Introduction to PeopleSoft Chartfields
Lisa Chavez
May 2006
Session Objectives
• What does our current FAS 10 digit account
mean today?
• Understanding PeopleSoft Chartfields
• Mapping FAS 10 digit accounts to PeopleSoft
Chartfields
The FAS Account
• The FAS account is comprised of two
components:
– The 6 digit account and
– The subcode
Together, we call them the 10 digit account
The Legacy Account
• Embedded in the 10 digit account is a variety
of information:
– Fund (including year of appropriation)
– Department (organizational unit)
– Program (FIRMS code)
– Object of expenditure
Understanding the FAS Account
• 6 digit examples:
– 1-11145- Art general fund support
– 1-17107- IRA Art Gallery
– 7-51113 - Art lab fees
Identifying the Fund
• The first 2 digits tell us the fund
–
–
–
–
1-1XXXX
4-4XXXX
6-6XXXX
7-5XXXX
General Fund
Housing
Health Facilities
Trust (Course Fees)
The FIRMS Program Code
• FIRMS - Financial Information Reporting
Management System
• It represents the mandatory, uniform method of
categorizing revenues and expenditures for all
CSU’s, for system-wide reporting
• It is attached to each 6 digit account for reporting
your transactions
The 10 Digit Account
FAS Subcode
• Examples of the last 4 digits:
– 2260 – course fee revenue
– 4500 - supplies and services
– 4720 - printing
– 4950 - postage
– 5000 - travel
The 10 Digit Account
FAS Subcode
• The last 4 digits, or the subcode, represent
various types of information:
– The object or type of Expenditure /
Revenue
– Program
– Project
– Specific department information
Why CMS??
• Valuable Legacy data is no longer transparent
to the user nor buried in the system
• PeopleSoft functionality provides defined data
elements and facilitates better reporting and
analysis capability
PeopleSoft Chartfields
•
•
•
•
•
Fund
Department
Account
Program
Project
Fund Chartfield
• A required Chartfield for all transactions
• Identifies the source of funds
– General Fund
– Continuing Education
– Lottery
– Trust
• Fund attributes provide SCO reporting
information
PeopleSoft Fund Examples
• AADHT General Fund 06/07 Expenditures
• AD005 General Fund 05/06 Expenditures
• FT002 Lost Library Books
• JAD01 Housing Expense
• LT022 Latinas Juntas
Department Chartfield
• A required Chartfield for all transactions
• Referred to as the DeptID in PeopleSoft
• Identifies the campus department responsible
for a transaction
• Every campus department has at least one
DeptID
• Used to track payroll
PeopleSoft Department Examples
• DeptID
– 38000 --Human Resource
– 40410 --Athletics-Other operations
– 25240 --Department of Marketing
– 50200 --University Advancement
Development Operations
Account Chartfield
• A required Chartfield for all transactions
• Is equivalent to the legacy subcode
• Its function is to classify the transaction, for example
– Cash
– Fees
– Supplies and services
– Equipment
– Travel
PeopleSoft Account Examples
• Account
– 101001 – Cash (Subcode 1101)
– 660003 – Supplies and services (4500)
– 619002 – Instructional Equipment (7800)
– 606001 – Travel-In State (5000)
– 613001 – Contractual Services (5520)
Have you ever played a Slot
Machine?????
Fund
DeptID
Account
DeptID
Account
Fund
Account
Fund
DeptID
Program Chartfield
• Used to track activities that cross multiple fiscal
years, with infinite time spans
• Used to differentiate activities associated with the
same Fund and DeptID
– Course Fees
– Instructional Related Activities
– Reimbursed Activities
• Is not a required Chartfield for all transactions
Program Chartfield Example
• SE002 Admissions Document Processing
– DeptID 40600 (Admissions Office)
– Fund AADHT (General Fund 06/07 Expenditures)
– Account 501110 (Miscellaneous Fee Revenue)
Program Chartfield
•
•
•
•
Reimbursed Activities
RA, faculty release time example
Professor X will be released 10% in fiscal year 06/07 to work on a
reimbursed project
University Foundation will pay 10% her salary
– Fund REIMA (Reimbursed Activities) 10%
– DeptID 28010 (College of HHS)
– Account 601100 (Academic Salaries)
– Program RA011 (Reimb Faculty HHS)
State will pay 90% of her salary
– Fund AADHT (General Fund 06/07 Expenditures) 90%
– DeptID 28110 (Gerontology)
– Account 601100 (Academic Salaries)
Project Chartfield
• Used to track activities that cross multiple fiscal
years, with finite time spans – i.e. Construction
projects
• Activities associated with this Chartfield may
have more than one Department, Fund, and/or
Account
• Is not a required Chartfield for all transactions
Project Chartfield
• MNR00301 DETENTION AREA MODIFICATION
• MNR00401 REMODEL SCC 12-PLAYBOX THEATER
Chartfield Web site
• http://www.csudh.edu/admfin/AS/Peoplesoft_
CMS/cms%20resource%20page.htm
Open Discussion (Q & A)
• Thank You !
• Robert Masuda
– 310/243-3188
– [email protected]