Chart of Accounts

Correction Re: Fin EmplID

Incorrect information concerning the entry of EmplIDs in the Fin EmplID ChartField in the expenses module was inadvertently communicated during training exercises. Please do not automatically enter the EmplID of the person incurring the expense in the Fin EmplID ChartField in the ChartField strings in the Accounting Defaults/Detail. Previous communication incorrectly instructed users to do so.

An EmplID entered in the Fin EmplID ChartField is part of the ChartField string that posts to the general ledger. Values in the FinEmplID ChartField are determined by the Chart of Accounts (COA) plan for your unit. Units made choices about how they would use different ChartFields and specific values based on the parameters of required, conditional, and optional ChartFields available in the new financial system. While some units created a COA plan that made significant use of the Fin EmplID ChartField, other units used them only with specific programs, or not at all. This is all part of the plan for how to use the COA to manage financial information.

Entry of a value that is not part of the plan will have an impact on financial management. Using the Fin EmplID ChartField string when it is not part of the plan for how that unit will manage their COA will result in creating a separate ChartField string with balances to manage. Going forward, please only use values in the Fin Empl ID ChartField as determined by those responsible for the COA plan in your unit. If you are not familiar with the COA plan for your unit, please contact your RRC manager.

Do you have to include ChartField2 indicated if it is provided for a transaction?

If ChartField2 (CF2) in the ChartField string that you have been instructed to use by an RRC manager (or the COA mapping team), it should be used. The system will not require entry of a CF2 value. Commitment Control checks for a valid string at the Fund-DeptID-Program level and there are no Combo Edits that require a CF2 value. However, financial activity is defined by the full ChartField string, and not entering the full ChartField string will have consequences for reporting, carry-forward balances, etc. Check with your Cluster Director or RRC Manager if there is a question about whether or not to use a CF2 value. This answer applies to use of CF2 with non-sponsored funds. 07/21/2008

When will the revised Chart of Accounts manual be completed?

The Chart of Accounts manual is being revised by Training Services and Accounting Services and will be available in early August. The new manual will be more user-friendly and information in the manual will be easier for users to locate. An announcement will be made when it is completed. 07/18/2008

Where can I find new job aids?

They are available on the Enterprise Systems Training Web site.

• Initiate and View New CF1, CF2, or FinEmplID Value Requests
• Initiate and View New Program Requests
• Approve a Request
• Initiate and Review New DeptID Requests

Where do I find an updated copy of the Chart of Accounts?

Training Services Web site has an updated copy here. 07/08/2008

(Fixed broken link 08/29/2008)