MAY 2012
PeopleSoft Financials
Chart of Accounts
December 2010
PeopleSoft Chartfields
 Chartfields are the basic building blocks of
the Chart of Accounts that allow segregation
and categorization of financial transactions and
budget data.
 Business Units
Because we are sharing the same software
instance with other UT campuses, our data is
segregated by Business Units.
5 Character field length – UTSA1
Chart of Accounts
Chartfield Structure
Fund
Account
Function
(NACUBO)
UTShare
Common
Chartfield
Values
Dept ID
Project
Activity
Cost
Center
UTSA Defined
Chartfield
Values
** Values are subject to change after configuration and
testing is completed
Program
(Likely will
not be
used)
FUND
 Key to grouping transactions by fund
DEFINE
14 – Educational &
General
UTSHARE
2100
2110
2115
2120
2135
2140
General Funds
Research Development
Special Items (i.e. SALSI)
THECB Transfers
Lab Fees
E&G Transfers
FUND
 Key to grouping transactions by fund
DEFINE
19 – Designated Funds 3100
3105
18 – Service Centers
3200
26 – Grants &
5100
Contracts (Sponsored 5200
Programs)
5300
5400
UTSHARE
Organized Ed Activities
Designated Tuition
Net Service Funds
Federal Sponsored Prog.
State Sponsored Prog.
Local Sponsored Prog.
Private Sponsored Prog.
FUND
 Key to grouping transactions by fund
DEFINE
29 – Auxiliary
Enterprises
UTSHARE
4100
4200
4300
4400
4500
4600
4700
4800
Intercollegiate Athletics
Housing & Food Service
Bookstore
Parking & Traffic
Student Health Center
Student Service Fees
Other
Student Activities
FUND
 Key to grouping transactions by fund
DEFINE
30 – Restricted
Gifts
36 – Unexpended
Plant Funds
UTSHARE
5500
5600
6300
7101
7102
710G
7108
7105
Gifts and Other
Gifts for Endowment
Endowment & Similar
Permanent Univ Fund
Revenue Financing System
Federal Grants
Private Gifts
Interest on Construction
7104 Other Sources
Account Value Ranges
Account Category
Assets
Liabilities
Fund Balance/Transfers
Revenues
Expenses
RANGE
10000
20000
30000
40000
50000
19999
29999
39999
49999
99999
Budgetary Only Accounts
Account
Description
A1000
Staff Salaries
A1200
Wages
A2000
Faculty Salaries
A3000
Payroll Related Costs
A4000
Operating Expenses
A5000
Other Non-Op Exp Activity
A6000
Debt Service
A7000
Transfers
FUNCTION
 Groups expenditures for reporting
DEFINE
02
06
12
14
70
16
20
22
48
UTSHARE
100
200
300
400
500
600
700
800
997
Instruction
Research
Public Service
Academic Support
Auxiliary Enterprises
Student Services
Institutional Support
Ops & Mtnc of Plant
Scholarships & Fellowships
DEPARTMENT ID
 6 characters – 1st 3 alpha refer to entity
 Refer to handout
Organizational Area
DEPT_ID Numbering
President
Academic Affairs
College of Sciences
Business Affairs
Community Services
Research
Student Affairs
University Advancement
PRS001-PRS999
ACA001-ACA999
ASC001-ASC999
BAF001-BAF999
CMS001-CMS999
RES001-RES999
SAF001-SAF999
UAD001-UAD999
COST CENTER
 Maps to a unique combination of
FUND-DEPT ID-FUNCTION
 Will be the SPEED TYPE / SPEEDCHART
 A “quick key” to ease transition from DEFINE,
facilitate user acceptance & improve the accuracy
of financial transactions
 Crosswalk
to map legacy UNIT CODE,
BUDGET GROUP + NACUBO code to a unique
COST CENTER
 Sometimes includes DEFINE Subaccount
COST CENTER NUMBERING
CONVENTIONS
 Varies by Fund Group
 E&G – EGnnnn
 Each area gets a unique alpha character after EG:
Area
E&G FUND Cost
Center Format
Academic Affairs
EGAxxx
College of Business
EGBxxx
College of Architecture
EGCxxx
College of Educ & Human Development
EGDxxx
College of Engineering
EGExxx
College of Liberal & Fine Arts
EGFxxx
Graduate School
EGGxxx
E&G COST CENTER FORMATS
Area
E&G FUND Cost
Center
Honors College
EGHxxx
Community Services
EGKxxx
Libraries
EGLxxx
College of Public Policy
EGPxxx
Student Affairs
EGQxxx
Research
EGRxxx
College of Sciences
EGSxxx
University College
EGUxxx
University Advancement
EGVxxx
Business Affairs
EGXxxx
President
EGYxxx
University Wide
EGZxxx
E&G COST CENTER FORMAT
 Special References may be used when
appropriate:
 RES = RESERVES
 FAC= FACULTY RESERVE FUNDING
 LFn = LAB FEE + NUMBER
