This guide explains how to prepare for and submit a request to add or update a Chartfield in NUFinancials.
Overview
A request to add new or update existing ChartField 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. Requests to add or update ChartFields can be made by any user of NUFinancials, but requests need to be approved by the department before they are reviewed by the ChartField Maintenance team.
Financial Structure Request supports requests to Add, update or Inactivate Fund Codes, Department IDs, Project IDs (non-sponsored), Program Codes, ChartField1 values, or Account codes. Supported updates include Status changes (Active/Inactive), Description changes and in limited cases, changes to Effective Dates.
Additionally, multiple Chartfield requests can be logically grouped together for larger, organizational restructuring requests. Note, if you choose to group multiple requests under a single Request ID, the updates will not occur until ALL lines of the request are approved.
Before submitting a request, you should:
- 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.
I want to...
Start Request
To start a request:
- Login to NUFinancials and select Financial Structure Request tile from the Accounting/Budget tile group
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- Click +Add button then click Add button again on next page to begin request
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General Information page
- Enter Reason for Request and Telephone number
- Click Save button
- Click Add line
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Request Line window appears
- Field Name: Choose from the following:
- ACCOUNT
- CHARTFIELD1
- DEPTID
- FUND_CODE
- PROGRAM_CODE
- PROJECT_ID
- Select “ChartField” for Template Type
- Click Done button
Note: Each ChartField requires slightly different information to submit. Click on links below to see detailed instructions by ChartField.
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Add/Update Fund Code
To Add/Update Fund Code:
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Request Line
- Select “FUND_CODE” for Field Name
- Select “ChartField” for Template Type
- Click Done button
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Request Lines
- Click Request Detail button in Request Lines area to begin entering request details
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Use Navigation menu on left to navigate and enter required details
Request Assignment
- Request Type: Select “Add” or “Update” from drop-down menu
- Field Value: For new chartfields, enter a unique value. To update chartfield, enter or select from list of existing values
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- Enter Core Information
Required Fields:
- Effective Date
- Status
- Description
- Short Description
- Field Value
- Long Description
- Attributes
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- Enter Business Justification
Required Fields:
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Questions
- Answer all questions, as applicable
- Click Save
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Add/Update Department
To Add/Update Department:
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Request Line
- Select “DEPTID” for Field Name
- Select “ChartField” for Template Type
- Click Done button
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Request Lines
- Click Request Detail button in Request Lines area to begin entering request details
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Use Navigation menu on left to navigate and enter required details
Request Assignment
- Request Type: Select “Add” or “Update” from drop-down menu
- Field Value: For new chartfields, enter a unique value. To update chartfield, enter or select from list of existing values
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- Enter Core Information
Required Fields:
- Effective Date
- Status
- Manager ID
- Description
- Short Description
- Field Value
- Long Description
- Attributes
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- Enter Business Justification
Required Fields:
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Questions
- Answer all questions, as applicable
- Click Save
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Add/Update Project ID
To Add/Update Project ID:
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Request Line
- Select “PROJECT_ID” for Field Name
- Select “ChartField” for Template Type
- Click Done button
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Request Lines
- Click Request Detail button in Request Lines area to begin entering request details
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Use Navigation menu on left to navigate and enter required details
Request Assignment
- Request Type: Select “Add” or “Update” from drop-down menu
- Field Value: New Project IDs are auto-assigned based on the Project Type selected on Core Information page (Step 7.)
Once saved, a Project ID number cannot be changed. If the auto-assigned number is incorrect due to the wrong Project Type being selected, the request must be cancelled.
To UPDATE a Project ID, enter or select from list of existing values
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- Enter Core Information
Required Fields:
- Start/ Effective Date - The date that the Project ID is set to start. Typically the start of fiscal year.
- End Date - The date that the project will be ending. If there is not an end date, you may choose 08/31/2049 as the standard default.
- Status
- Department
- Project Manager
- Project Type
- Description - Enter a description (30 Characters). This description is visible in most places.
- Project Description - Full description, may be the same as Description above if no additional explanation is needed (256 Characters)
- Long Description - Enter complete description of your ChartField
- Attributes - Enter one or more lines for the ChartField Attribute Values
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- Enter Business Justification
Required Fields:
- Budget Type - Select type from drop-down. Attach a budget template when necessary.
- Principle Expendable - *Only Required for Endowment Requests
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Questions
- Answer all questions, as applicable
- Click Save, new Project_ID value now appears
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Add/Update Account
To Add/Update Account:
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Request Line
- Select “ACCOUNT” for Field Name
- Select “ChartField” for Template Type
- Click Done button
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Request Lines
- Click Request Detail button in Request Lines area to begin entering request details
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Use Navigation menu on left to navigate and enter required details
Request Assignment
- Request Type: Select “Add” or “Update” from drop-down menu
- Field Value: For new chartfields, enter a unique value. To update existing chartfield, enter or select from list of values
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- Enter Core Information
Required Fields:
- Effective Date
- Status
- Monetary Account Type
- Description
- Short Description
- Long Description
- Attributes
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- Enter Business Justification
Required Fields:
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Questions
- Answer all questions, as applicable
- Click Save
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Add/Update Chartfield1
To Add/Update Chartfield1:
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Request Line
- Select “CHARFIELD1” for Field Name
- Select “ChartField” for Template Type
- Click Done button
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Request Lines
- Click Request Detail button in Request Lines area to begin entering request details
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Use Navigation menu on left to navigate and enter required details
Request Assignment
- Request Type: Select “Add” or “Update” from drop-down menu
- Field Value: New Chartfield1 values are auto-assigned.
To update Chartfield1, enter or select from list of existing values
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- Core Information
Required Fields:
- Effective Date
- Status
- Description
- Short Description
- Long Description
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- Business Justification
Required Fields:
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Questions
- Answer all questions, as applicable
- Click Save
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Add/Update Program Code
To Add/Update Program Code:
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Request Line
- Select “Account” for Field Name
- Select “ChartField” for Template Type
- Click Done button
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Request Lines
- Click Request Detail button in Request Lines area to begin entering request details
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Use Navigation menu on left to navigate and enter required details
Request Assignment
- Request Type: Select “Add” or “Update” from drop-down menu
- Field Value: For new chartfields, enter a unique value. To update chartfield, enter or select from list of existing values
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- Enter Core Information
Required Fields:
- Effective Date
- Status
- Description
- Short Description
- Long Description
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- Enter Business Justification
Required Fields:
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Questions
- Answer all questions, as applicable
- Click Save
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Add Attachments
Add Attachments
Add attachments
- Return to Request Assignment page
- Click Discussion/Attachments
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- Discussion page opens in new tab. Click Attachment icon near bottom of page
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- Choose file from device
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- Attachment appears on page. Close Discussion Tab in browser
- Attachments cannot be removed once attached. Please use comments to notify reviewers if previous attachments should be ignored.
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Submit Request for Approval
Submit Request for Approval
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Submit Request
- Return to Request Assignment page
- Click Submit
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- Submit confirmation appears, click Yes
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- Request successfully submitted.
To see list of approvers clickView Approval Workflow
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