ChartFields are information fields used to provide the university's financial system with the basic structure to segregate and categorize transactional and budget data. They include Funds, Departments, Accounts, Programs, Classes and Projects. Combining a series of ChartFields makes up a ChartField String.
Knowing how to code your expense or revenue is "key" to initiating transactions and effectively managing your accounting activity. When completing requisitions, expense claims, online payroll templates, deposits, and journal entries, choosing the correct ChartFields every time will ensure consistent reporting and data integrity.
Sample ChartField String:
| Fund | Department | Account | Program | Class | Project |
|---|---|---|---|---|---|
| (1) | (1) | (1) | (2) | (3) | (4) |
| 30000 | 11460 | 640001 | 11603 | 1319 | 341688 |
| Research | Geography | Travel | Work Study | Calgary | SSHRC # |
(1) Required
(2) Optional (required for CFI Research Projects)
(3) Optional
(4) Required (for Research and Capital funds)
Chartfield Definitions
The Fund ID identifies the funds used to segregate, control, and monitor resources to help ensure and demonstrate compliance with legal/administrative requirements. To view the descriptions of the university's fund structure, select the PDF document below. For additional information regarding Fund IDs, contact financial.reporting@queensu.ca.
- Fund Descriptions (PDF, 173 KB)
The Department ID identifies the divisional breakdown of an entity into operating units. This identifier forms the basis for the university's budgets and is used to grant system access to users.
Request of Department ID – Required Criteria
- An ongoing distinct activity for the foreseeable future
- A separate budget attributed to the activity
- A manager/head/director is responsible for the proposed department
To request a new Department ID, complete a ChartField Request Form (PDF, 1.6 MB) and forward it to your Department/Faculty Unit Financial Contacts (Business Officer) for approval.
Other Relevant Information
- System access is granted at the Department ID level
- Department ID is shared amongst all PeopleSoft modules (i.e. Finance, Human Resources, and Student Financials)
- To view the most recent list of Department IDs, refer to the FAST Departmental Listing report found in the Public Pinned Reports section
- For additional information regarding Department IDs, contact financial.reporting@queensu.ca
The Account ID identifies the nature of a transaction and is used consistently across departments to record revenues and expenses.
The Program ID identifies activities or events directed towards the accomplishment of a set of objectives (e.g. conference, workshop, event, program, etc.). The identifier is used to track management information across all other boundaries, including department and fund. To view the most recent listing please run the Program Listing report in FAST (instructions on how to run reports). For additional information regarding Program IDs, contact financial.reporting@queensu.ca
The Class ID identifies activities relating to people and locations (e.g. employee, faculty, student, team, visitor, city, etc.). The identifier is used to track management information across all other boundaries, including department and fund. To view the most recent listing please run the Class Listing reports in FAST (instructions on how to run reports). For additional information regarding Class IDs, contact financial.reporting@queensu.ca
The Project ID identifies activity directed towards the accomplishment of a set of objectives that has a defined beginning and end. This identifier is used to track research projects (IDs that begin with "3") and/or capital projects (IDs that begin with "4"). Research Project IDs are assigned by Financial Services at which time Principal Investigators are notified. Capital Project IDs are assigned and administered by Physical Plant Services.