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Queen's University

Requesting New Chartfields

The Financial Services department is responsible for opening all new PeopleSoft chartfields.

Chartfields cannot be created unless proper authorization is obtained. New accounts would only be opened in rare circumstances and must be sent to the Associate Director of Financial Reporting for approval. Programs and classes require Business Officer approval. As a general rule, new departments (cost centres) must be approved by the Business Officer, and the Dean or Vice Principal. The important exceptions to this rule are:

  • Scholarship funds, authorized by the Senate
  • Endowment funds, authorized by the Board of Trustees

Requests to establish new funds should be referred to the appropriate individual using the Chartfield Request form.

Special Requirements for Research Projects

Please note that Chartfield Request forms are not applicable to research projects.  In order to request the establishment of a research project, a Data Summary Sheet must be completed and submitted to Research Accounting (Office of the Controller).  Requests for the establishment of externally funded projects must be accompanied by the award notice or contract and requests for the establishment of internally funded projects must be accompanied by an approval letter from the Department or Faculty awarding the funding.

In order to initiate this process, please contact the Office of Research Services or the eQUIP Task Force for assistance.  For questions related to Research Initiation Grants (RIGs), please contact the VP Academic office.  Once all documentation requirements have been met, details are forwarded to Research Accounting and the research project is established.  Notification emails are sent to Principal Investigators upon project establishment with all relevant project details.

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000