Chartfields

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 groups 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. 

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 @email (if signed form needed please scan and send)

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

In accordance with University policy, the Responsible Signature Authority (DeptID Manager/PI) has the prime responsibility for authorization of expenditures for their DeptIDs. The Responsible Signature Authority listed on a DeptID may delegate Signature Authority to another staff member (Students cannot receive signature delegation).  Click this link to submit your Signature Delegation Kuali Form.

• Signature Delegation for Non-Sponsored Chartstrings
  • Use with Departmental / Sub Departmental Level DeptIDs (DeptIDs ending in 000)
  • Covers Non-Sponsored funds under the Departmental DeptID (Funds starting with 1XXXX, 51XXX, 52XXX, and funds > 53499)
• Signature Delegation for Sponsored Chartstrings and Faculty / PI DeptIDs
  • Use with Faculty / PI DeptIDs (DeptIDs ending with 001 - 999), this delegation will also cover any Non-Sponsored Chartstrings under the PI DeptID
  • OWL training for 'Post Award-Financial Research Administration Training for Principal Investigator Signing/Approval Authority on Sponsored Projects Cost Allowability for Sponsored Grants' must be completed before the signature delegation is granted. To take this training, log into the Controller's Office OWL page

 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
• A Signature Delegation Form is not required for bank card and employee reimbursements in Concur. Users in Concur can assign delegates for authorizing expenditures on their behalf
• While the OWL training is required for the delegate for Signature Delegation for Sponsored Chartstrings and Faculty / PI DeptIDs, the training itself does not provide signature delegation; the Signature Delegation Kuali Form needs to be completed to obtain signature delegation
• The Signature Delegation Kuali Form does not grant the delegate access to any roles in our financial systems (BuyWays, Concur, etc.). To obtain these access roles, once the Signature Delegation Kuali Form has been completed, an AFIT Finance Access Request Form must be completed
• 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)
• The PeopleSoft query: "GL_AMH_DEPTID_MANAGER" can be used to lookup a DeptID Manager

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 Kuali Form for new Department Head