Chartfields — Help & Reference

Supplemental help content and quick jump links for OrgID, Fund, Activity, Project, Account and related lookups.

OrgID

OrgID Lookup has two different search parameters available:

  • Rollup Structure — Lists the selected OrgID and all OrgIDs that roll up or report to it in a hierarchical structure. Links on individual OrgID values go to the OrgID List positioned at the selected OrgID.
  • Business Unit — 01 — University is the preselected option. Business Unit (BU) is the highest grouping level for transactions and reporting.
  • OrgID — Enter the 5-character OrgID. (The OrgID is the second chartfield in the string.)
  • Status — Both is preselected (Active, Inactive, or Both).

Output Options

  • Display on Screen — Results are shown in a tree called OrgID Rollup.
  • Download to Excel — Converts results to spreadsheet format with Open/Save options.

OrgID Lookup / OrgID List

The OrgID List lists all OrgID values with pertinent information. The Reports To value shows the OrgID to which this Org reports. OrgIDs shown in red indicate Inactive values.

Business Unit options

  • 01 — University
  • 02 & 03 — Hospital/UNI
  • 04 — UURF

Order by — choose how results are ordered:

  • OrgID — the 5-character OrgID number (selecting it links to the OrgID rollup chart).
  • Organization Name — official organization name.
  • Status — Active, Inactive, or Both (note: inactive cannot be used for transactions).

Columns in OrgID Lookup table (sortable):

  • OrgID (links to OrgID Rollup)
  • Organization Name
  • Responsible Person (P.I.)
  • Liaison
  • Phone
  • Location (links to Location Code Lookup)
  • Reports To (links to OrgID Rollup)
  • Status (Active / Inactive / Both)

OrgID Rollup

OrgID Rollup displays the OrgID in a tree layout. Each node shows the five-digit OrgID followed by the organization description. Selecting an OrgID link directs the user to that OrgID in the OrgID Lookup table.

Fund Code Lookup

This lookup displays fund values within a fund group. Criteria include:

  • Business Unit — select one: 01 (UNIV), 04 (UURF), 05 (UUHN).
  • Status — Active, Inactive, or Both (inactive cannot be used for transactions).

Output Options

  • Display on Screen — shows results in a table called Fund Codes.
  • Download to Excel — converts data to spreadsheet format (Open/Save).

Fund Codes table

Columns shown for each Fund:

  • Detail Value — Fund Code
  • Description
  • Status — Active / Inactive / Both

For Business Unit 01 (University) an additional column categorizes each fund into groups such as General, Designated, Restricted, Plant, Loan, Endowment, Agency, Banks.

Activity Lookup

Search by Activity Number or Account Executive. Partial searches are supported (minimum first 3 characters of an Activity or first 3 letters of an Account Executive last name).

Criteria

  • Business Unit — 01 (UNIV) or 04 (UURF).
  • Activity Number — always 5 characters; entering it returns the exact Activity.
  • OrgID — must be 5 characters and valid; entering an OrgID returns all Activities for that OrgID.
  • Fund — links to Fund Code Lookup.
  • Account Executive — format LAST, FIRST (comma, no spaces); minimum 1 character allowed for partial searches.
  • Liaison — names stored Last, First.
  • Short Title — Activity short title.
  • Status — Active / Inactive / Both.
  • Date Added — From / To filters available.

Result columns (sortable)

  • BU
  • Fund (links to Fund table)
  • Activity (links to Activity Summary in Management Reports)
  • Status
  • OrgID (links to OrgID Lookup)
  • Short Title
  • Account Executive (links to Account Executive's projects)
  • Account Dept Contact / Phone
  • Mail Location Location Code Lookup
  • Liaison / Liaison Phone
  • Endowment Management Reports
  • FAS (6-digit legacy accounting number)
  • Date Added

Table features

  • Hide/Unhide Columns — choose columns to display.
  • Search — dynamic on-screen search filters visible and hidden columns as you type.
  • Download to Excel — exports the results to spreadsheet format.
  • Update Liaison/Phone — button links to the Activity Liaison Update screen.

Project Lookup

Search projects using a variety of criteria.

Search criteria

  • Project ID — minimum 3 and maximum 8 characters.
  • Award Number — 1–29 characters.
  • OrgID — 5 characters required; option to include rollup OrgIDs.
  • Account Executive — LAST, FIRST format (comma only, no spaces). Partial matches allowed.
  • Liaison — stored Last, First.
  • Agency Award Number, Proposal ID, Agency Name, Short Titles, LOC Number — searchable fields.
  • Status — Active / Inactive / Both.
  • ARRA — option to select only ARRA-funded projects.
  • Date Added — From / To filters.

Result columns (sortable)

  • Project (links to Management Reports Summary)
  • Short Title
  • OrgID / OrgID Name
  • Status (A/I)
  • Account Executive
  • Principal Investigator (P.I.)
  • Liaison / Liaison Phone
  • Award Number / Proposal ID / Version
  • Funding Start / End Dates; Award Start / End Dates
  • AgencyID / Agency Name / Agency Class / Agency Flow Through
  • Fixed Price, Fed/Non-Fed, Match Required, Contract/Grant, Equip Title
  • CFDA No, GCA Contact / Phone
  • Program, Program Name, Program Class, Program Class Name
  • LOC Fund Type / LOC Number / Funding Source
  • Control Accounts, Income, Matching, Location Code
  • ARRA indicator, IDP Code, Suppress Print, Budget SR Personnel
  • FAS Account, Project Create Date, F & A rate

Table features

  • Hide/Unhide Columns
  • Dynamic Search
  • Download to Excel
  • Update Liaison/Phone

Allowable / Unallowable

This section explains which expenses are allowable or unallowable for charging to certain funds or projects. More information can be found on Chart of Accounts

Account Ranges / Account Lookup

Selecting Account Ranges opens the Account Lookup search. Options include:

  • Business Unit — 01 & 04 (U of U & UURF); 02 & 03 (Hospital & UNI); 05 (UUHN).
  • Account Type — All / Balance Sheet / Revenues / Personal Services / Non Personal Services / Statistical.
  • Order — Numerical or Alphabetical.
  • Eff Status — Active / Inactive / Both (inactive for information only).

Output Options

  • Display on Screen — shows results in Account Lookup table.
  • Download to Excel — exports data to spreadsheet format.

Account Lookup table columns:

  • Begin
  • End
  • Description
  • Short Description

Custom Description List / Custom Account Descriptions

The Custom Description List opens the Custom Account Description Lookup. Searchable fields include:

  • Activity
  • SetID (01 — UNIV, 04 — UURF)
  • Project / SetID

Output Options

  • Display on Screen — shows a table called Custom Account Descriptions.
  • Download to Excel — exports results to spreadsheet format.

Columns shown in Custom Account Descriptions:

  • Account
  • Default Description
  • Custom Description

Non Personal Service Expenses

Non Personal Service (NPS) Expenses are explained here .

Other Resources

Financial Services (FS) web pages provide additional helpful information about Chartfields:

This is a help/reference page — Chartfiled Templates