tree?
Account codes, which include expenses, will not be entirely random. They will be grouped by similarities for value assignment.
4. Is DeptID most closely associated with Org in CUFS?
It is best to think of DeptID as an entirely new ChartField. It combines information from the CUFS Area-Org ChartFields in a new way to help us better manage and track our financial data. It does not align with the Org values in CUFS.
5. Is there any structure to the way DeptIDs are being established?
Yes. DeptIDs are closely following the functional organization of each unit at the University.
6. Is the CF2 field similar to the current Sub-Org field?
The CF2 field is similar to the current Sub-Org field in that it is optional, defined at a local level, and adds additional tracking detail.
7. Are all Program values unique, freestanding numbers?
There are three main types of Program codes:
- Programs required by central administration for uniform use University-wide
- Programs defined for common activities and designed for shared use by multiple departments (Program indicates an activity below the DeptID level, but may be used by multiple departments)
- Programs requested for a unique activity within a specific department
8. Is Program value optional?
Program value is required for transactions on all revenue, expense, and transfer accounts for all activity not defined by a Project in the Projects module. A Program value will be used in conjunction with a Project value when Program activities are used as matching/cost-share. Use of Program is optional for balance-sheet accounts.
9. What will happen to historical info? How many years of historical data will be transferred to PeopleSoft?
In the current financial system, transaction information for sponsored and nonsponsored accounts resides in the General Ledger. With the new financial system, sponsored data also will be located in the Projects module. For sponsored accounts, inception-to-date transactions will be converted from the CUFS General Ledger to the Projects module for any activity associated with an active award/contract (contracts that have an end date after June 30, 2008, or that have not been fully closed out). Summary balances for all sponsored accounts will be converted in to the new financial system General Ledger as of fiscal year 2008. For nonsponsored accounts, summary balances only will be converted in to the new financial system as of fiscal year 2008. Post go-live of the new system, detailed historical information can be viewed in the financial Data Warehouse.
10. Is cost sharing transaction-based?
Cost sharing is transaction-based, so fluctuations should not affect the use of the Cost Share ChartField.
11. How is EFS going to handle new account numbers being added after the current mapping period is done?
When the current mapping process is complete, the values will be revisited prior to rollout to accommodate new projects, programs, or organizational changes. After that, a maintenance process will be used to request changes.
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