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Resource Management

Accounting - Chartfield Requests FAQs

Here are some common questions for chartfield requests:

1.) What forms do I need to fill out?
2.) How long will it take before my Chartfield is processed?
3.) What fund do I need?
4.) Where do I send my completed forms?

1.) What forms do I need to fill out?
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For most common chartfield requests, the COA_Lite Chartfield Request Form is a quick, convenient form to submit your request.

The cover sheet always needs to be filled out, filling out the other sheets depends on what you are trying to accomplish:

  • New Program: Cover sheet, Program sheet, Speedtype sheet.
  • New Program: Cover sheet, Program sheet, Speedtype sheet.
  • Inactivating a Chartfield: Cover sheet, Program sheet, Speedtype sheet.
  • Name Change of Program: Cover sheet, Program sheet, Speedtype sheet.
  • Name Change of Manager and Contact: Just send me an email with the name changes and the program number.
  • New Org Set-Up: Cover sheet, Organization sheet.
  • Changing Orgs: Cover sheet, Program sheet, Speedtype sheet.
2.) How long will it take before my Chartfield is processed?
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It all depends on the other activities that are going on in the Accounting office at the time. The Chartfield request forms have final approval by the Controller; if all the information is included on the Chartfield request form the process should go pretty quickly.
3.) What fund do I need?
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TIP: A complete list of Funds is accessible on the Office of the University Controller’s Web site at http://www.cu.edu/System_Controller/fin-system-values.html. Scroll to "Fund."

  • Fund 10 – Unrestricted General Fund
    • For funds appropriated by the state and supported by state appropriations. Includes tuition, facilities and administrative cost recoveries, and educational fees.

  • Funds 20, 26, 28, 29 – Auxiliary and Self-Funded Activities
    • Fund 20 – for revenues and expenses of self-funded entities that have been formally designated by the Board of Regents as TABOR Enterprises. Additional information about TABOR can be found on the OUC Web site at http://www.cu.edu/System_Controller/pol-pro.htm. Scroll to "Accounting Directive #99-1" and click on it.
    • Fund 26- for royalty payments from patent and licensing fees, and for residual monies from fixed price contracts.
    • Fund 28 – for financial activities associated with formal Internal Service Centers (ISC). (Link to: ISCs provide goods and services internally to campus departments and sponsored projects.), such as supplies sold to students and campus copy centers.
    • Fund 29 – used for self-funded activities, such as registration fees collected for a department-sponsored conference, that cannot be classified in Funds 20, 26, or 28.

  • Funds 30 and 34 – Restricted Funds
    • Fund 30 – for sponsored project awards made to the university by an external sponsor. External sponsors include businesses, foundations, and federal or state government agencies.
    • Fund 34 – for gifts given to the university, such as bequest to an academic department.

TIP: If your unit receives a check from a donor, make sure you contact the University of Colorado Foundation for its appropriate deposit.

  • Funds 71 and 72 – Unexpended Plant Fund
    • Fund 71 - also called the Capital Construction Fund, is used to account for all new buildings, remodeling, and renovations estimated at $50,000 or more.
    • Fund 72 - the Renewal and Replacement Fund, is used for reserves established by departments for future purchases of capital equipment, or for the future renovation of capital assets.
4.) Where do I send my completed forms?
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Send your completed forms to :

Contacts

Oksana Glushchenko:
oglushch@uccs.edu
(719) 255-3190