Chartfield Maintenance

What are Chartfields and Chartfield Strings?

Chartfields are attributes in a Chart of Accounts.  Chartfields make up a Chartfield String.  A Chartfield String is used to define, identify, categorize and sort transactions. 

The following Chartfields are used for Amherst Chartstrings:

  • Fund - Type of Funding (Ex. State, GOF, RTF etc.)
  • Department - Used to track information according to a divisional breakdown
    • Department Level DeptID's ending in 00000
    • Sub Department Level DeptID's ending in 000
    • PI DeptID's ending with 001 - 999
  • Program - Used to identify goups of related activities.  The UMass Amherst Program Code is a combination of the NACUBO code and the A21 Code.
  • Class - Optional field, used to further breakdown type of activity.
  • Project ID - Used to track Sponsored and Non-Sponsored Projects. 

How to Request a New Chartstring

To request a new chartstring, use the Chartstring Create New Request Form. Complete it and send it either:

  • by campus mail to the Controller's Office, Attention: Chartfield Maintenance
  • or by email to chartstr [at] admin.umass.edu (if signed form needed please scan and send)

How to Inactivate a Chartstring

To inactivate a Chartstring, make sure the Chartstring is no longer used for:

  • Payroll
  • Recharges (Example: Telephone, Mail etc.)
  • Open Purchase Orders or Requisitions
  • Procard or Travel Card

The following balances should be brought to zero depending on fund type:

  • Budget Balance 
  • Cash 
  • Liabilities (All Funds for Accounts starting with 2XXXXX)
  • Fund Balance 
  • Other Balance Sheet Balances (All Funds for Accounts: 110001 to 299999)

The Controller's Office will clear off Fund Balances for the following funds:

  • 11000 - State
  • 51006 - Tuition Retention
  • 51342 - GOF
  • 52129 - Research Trust Fund

Signature Delegation

In accordance with University policy, the Responsible Signature Authority (DeptID Manager/PI) has the prime responsibility for authorization of expenditures for his/her DeptID’s.  The Responsible Signature Authority listed on a DeptID may delegate Signature Authority to another staff member (Students cannot receive signature delegation).  Listed below are the two Signature Delegation Forms and their use:

  • Signature Delegation for Non-Sponsored Chartstrings
    • Use with Departmental / Sub Departmental Level Chartstrings (DeptID's ending in 000)
    • Use with Non-Sponsored Chartstrings (these are Chartstrings that do not have a Project starting with "S").
  • Signature Delegation for Sponsored Chartstrings
    • Use with PI DeptID's (DeptID's ending with 001 - 999), this delegation will also cover Non-Sponsored Chartstrings under the PI DeptID
    • Use with Sponsored Project Chartstrings (these are Chartstrings that have Projects starting with "S" and Funds starting with 53XXX)
    • OWL training for Cost Allowability for Sponsored Grants must be completed before the signature delegation is granted.

 Note:

  • The Manager listed on a DeptID is the only person that can give Signature Delegation.  A delegate cannot give out Signature Delegation in place of the manager.
  • On the Sponsored Project Delegation - be sure that the PI initials the areas of delegation (do not place checks or X next to this area).  
  • Signature Delegation does not replace the manager listed on a DeptID.  Please use the Department ID Manager Change Request Form if the manager is changing (Ex. New Department Head/Chair).

Items needed when Department Head Changes

If a Department Head is changing, submit the following forms:

  1. Department ID Manager Change Request Form
  2. Signature Delegation Termination Form for out going Department Head
  3. Signature Delegation Form for Non-Sponsored Chartstrings for new Department Head.