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FINANCIAL SYSTEM GENERAL LEDGER CHARTFIELDS> How to Use COA Google Sheet
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FundDeptIDProgram PCBUProjectActivityAccountFinEmplIDCF1CF2CS
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(4 numeric)
Identifies source of money and restrictions on use.
(5 numeric)
Identifies unit/fiscal area responsible for financial activity. Generally values begin with 1. 		(5 numeric)*
Describes activity being done (which aligns with a function), e.g., credit instruction, outreach. Program is required whenever Project is not applicable. *Alphanumeric values can be requested but use is restricted. Generally values begin with 2 or alpha character.		(5 alpha)
Identifies type of project: Sponsored or Construction in Progress.
Values: UMSPR, UMCIP		(8 numeric)
Identifies sponsored projects and select non-sponsored activities. 		(1 numeric)
System requires use of this field when Project field is used.
Value: 1 		(6 numeric)
Identifies nature of transaction (expense, revenue, asset, etc.).		(7 numeric)
EmplID used to track activity to employee, required with certain Program values.		(10 alphanumeric)
Centrally-defined field used to track defined strategies. 		(10 numeric)
User-defined field used to track activity by college or department. 		(2 alpha)
Identifies cost share transactions on non-sponsored funds.
Value: CS
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REQUIRED ALL
TRANSACTIONS		REQUIRED ALL
NON-SPONSORED AND COST SHARE TRANSACTIONS		REQUIRED ALL
SPONSORED AND COST SHARE TRANSACTIONS		REQUIRED ALL TRANSACTIONSCONDITIONAL / OPTIONALREQUIRED COST SHARE TRANSACTIONS
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 Function - An attribute of every Program and Project value. Function identifies the purpose of the Program or Project, for example, instruction or research.
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Required ChartFields Per Transaction Type
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There are three primary types of ChartField strings: non-sponsored, sponsored, and cost share. Depending on the type of transaction, certain ChartField values must be populated. The minimum required ChartFields per transaction type are labeled as "Required."
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Non-sponsored
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Funds available for use on activities that are not externally-sponsored research (e.g., funds from state appropriations, tuition, auxiliaries).
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FundDeptIDProgramPCBUProjectActivityAccountFinEmplIDCF1CF2CS
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✓ Required✓ Required✓ RequiredN/AN/AN/A✓ RequiredConditional/
Optional		Conditional/
Optional		Conditional/
Optional		N/A
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Sponsored
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Money received by the University from an external party to fund a sponsored project. Sponsored projects are governed by specific terms and conditions and are separately budgeted and accounted for in accordance with OMB Federal Regulations 2 CFR 200 (also known as Uniform Guidance), University policies governing sponsored projects, and/or the terms of the sponsoring entity. Sponsored funds may include money received to fund grants, contracts, and cooperative agreements for research, training, and other public service activities.
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FundDeptIDProgramPCBUProjectActivityAccountFinEmplIDCF1CF2CS
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✓ Required✓ RequiredN/A✓ Required✓ Required✓ Required✓ RequiredConditional/
Optional		Conditional/
Optional		Conditional/
Optional		N/A
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Cost Share
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The portion of the sponsored project’s costs that are not paid for by the sponsor. The University (department) typically pays for these costs via a non-sponsored funding source.
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FundDeptIDProgramPCBUProjectActivityAccountFinEmplIDCF1CF2CS
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✓ Required✓ Required✓ Required✓ Required✓ Required✓ Required✓ RequiredConditional/
Optional		Conditional/
Optional		Conditional/
Optional		✓ Required
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Controller's Office | Financial Training • controller.umn.edu/training9/19/23
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Financial Helpline: 612-624-1617 or controller@umn.edu