 SUM = SUMMER SESSION FACULTY RESERVE
 DTC = DOWNTOWN CAMPUS
COST CENTER EXAMPLES
BUDGET
GROUP
DESCR
Cost
Center
Fund
Dept ID
NACUBO
14-0614-06
Physics Research
Dvlpmt Fund
EGS023
2110
ASC007
200
14-1850-20
Physics &
Astronomy Dept
EGS024
2100
ASC007
100
14-1850-21
GIT Physics
EGS025
2100
ASC007
100
14-1850-21
GIT Physics
EGS026
2100
ASC007
900
14-1850-35
Ctr for Research –
Physics & Astron
EGS027
2100
ASC007
200
14-7590-01
Tenure Track
Research Award
EGS028
2100
ASC007
200
14-9020-96
PhD Physics
EGS029
2100
ASC007
100
14-1860-22
Biology Lab Fees
EGSLF3
2135
ASC008
100
DESIGNATED FUND COST
CENTER FORMATS
Area
Designated Fund
Cost Center
Designated Tuition
Cost Center
Academic Affairs
DFAnnn
DTAnnn
College of Business
DFBxxx
DTBxxx
College of Architecture
DFCxxx
DTCxxx
College of Educ &
Human Development
DFDxxx
DTDxxx
College of Engineering
DFExxx
DTExxx
College of Liberal & Fine
Arts
DFFxxx
DTFxxx
Graduate School
DFGxxx
DTGxxx
DESIGNATED FUND COST
CENTER FORMATS
Area
Designated Fund
Cost Center
Designated Tuition
Cost Center
Honors College
DFHnnn
DTHnnn
Community Services
DFKxxx
DTKxxx
Libraries
DFLxxx
DTLxxx
College of Public Policy
DFPxxx
DTPxxx
Student Affairs
DFQxxx
DTQxxx
Research
DFRxxx
DTRxxx
College of Sciences
DFSxxx
DTSxxx
University College
DFUxxx
DTUxxx
University Advancement
DFVxxx
DTVxxx
Business Affairs
DFXxxx
DTXxxx
President
DFYxxx
DTYxxx
DESIGNATED FUND COST
CENTER FORMAT
 Special References may be used when
appropriate:
 RES = RESERVES
 ENn = OFFICIAL OCCASIONS
 FOH = FEDERAL OVERHEAD
RECHARGE / SERVICE CTR
COST CENTER FORMATS
•All begin with RC and 4 consecutive
numbers randomly assigned.
BUDGET
GROUP
DESCR
Cost
Center
Fund Dept ID NACUBO
18-2170-00
MAIL SERVICES
RC0004
3200 BAA005
700
18-2206-00
FACILITIES SVCS
DTC
RC0010
3200 BFC003
700
18-2215-01
BACKGROUND
CHECKS
RC0015
3200 BUP001
700
18-2060-00
ANIMAL CARE
SERVICES
RC0020
3200 CTR038
700
AUXILIARY ENTERPRISE FUND
COST CENTER FORMATS
•All begin with AX and 4 consecutive
numbers randomly assigned.
BUDGET
GROUP
DESCR
Cost
Center
Fund Dept ID NACUBO
29-0311-10
UTSA CARD
AX0006
4700 BAA002
500
29-0320-00
RECREATION CTR
AX0009
4800 SAF009
500
29-0450-00
ATHLETICS
AX0033 4100
SAT001
500
29-0450-04
TENNIS-MEN
AX0037
4100
SAT001
500
29-0470-00
UNIVERSITY CTR
AX0057 4800
STL010
500
29-0380-01
HOUSING OPS
AX0014
STL009
500
4200
GIFT FUND COST CENTER
FORMAT
•All begin with G and 5 consecutive numbers
randomly assigned.
BUDGET
GROUP
DESCR
Cost
Center
Fund
Dept ID
NACUBO
30-0200-02 PRESIDENT’S
ASSOCIATES
G00004
5500
PRS001
700
30-0215-02 CAPITAL CAMPAIGN
G00020
5500
UAD001
700
30-0220-04
G00025
5500
ACA001
400
G00049
5500
UNW012
997
LUTCHER BROWN
30-0314-05 UTSA SCHOLARSHIP
FUND
AGENCY FUND COST CENTER
FORMAT
•All begin with AG and 4 consecutive numbers
randomly assigned.
BUDGET
GROUP
DESCR
Cost
Center
Fund
Dept ID
NACUBO
41-9990-20 GREEK WEEK
AG0043
9200
STL006
999
41-9990-03 ROADRUNNER CLUB
ACTIVITIES
AG0325
9200
SAT001
999
41-9992-11
AG0357
9200
AHC001
999
ARCHER FELLOWSHIP
PROGRAM
Project Chartfield
Two Types of Projects (Grants and Capital)
Grants
Capital Projects
Converted Grant Projects consist of
3 components: (i.e. 326xxxxxx0)
•‘3’ = UTSA Component Number
•’26xxxxxx’ = Define Budget Group
•‘0’ = Sponsored Project or ‘C’ Cost
Sharing
Converted Capital Projects will
begin with SC (San Antonio
Converted) followed by the last 6
digits of the DEFINE Budget Group
Number.
New Projects will have generated
sequential number starting with
“0000000001”
New Capital Projects will begin with
S and the ‘NEXT’ sequential number
“S0000001”
Activity Chartfield
Two Types of Activity (Grants and Capital)
Grants
Capital Projects
Activity for converted and new
Project ID is ‘1’ . Activity for
grants is not significant.
Standard Activities will be used for
converted and new OFPC Construction
Projects. The Standard Activities will
consist of :
•OM denotes OFPC Managed
•IM denotes Institutionally Managed
•CI denotes Capitalized Interest
For Converted Institutional Capital
Projects the DEFINE sub accounts will
become the activity.