Chartfields

General Accounting Office

352.392.1326 | website

This information is designed for use by departmental staff who use ChartFields in daily department financials, including transactions in myUFL and reporting.

You may notice the navigation in myUFL is different than what is shown in these training resources.  Rest assured, these changes are primarily look and feel differences. All policies and procedures discussed in these materials are accurate and up to date. Training materials will be updated to reflect the new look and menu of myUFL.

Training

To register for online courses in myTraining, navigate to mytraining.hr.ufl.edu. From the myTraining Dashboard, you can search for courses using the Activity Search field in the upper left hand corner. Just type the course name, course ID or a keyword and then click Search.

After you’ve registered for training, your current enrollments display in the Training list found on the Dashboard page. To begin an online course, click the green Start button.

You can also access myTraining from myUFL using the following navigation:
Main Menu > My Self Service > Training and Development > myTraining

Courses Needed for Understanding ChartFields:
It is strongly recommended that anyone in a fiscal role take Basic Accounting and Color of Money classes as soon as possible.

• PRO302 Color of Money: A Guide to How Moneys May Be Spent at UF
• PRO304 ChartFields: Navigating Financial Transactions at UF

Additional Recommended Courses

• PST950 Budget and Commitment Control
• PST130 Departmental Reconciliation

Other Resources

• ChartFields Descriptions (PDF)
• Required ChartField by Fund – To find which ChartFields are required by fund
• Account Use by Fund – To find appropriate Account Codes for a fund code
• Program Use by Fund– To find appropriate Program Codes for a fund code
• Fund Groups and Definitions (PDF) – Comprehensive list of current, loan, capital, and agency fund groups.

Reports

• To find a list of Business Units go to Enterprise Reporting > Access Reporting > (Public Folders ) > Financial Information > Reference > Business Unit Chartfield
• To view ChartFields used in your department, go to Enterprise Reporting > New Department Reports
  • Select your college, then select your department
  • Open the Excel-formatted report to view the ChartFields used for this month with descriptions
  • For funds not covered in these reports, click the other reports on the menu, such as New Sponsored Program Reports, Fund Reports, Residual Overhead Reports, and Construction Overhead Reports

Looking Up ChartFields in the System
Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values

Helpful Web Sites

• Finance and Accounting Directives and Procedures – ChartFields
  
• Finance and Accounting Directives and Procedures – Expenditure Policy
• IFAS Sponsored Projects
  
• College of Medicine Financial Services

Contact Information

General Accounting and Financial Reporting
Web site: http://www.fa.ufl.edu/departments/general-accounting/
Phone: 392-1326
Fax: 352 846 0166
E-mail: gahelp@admin.ufl.edu

Mailing Address:

33 Tigert Hall
PO Box 133202
Gainesville, FL 32611-5500