PeopleSoft Financials Online Chart of Accounts
See the online chart of accounts.
The system is used for multiple financial functions including:
The chart of accounts incorporates a system of department numbers, also referred to as budget codes, assigned within the PeopleSoft system to represent a department and/or a program in the tracking of expenditures and expenses. The main types of department numbers include:
This is a five-digit code representing a department funded by state appropriations. Expenditures against state appropriations are monitored by both university and divisional budget officers. Year end balances are NOT automatically carried forward to new year.
This is a five-digit code representing resources held by the university acting as custodian or fiscal agent. The resources are deposited with the university for safekeeping, to be used or withdrawn by the depositor at will. The funds may be held on behalf of staff, faculty, student organizations, or other third party. Year end balances are carried forward from year to year in a separate associated fund balance.
Agency funds are held in trust for the depositor group who are SOLELY responsible for the management of the funds. The university is NOT responsible for any deficit encountered by the depositor's activities.
These are restricted funds received from external agencies including state, federal, or local governments. Grants and projects are set up in the system under seven-digit codes representing the restricted funding. Once awarded, these funds are distributed and managed by the assigned principle investigator along with the Office of Sponsored Programs & Research.
The seven-digit code is a self-balancing chart field but it is not a department number. Each department associated with grants or projects has been assigned two different grant department numbers that distinguish between program/subprogram combinations relevant to restricted funding. These are five-digit codes beginning with '5' that allow multiple grants or projects to roll up to one of these 'department' numbers.
This is an additional five-digit chart field that departments may choose to use on their transactions to track related expenses or further classify activities into detailed categories. This value acts as a shadow system within PeopleSoft.
The PeopleSoft Financials team reviews all requests for department numbers in conjunction with university budget officers. Based on certain criteria the request may be denied or approved. If approved, the team assigns a new department number within an established range of numbers on the chart of accounts. The criteria considered when reviewing a request for a new department number includes:
First, complete the required form. The forms for State Supported (PDF) or Self Supported/Agency (PDF) are interactive and can be filled out online. They incorporate the detailed information that must be provided in the request for a new department number including anticipated expenditures and revenues if any.
Once you have completed it, print the form and obtain the required signatures. Bring or send the completed form to Financial Systems in the Administration Building. The requester and the divisional budget officer will be notified by email when the new department number has been assigned. A Signature Authorization Form (PDF) will be sent via email to the responsible person listed on the request form.
The PeopleSoft Financials team must be made aware of any changes in order to update the university chart of accounts, departmental tree structures, combo edit rules, and the nVision report book. The request must come from the current responsible person or if that person is no longer available, the request must come from the dean. Additionally, re-organizations within departments or divisions must be communicated to the PeopleSoft team because of the potential effect on the chart of accounts and the roll-up effect on budget reporting.
Closing a department, grant, or project requires coordination of several factors:
See instructions to close a department, grant, or project (PDF).
The PeopleSoft Financials system provides 14 different major objects or categories of expenditure accounts available to use when processing various types of transactions against a departmental budget. These 14 categories correspond to statewide standard expense objects and represent either text descriptions that describe the account or the dollar information associated with the account. Used in conjunction with a department or grant number, the expenditure accounts:
|Account Ranges||Object||Description of Account Range|
|500001 - 501810||01||Salaries, Wages, Fringe Benefits|
|502003 - 502960||02||Contractual Payroll Related|
|603001 - 603500||03||Communications|
|604001 - 604999||04||Travel|
|606001 - 606999||06||Fuel & Utilities|
|607001 - 607999||07||Motor Vehicle Operations|
|608001 - 608999||08||Contractual Services|
|609001 - 609999||09||Supplies & Materials|
|610001 - 610999||10||Equipment - Replacement|
|611001 - 611999||11||Equipment - Additional|
|612001 - 612999||12||Grants, Subsidies, Contributions|
|613001 - 613999||13||Fixed Charges|
|614001 - 614999||14||Land, Structures, Indirect Costs|
If you need assistance, contact the Financial Services help line at 410-704-5599 or psteam AT_TOWSON.