A

Account—(six alphanumeric characters that characterize a transaction)

• Revenue accounts will start with the letter R (e.g., gifts=R08100).
• Expense accounts will start with the number 1 (e.g., office supplies=141000).
• Asset (begins with the letter A followed by a number) or Liability (begins with the letter L followed by a number) accounts will automatically be filled in when selecting an Asset or Liability SpeedType.

Transfers and allocations:

• When operating to operating or when non-operating to non-operating, use 199700 on both sides of entry.
• When between operating and non-operating, use 199800 on both sides of entry.
• Asset and liability will normally use the same value for both Account and Purpose: The speedtype will prefill account and should not be changed.
• A full list of accounts can be viewed (or printed).

Accounting Period—Defines the month of the fiscal year as follows:

• Period 1—July
• Period 2—August
• Period 3—September
• Period 4—October
• Period 5—November
• Period 6—December
• Period 7—January
• Period 8—February
• Period 9—March
• Period 10—April
• Period 11—May
• Period 12—June
• Period 991—1st Close
• Period 992—2nd Close
• Period 999—Closing entries (should not be used for general inquiry)
• Period 0—Beginning entries (should not be used for general inquiry)

Analysis Type—(three characters)

An identifier that distinguishes different types of costs in projects. Use with UOD_PROJ_RES_VW. You can view (or print) a list of important analysis types from the UDFS Training web site.

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Class—(three numeric characters)
All class values will be numeric. Budget office will assign permanent class numbers; class defines a salary transaction to characterize the position associated with the salary payment.

Chartfield3 (User Field)—(ten numeric characters)
Field to be designated as a "User" Field. Predefined values, primarily numeric, available for users to apply a further characterization of the transaction. Use of this field is an internal decision and the user determines the defintion/description of the value. For example, value 0000000001 may mean "ENGL110 section 3" to one user and "Task4" to another.

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D

Department—(five numeric characters)

Field is used to identify administrative unit for each Purpose code. Five numeric characters. The use of the Department chart field allows for advanced reporting and is used in other financial processes. Department value is automatically filled in by the SpeedType selected.

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Facilities & Administrative (F&A) Costs—Facilities & Administrative (F&A) costs are indirect costs charged to external grants/contracts and carry the 195000 account value (and the SFA analysis type).

These charges are designed to cover the costs of administration associated with research at the University. Charges are incurred daily through the Grants F&A process and are summarized for the general ledger monthly.

UD Financial System users should recognize the following differences:

• Data generated from the Grants tables will produce results of F&A as charged up to the prior day.
• Whereas a similar inquiry from the General ledger (General Accounting) tables will produce results with only the last summarized transaction.
• The two tables are synchronized after the month has ended.

Fringes—Fringe Benefits are charged on the 129### series of account values and are processed monthly through an allocation managed by General Accounting. The charges are available for review by users only after the accounting period/month has ended. Current fringe rates.

Fund—(five alpha characters)

Identifies operating, non-operating, and agency funds as follows:

• OPBAS=Operating Basic (FY funds)
• OPSS=Self Supporting (FY funds)
• OPBAL=Operating Balance (Assets, Liabilities, Carry Forward, or PTD Funds)
  
• NOPLT=Non-Operating Plant (Assets, Liabilities, and PTD funds)
  
• NOLOA=Non-Operating Loan (Assets, Liabilities, and PTD funds)
  
• NOEND=Non-Operating Endowment (Assets, Liabilities, and PTD funds)
  
• AGNCY=Agency Funds (Not University Funds [e.g., Student Groups/Clubs, University Affiliated Organizations])

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Program—(five alphanumeric characters)

Field to define type of expense such as instruction, research, scholarships, etc. Will not be used with Purpose codes for Asset, Liability, Agency, NOPLT (BLDG and RNOV85) or Purposes for basic revenue only. Examples (not complete list):

• ACDAD—Academic Administration
• ACDLB—Library
• ACDSP—Academic Support
• ADALL—Administrative allowable in Indirect Cost Calc
• ADNON—Administrative Not allowable in Indirect Cost Calc
• ADRES—Research Admin
• AGEXT—Ag Extension
• ALLOC—Allocations
• AUXAL—Auxiliary Allocations
• AUXDS—Aux Debt Service
• AUXIL—Auxiliary Enterprises
• AUXTR—Aux Tranfers
• BENEF—Benefits
• DBTSV—Debt Service
• FAAWD—Awards & Prizes
• FAFEL—Fellowship
• FASCH—Scholarship
• INST1—Instruction
• INST2—Departmental Research
• INST3—Activities of Educ Depts
• OPMNT—Operations & Maint of Plant
• PUBSV—Public Service
• RSCH1—Federal Research
• RSCH2—State Research
• RSCH3—Industry Research
• RSCH4—Foundations Research
• RSCH5—Other Sponsored Research
• RSCH6—Univ Sponsored Research
• RSEXP—Ag Exper Station
• RSRVS—Reserves
• SPINS—Sponsored Institutes
• STSVC—Student Services
• TRSFS—Transfers
• ZZZZZ—Max Range
• INST7—Internal Service
• INSTM—Inst Match-Use w Fndtype 42/43
• RSCHM—Rsch Match-Use w Fndtype 42/43
• PBSVM—Pbsv Match-Use w Fndtype 42/43
  

Project ID—(fifteen alphanumeric characters)

This 15-character alphanumeric Chartfield identifies contract and grant activities and facilities projects. Project ID values are created by adding particular designators for fiscal year, building, or other coded details to the 10 characters in the "Purpose" (e.g., ARTC372111 Purpose=ARTC37211199000 Project ID).

