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Queen's University
 

ChartFields

ChartFields 

ChartFields are information fields used to provide the university’s financial system with the basic structure to segregate and categorize transactional and budget data.  They include Funds, Departments, Accounts, Programs, Classes and Projects.  Combining a series of ChartFields makes up a ChartField String. 

Knowing how to code your expense or revenue is ‘key’ to initiating transactions and effectively managing your accounting activity.  When completing requisitions, expense claims, online payroll templates, deposits, and journal entries, choosing the correct ChartFields every time will ensure consistent reporting and data integrity. 

Sample ChartField String

Fund Department Account Program Class Project
(1) (1) (1) (2) (3) (4)
30000 11460 640001 11603 1319 341688
Research Geography Travel Work Study Calgary SSHRC #

(1) Required 
(2) Optional (required for CFI Research Projects)
(3) Optional
(4) Required (for Research and Capital funds)

ChartField Definitions

The Fund ID identifies the funds used to segregate, control, and monitor resources to help ensure and demonstrate compliance with legal/administrative requirements.  To view the descriptions of the university’s fund structure, select the following PDF document. 

Fund Descriptions (144 KB)

The  Department ID identifies the divisional breakdown of an entity into operating units.  This identifier forms the basis for the university’s budgets and is used to grant system access to users. 

The Account ID  identifies the nature of a transaction and is used consistently across departments to record revenues and expenses. 

The Program ID identifies activities or events directed towards the accomplishment of a set of objectives (e.g. conference, workshop, event, program, etc.).  The identifier is used to track management information across all other boundaries, including department and fund. 

The Class ID identifies activities relating to people and locations (e.g. employee, faculty, student, team, visitor, city, etc.).  The identifier is used to track management information across all other boundaries, including department and fund. 

The Project ID identifies activity directed towards the accomplishment of a set of objectives that has a defined beginning and end.  This identifier is used to track research projects (IDs that begin with ‘3’) and/or capital projects (IDs that begin with ‘4’).  Research Project IDs are assigned by Financial Services at which time Principal Investigators are notified.  Capital Project IDs are assigned and administered by Physical Plant Services. 

 

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000