Chart of Accounts (COA)
The Chart of Accounts is the backbone of the financial system. All of the University's accounts are listed in the general ledger by reference or account number to track and report on accounts. To learn the ChartField string for your area, please contact your department accountant.
The current COA manual is presented as a series of web pages available here.
For those who understand the COA and want the Excel spreadsheets containing the detail values, here are quick links. Keep in mind that the official record of active codes are in the financial system itself, rather than on these spreadsheets.
Changes and Updates
Need a new ChartField value or want to suggest a change to a current value?
Suggestions for changes to Fund, Function, and Account codes are accepted throughout the year by a committee of University community members and central business process owners. Send items to firstname.lastname@example.org for routing to this group. This team reviews requests and typically makes significant updates once per year.
New DeptID requests or requests for changes are reviewed by the Budget Office. These requests are considered throughout the year. Each college or administrative unit has individuals with access to the COA Request form in EFS to complete requests for these values.
Requests for new Program codes, ChartField 1, ChartField 2, or ChartField 3 (FinEmplID) values are accepted throughout the year. Each college or administrative unit has individuals with access to the COA Request form in EFS to complete requests for these values.
Project values are created and updated by Sponsored Projects Administration (SPA) for sponsored projects. Facilities Management also uses Project values and creates or updates codes for activities in that area.
Combo Codes are the PeopleSoft-delivered way for HRMS to make use of ChartField strings from Finance.
Item Types are the PeopleSoft-delivered way for Campus Solutions' Student Fees and Scholarships to make use of ChartField strings from Finance.
Valid ChartField string combinations are sent over to Campus Solutions and HRMS from Finance. These are translated into combo codes or item types. When valid codes are missing in Campus Solutions, fee setup cannot be completed, impacting tuition calculation, department revenue streams, and possibly resulting in erroneous student bills. Further, when the ChartField string combination is not present, a scholarship entry cannot be processed.
When valid codes are missing in HRMS, people will still get paid but the accounting for that activity will be sent to either a suspense string or a "default" string for the department. Financial reports for the unit will be impacted and there will be additional work for departmental HR and accounting staff.
Viewing Combo Codes
- The best place to view Combo Codes is the Combo Code Table in the HR system: UM Financial Transactions > UM Salary, Fringe, Adjustments > Combination Code Table
- Another location in the HR system is: Set up HRMS > Chartfield Configuration > Combination Code Table
ChartFields Illustration (pdf)
Conversion Table (CUFS to EFS 2008)