CU System Administration offices -- including the OUC -- will close at 1 p.m. Friday, July 1, and remain closed on Monday, July 4, in honor of Independence Day. We will reopen for normal business hours on Tuesday, July 5.
The University's Chart of Accounts in the PeopleSoft Finance System is made up of 10 blocks of information called ChartFields. ChartFields can be joined together in various combinations to identify where to record a transaction. The ChartField string looks like this:
ChartFields with diagonal lines through them will default in the system so you do not have to enter them every time you do a transaction. Shaded ChartFields are optional and will be discussed below. Solid ChartFields are determined and entered by the user (you).
The FOPP stands for Fund, Organization, and Program or Project. It is the central element of the PeopleSoft Finance System coding. The Fund/Org/Program or Fund/Org/Project combination describes a functional unit that has been established for a specific purpose within the University. Each FOPP has a designated individual who is responsible for overseeing the general financial health and specific transaction activity of the FOPP. FOPPs are used to maintain the financial records of a unit or activity within the University.
The FOPP is either a 12-digit number (2-digit fund code, 5-digit organization code, and 5-digit program code) or - for project FOPPs - a 14-digit number (2-digit fund code, 5-digit organization code, and 7-digit projectcode, which includes sponsored projects and construction projects).
The FOPP, then, describes the type of money (Fund) being received or spent by a specific Org on a type of activity. For Program FOPPs, this pertains to a given fiscal year. Project FOPPs are tracked across their project years.
- Program or Project
The Fund ChartField contains values that broadly classify types of funding. This ChartField identifies the type of money being received or the type of money being spent. Using the Fund ChartField within a FOPP is mandatory.
A Fund is a self-balancing set of records that includes assets, liabilities, revenue, expense, and fund balance. The fund identifies the source of the money being received and spent.
A Fund Group is a collection of funds that have a common purpose. The Fund Group is used to identify a general classification of resources.
|00||Memo Bank Fund|
|10||Unrestricted General Operating Fund|
|11||Unrestricted General Operating Fund - Indirect Cost Recovery|
|20||Auxiliary - TABOR Enterprises Fund|
|26||Auxiliary Non-Enterprises Fund|
|28||Internal Service Operations Fund|
|29||Other Self-Funded Operations|
|30||Sponsored Projects - Federal|
|31||Sponsored Projects - State and Local Governments|
|71||Unexpended Plant (Capital Construction)|
|72||Renewal & Replacement|
|74||Investment in Plant|
|75||Unexpended Plant - Non-Exempt|
|76||Renewal & Replacement - Non-Exempt|
|77||Debt Service - Non-Exempt|
|78||Renewal & Replacement - Auxiliary Exempt|
|79||Renewal & Replacement - Auxiliary Non-Exempt|
|99||Financial Statement Presentation Fund|
The Organization ChartField identifies the entity (campus, school, department, etc.) receiving or spending the funds. The first digit of the Organization ChartField represents the respective University of Colorado campus as follows:
|Health Sciences Center* (old)|
* The identifier for the consolidated Denver and Anschutz (formerly Health Sciences Center) campus is “6” and “UCD” includes both campuses. Organization numbers created for the Denver campus and Health Sciences Center prior to the consolidation will not change.
Use of the Organization ChartField is mandatory in the Finance System.
The Finance System permits the use of a hierarchy of different levels when working with organizations. Some departments may choose to run all of their operations from one organization, while other departments may choose to break down their overall operations into smaller segments that reflect responsibility units within the larger organization.
You can run an m-Fin Org Tree List report in CU-Data
Each activity will either be a Program or Project, but never both, with one exception: Both program and project may be used to reflect matching/cost sharing. Using either the Program or Project/Grant ChartField within a FOPPS is mandatory.
The Program ChartField identifies distinct University activities for one or more fund(s) and organization(s). Programs are based on the University's fiscal year. Thus, a program is used to track the financial impact during a budget (fiscal) year of a distinct activity within an organization. The Program ChartField is used in the following funds:
20, 26, 28, 29
|Renewal & Replacement|
|Retirement of Indebtedness|
|Invested in Plant Fund|
Similar to the Program ChartField, the Project ChartField identifies a specific sponsored activity within the University. However, a project is not fiscal year based. Rather, a project is based upon the period of the project. The Project ChartField is used in the following funds:
The Sub-Class ChartField is used to capture department-defined needs. Its use is optional. The FOPPS below shows the use of a Sub-Class. The Sub-Class ChartField can be alpha-numeric and consists of 5 characters.
The Business Unit accommodates different operating rules, reporting rules, and regulations. UCOLO is the business unit used by all campuses of the University of Colorado for virtually all transactions. It is a mandatory field and it defaults appropriately so you do not need to assign it manually when you do online data entry.
The Budget Year ChartField is a default field in the Finance System. The default value is the current fiscal year.
