Chart of Accounts Manual
The DeptID ChartField answers the question "What management unit is responsible for the financial transactions?"
- Department or organizational unit
- Required on all transactions
- 5 numerical characters beginning with a "1" (actuals)
DeptID identifies the organization at the University where budgets, staff, or academic programs are managed. It represents one or more of the following:
- A management unit of fiscal responsibility, OR
- A hiring authority for staff or a unique department designation required for effective human resource management (Human Capital Management [HCM] system), OR
- A distinct academic program which requires a unique department designation for effective management of academic programs (Campus Solutions [CS] system). One set of DeptID values will be shared by all Enterprise systems (Financial, CS, and HCM).
DeptIDs with alpha characters indicate a budget-only or rollup value. Budget-only values for RRCs contain the approved acronyms for those RRCs.
Connections between CS, HCM, and the financial system:
- When discussing DeptID in the HCM or CS systems, care should be taken to differentiate the use of DeptID as an HR department or academic organization from DeptID as part of a ChartField string used in a financial distribution line.
- The Office of the VP for Human Resources and the Office of the Registrar are responsible for establishing and maintaining the definition and criteria for an HCM DeptID and an CS Academic Organization. These definitions are compatible with the definition of a DeptID in the financial system.
Resource Responsibility Centers are the organizational/management groups within the offices of the vice presidents. They are generally management units, colleges, or administrative organizations (College of Liberal Arts, Office of Human Resources, etc.).
Trees for DeptID reflect the management structure of the University and rollup information required for reporting, fiscal responsibility and oversight, and/or physical location. The University currently maintains two trees:
Trees consist of two main components: leaves and nodes.
- LEAF – Individual DeptID.
- NODE – Level of management. A node is comprised of all the nodes and deptids that roll up to it.
This is the DeptID roll up (tree) structure; a node at any level includes all DeptIDs within any lower-level node contained within it:
- University Level 0
- Campus Level 1
- Vice President Level 2
- RRC Level 3
- Level 4
- Level 5
- Level 6
- Level 5
- Level 4
- RRC Level 3
- Vice President Level 2
- Campus Level 1
Within RRCs, DeptIDs can be further organized and grouped for management/reporting purposes. In the fiscal tree, there are three levels below the RRC level, and how the levels are used (or if they are used) is determined by the needs of the VP and the RRC. RRCs have control over how the nodes at level 4 and below on the fiscal tree are organized. The lowest level of management is the DeptID itself. Each node on the fiscal tree also represents a ChartField Value Set, which can be used to create reports.
Nodes on the budget tree are managed by the Budget Office. In the budget tree, each level 4 node is identified by a budget-only DeptID beginning with a “Z,” sometimes referred to as the Z-value.
Trees are maintained centrally through the DeptID request and approval process. Trees are used for multiple purposes:
- The allocation and budget processes.
- Development of summary reports.
- Commitment control rules, combo edits, etc.
Sample section of the fiscal tree:
A tree may contain multiple nodes of the same level. Using the same example from the UM_DEPTID_FISCAL tree, the VPUSV (VP for University Services) has six RRCs: USERV, AUXSV, FMXXX, CPPMX, PUBSF, and UHLSF. The USERV (University Services) RRC has DeptIDs immediately at the RRC level and two Level 4 nodes: U_SERV_FINANCE and U_SERV_INFO_TECH. The lowest level of the tree is the leaf, in this case, the DeptID.
Guide to Actions on Existing DeptIDs
The Office of Budget & Finance coordinates the process of creating and maintaining DeptIDs.
When should a DeptID description be changed?
- The unit has been renamed to reflect current vernacular, an official designation, or a modest change in scope.
- The unit has moved on the University organizational chart (changed RRC, or Z DeptID/Entity on DeptID trees) and the previous description referred to the former place in the organization.
- The previous DeptID description is inaccurate or is misleading to someone not familiar with the unit.
A description change does not occur when a requested change indicates a broader shift in the nature of the unit, e.g., Biochemistry to Biochemical Engineering.
When should a DeptID value be repurposed?
- Best practice is to close DeptIDs that are no longer in use as originally designed and request a new DeptID for a new unit.
