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Request or Inactivate a ChartField Value or Chart String

Overview

ChartField Maintenance now utilizes the electronic ChartField Request form available in NUFinancials in conjunction with the implementation of 9.2. For more information, please visit our ChartField Maintenance section.

A new ChartField (or chart string) is requested when an existing ChartField value or management chart string does not meet a need to capture unique financial activity for appropriate monitoring or financial accounting purposes. The ChartField Request Form supports requests for new Department IDs, Project IDs (non-grant), Program Codes, ChartField 1 values, or Account codes. The ChartField Request Form also supports the Inactivation, Reactivation, or Modification of these fields.

Please refer to our General Guide for Processing ChartField Requests and for detailed guidance for how to request an add or update of a ChartField.

Add ChartField Process

  • Identify the need for a new ChartField:
    • identify the type of financial activity to be recorded and management responsibility
    • review existing ChartFields and chart strings to match activity to appropriate values
    • if values are not found, request a new value
  • The requestor completes the ChartField Request Form available in NUFinancials.
  • The system routes the form for approval within the school or unit to the authorized user/submitter for that particular area.
  • After the school or unit approves the request, the system routes the form to the next approver (this depends on the type of request). Certain request types require other central office approval prior to Accounting Services approval. Common examples include gift or endowment Project ID, Department ID, or self-supporting Project ID, among others. 
  • The form routes back to ChartField Maintenance for finalization and approval.
  • The form is then routed to Financial Operations IT for system update. When complete, an email from Financial Operations IT is sent to the users listed in the notify section of the form.     

Inactivate (Update) a ChartField or Chart String Process

  • Identify whether a ChartField or chart string needs to be inactivated. 
  • Verify that ending balances are zero and no encumbrances exist for any combination that includes the ChartField that needs to be inactivated, or the specific chart string that needs to be inactivated.
    • ChartField inactivations can be submitted at any time.
    • chart string inactivations can only be submitted on a quarterly basis (see instructions).
  • The system routes the form for approval within the school or unit to the authorized user/submitter for that particular area after the requester has completed and submitted the form.
  • An authorized user/submitter will need to review and approve the form before it routes to Accounting Services.
  • The ChartField Maintenance unit in the Accounting Office reviews and approves the request for processing.
  • The form is then routed to Financial Operations IT for system update. When complete, an email from Financial Operations IT is sent to the users listed in the notify section of the form.   

Other (Update) Changes to ChartField Process

  • For other ChartField updates, the ChartField Form available in NUFinancials should be used; the request type is Update. Examples include but are not limited to Reactivations, Start or End Date adjustments, or Description changes.
  • The system routes the form for approval within the school or unit to the authorized user/submitter for that particular area after the requester has completed and submitted the form.
  • An authorized user/submitter will need to review and approve the form before it routes to Accounting Services.
  • The ChartField Maintenance unit in the Accounting Office reviews and approves the request for processing.
  • The form is then routed to Financial Operations IT for system update. When complete, an email from Financial Operations IT is sent to the users listed in the notify section of the form.  

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