The Statistics Code ChartField is used to capture non-monetary units of measurements. Some examples include FTE, mileage, and square footage.
The Currency Code ChartField is set by the Finance System system to default to United States Dollars (USD).
The Account ChartField describes the activity that is being done by identifying the natural classification of the transaction: Asset, Liability, Fund Balance/Net Assets, Revenue, Expense, or Transfer. All financial transactions must be designated by one of these categories. The use of the Account ChartField is mandatory.
Account Types include:
- Net Assets
Account Range: 000000-099999
An Asset is tangible or intangible personal and real property such as cash, investments, inventory, accounts receivable, loans receivable, prepaid expenses, equipment, building, etc. Assets are found on the balance sheet.
Account Range: 100000-199899
A Liability is an amount owed to an external entity. Liabilities are found on the balance sheet.
Account Range: 199900-199999
Fund Balance/Net Assets equals Assets minus Liabilities or A - L = FB.
Fund Balance/Net Assets is found on the balance sheet.
Account Range: 200000-399999
Revenue results from the sale of goods or services. It is measured by the charge made to customers for the goods or services furnished to them. CU records revenue when it is earnedâ€”that is when the goods or services have been furnishedâ€”regardless of when the payment is actually received from the customer.
Account Range: 400000-989999
Expenditure is an accounting entry that recognizes the consumption of assets. Salaries, fringe benefits, office supplies, travel, depreciation, etc. are examples of expenses. The University of Colorado recognizes expense at the time the goods or services have been received, regardless of when the actual payment is made.
Account Range: 990000-999999
A transfer occurs when cash is moved from one FOPPS to another FOPPS, and no exchange of goods or services is provided in exchange for the cash.
Both the fund giving away the money and the fund receiving the money must use a transfer code. Transfers must offset one another.
The Finance System also uses SpeedTypes. A SpeedType is an 8-digit shortcut for FOPPS (ChartField) combination. The first digit of a SpeedType represents the campus, the second and third digits stand for the fund, and the remaining five digits of the SpeedType are assigned by the PeopleSoft Finance System when the SpeedType is created. The PeopleSoft Finance System assigns SpeedTypes to FOPPS automatically at the time a request to create a new ChartField is made. SpeedTypes are used to speed entry of Fund, Organization, and Program/Project data on transactions.
Requesting a ChartField involves both offline and online processes. To receive a new ChartField, or to request additions or changes to an existing ChartField, use the Chart of Accounts Request Workbook. This is an Excel spreadsheet that contains multiple pages. The workbookshould be used to request additions or changes to Account, Org, Program, SubClass, or Project/Grant ChartFields. The workbook also includes worksheets for requesting SpeedTypes and Statistic Codes. In addition, forms for modifying or adding a Tree structure can be found in the workbook. The Chart of Accounts Request Workbook is located on the University of Colorado System Forms website.
Gift SpeedType Setup and Maintenance
If a donor sends a check directly to the Foundation, the Foundation determines if the check will be deposited into an appropriate existing account or if a new account must be set up. If a suitable account with a compatible Gift Purpose Code exists, CUF will use that. If a new account is needed, the Foundation fills out Sections I & III of the Gift Fund form and contacts the department to complete Section II, and proceeds from there.
If you have questions or need help, contact the CUF email@example.com or 303-541-1231.
The Gift Fund form is available online: https://content.cu.edu/controller/forms/downloads/Gift-Setup.xls
After the CUF has set up a new Foundation account and the Department has filled out Section II, the CUF forwards the Gift Fund form to the Campus Controller's Office to set up the FOPPS in the Finance System. They assign a compatible Expense Purpose Code and notifies the Department that the speedtype has been set up and is ready to use.
New Speedtype Set-Up - Direct to University (Unlinked)
If a donor prefers to give the gift directly to the university, the set-up process is similar except that the Treasurer takes the place of the Foundation more or less. Setting up a gift made directly to the university results in an unlinked speedtype.
The department deposits the check into the Treasurer's gift clearing account. The department also completes Section I & II of the Gift Fund form and then sends all the paperwork and documentation to the Treasurer at 25 UCA.
The Treasurer completes Section IV and selects the Gift Purpose Code based upon the documentation. The Treasurer then forwards the Gift Form to the Campus Controller's Office.
The Campus Controller's Office completes Section V. The EPC assigned will be compatible with the Gift Purpose Code assigned by the Treasurer. After the speedtype has been set up, the Campus Controller's Office notifies the Treasurer who then transfers the funds out of the Treasurer gift clearing account and into the new gift speedtype.
Direct to university unlinked speedtypes are easy to identify in the Finance System. The big flag is the Non-Foundation Gift heading. These speedtypes also lack a Foundation Fund number, Available Balance, and a few other fields that are included on linked speedtypes.