- The new unit meets all criteria for a new, valid DeptID. (Purpose: maintain integrity of the DeptID definition and structure.)
- The new designation is within the same RRC, Z DeptID and HR Entity. (Purpose: to ensure that historic comparisons at the Z DeptID/Entity ID level are not skewed by reassignment to an unrelated unit.)
- The DeptID has been inactive as a financial DeptID, HR DeptID (for all positions & appointments; consult with HR before submitting a request), and Academic Org for one full fiscal year. (Purpose: to ensure a separation between activities related to the previous designation versus the new designation.)
A request to repurpose a DeptID must be approved before setting up financial, HR, or student activity for the repurposed DeptID. Requests to repurpose a DeptID that do not meet the above criteria will be denied, even if activity has been posted to the DeptID.
When should a DeptID move on a tree?
- Reporting relationships have changed so that the DeptID should be reflected as rolling up to a different RRC, Z DeptID, or Entity ID. A Z DeptID or Entity ID also may shift to a different RRC.
Except in the case of a complete disbanding and reconfiguration of a unit, movement on the tree to maintain the historic activity of the unit under the same DeptID is preferred to issuing a new DeptID.
When should a DeptID be deactivated?
- No new revenues, expenses, or encumbrances have been posted within one full year. There are no encumbrances or outstanding transactions.
- All clean-up transactions occurred within the previous fiscal year.
- No active personnel are assigned to the DeptID as an HR DeptID.
- Capital assets have been transferred to other DeptIDs.
- All sponsored projects and proposals are closed.
- The balance is zero on every chartstring that includes the DeptID.
- No item types with chartstrings including the DeptID are in use in the Student system.
|VP Abbreviation||Vice Presidential Unit||RRC Abbreviation||RRC Name|
|BDREG||Board of Regents||AUDIT||Internal Audit, Office of|
|RGNTS||Board of Regents, Office of|
|GENCL||General Counsel||OGCXX||General Counsel, Office of the|
|SVPHS||SVP Health Sciences||AHCSH||AHC Shared Units|
|HLSCI||Health Sciences Administration|
|SVPPA||SVPP Academic Affairs||AAPRV||Acad Affairs&Provost, Sr VP|
|AESXX||Ag Experiment Station|
|CBSXX||Biological Sciences, Col of|
|CCEXX||Continuing Education, Col of|
|CEHDX||Education/Human Dev, Col of|
|CFANS||Food, Ag & Nat Res Sci, Col of|
|CLAXX||Liberal Arts, College of|
|CSENG||Science & Engineering, Col of|
|CSOMX||Carlson School of Management|
|DENTX||Dentistry, School Of|
|DESGN||Design, College of|
|EQDIV||Equity & Diversity|
|GPSTR||Global Programs & Strategy|
|GRADX||The Graduate School|
|HHHXX||Public Affairs, HHH School of|
|NURSG||Nursing, School of|
|PHARM||Pharmacy, College of|
|PUBHL||Public Health, School of|
|STDAF||Student Affairs, Vice Provost|
|UEDUC||Undergrad Ed, V Provost&Dean|
|VETMD||Veterinary Medicine, Col of|
|SYSTM||Systemwide||SUFIN||Systemwide University Finance|
|UMCCH||Chancellor, Crookston||UMCXX||UM Crookston|
|UMDCH||Chancellor, Duluth||UMDXX||UM Duluth|
|UMMCH||Chancellor, Morris||UMMXX||UM Morris|
|UMRCH||Chancellor, Rochester||UMRXX||UM Rochester|
|PRESD||President, Office of the|
|VPCFO||VP, CFO, Treasurer||CONTR||Controller's Office|
|VPCIO||VP & Chief Information Officer||ERPXX||Enterprise Resource Planning|
|OITXX||Information Technology, Ofc of|
|VPHRS||VP Human Resources||OHRXX||Human Resources, Office of|
|VPRSH||VP Research||RSRCH||VP for Research, Office of|
|VPUSV||VP University Services||AUXSV||Auxiliary Services|
|CPPMX||Capital Planning & Proj Mgmt|
|UHLSF||University Health & Safety|
DeptID values as of July 1, 2017. (xlsx) For FY2018