Combining a Contract & Grant Project ID with a non-related Purpose on a transacation, tags that transaction as a Cost Share transaction for that Grant/Contract (e.g., ARTC37211199000 used with ARTC17S000 will be assigned a CGE analysis type).

Purpose—(ten or fewer alphanumeric characters)

Purpose is the key chart field defining the funds used for a transaction. This field is used to assign row level security within the reporting environment.

Asset and Liability Purposes begin with a letter A or L followed by numbers. These codes are six characters long, other codes are 10 characters long.

For non-asset or liability codes the following is true: The first four characters will identify major unit.

Next two characters will generally be as follows:

• Basic Operating, Allocated and Supplemental funds will start with a number 1.
• Self Supporting funds will start with a number 2.
• C and G funds start with the number 3 or 4.
• Loan funds will start with a number 5.
• Endowment funds will start with a number 6 or 7.
• Plant funds will start with a number 8.
• Agency funds will start with a number 9.
• The last four characters will be randomly sequentially assigned with some variations.

View some examples.

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Scenario—Value varies by the account or the process creating the transaction. For salary transactions, Scenario is used to identify the Effort Period for that pay. For ProCard transactions, Scenario field is used to define the last 6 digits of the Pro Card used for the purchase.

Source—(eight numeric characters)

Field will be used for contracts and grants agency information (e.g., 3303050000 OFFICE OF NAVAL RESEARCH).

Field will be used to tag and track State Appropriations for Operations, State Special Lines, and Capital State items. It will also be used to track source of funds backing expenditures for capital projects, including State and other sources (e.g., 6100000000 UNIDEL FOUNDATION). View some examples.

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UOD_ACCOUNT_DESC—Descriptive name of the Account chartfield.

UOD_BEG_FISC_BAL—Balance at the beginning of the fiscal year.

UOD_BUDGREF_DESCR—The budget year. Not populated yet.

UOD_CHRTFLD1_DESCR—Descriptive name of the Purpose Chartfield.

UOD_CHRTFLD2_DESCR—Descriptive name of the Source Chartfield.

UOD_CHRTFLD3_DESCR—Descriptive name of the User Chartfield, which tags transactions with a code that each UDFS user can unterpret as (s)he finds useful. Not populated yet.

UOD_CURR_DEOBL_AMT—Total deobligations to date.

UOD_CURR_FISC_BAL—Current month's transactions for the Accounting Period.

UOD_DEPTID_DESCR—Descriptive name of the department.

UOD_ENC_ID—Encumberance ID: Defined by user to identify an obligated item.

UOD_END_FISC_BAL—Beg_Fisc_Bal plus all transactions in the fiscal year.

UOD_END_FSC_BAL_PR—Equivalent to the END-FISC-BAL value of that accounting period in the prior fiscal year.

UOD_FUNDCODE_DESCR—Descriptive name of the Fund Code.

UOD_GLADJUST_DESCR—Descriptive name of the Adjustment Type.

UOD_NET_BUDGET—Net Budget: Beginning budget plus all temporary OR permanent changes.

UOD_NET_BUD_PR_YR—Net Budget for the Prior Year.

UOD_NET_PERM_BUD—Net Perm Budget: Begining budget plus ONLY permanent changes.

UOD_ORIG_AMOUNT—Original amount of the obligation.

UOD_PERM_CHNG_BUD—Perm Change Budget: All permanent changes to the budget.

UOD_PROGRAM_DESCR—Descriptive name of the Program Chartfield. Not populated yet.

UOD_PROJECT_DESCR—Descriptive name of the Project Chartfield.

UOD_PROJ_TO_DT_ACT—Project to Date Actuals: Transactions (Revenue Expense) from the Actuals Ledger that carry a Project ID.

UOD_PROJ_TO_DT_BAL—Project to Date Balances: Project to Date Budget LESS the Project to Date Actuals.

UOD_PROJ_TO_DT_BUD—Project to Date Budget: Budget Transactions which carry a Project ID.

UOD_REMAINING_AMOUNT—Original amount less any deobligated amounts.

UOD_SCENARIO_DESCR—Descriptive name of the Scenario Chartfield.

UOD_START_BUDGET—Beginning Budget for a fiscal year.

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