Chartfield Requests

• The Chartfield Request System allows you to submit electronic requests for new Project Segments for any of the following fund sources: State Appropriated, F&A, Grants, Foundations, University Endowments, Auxiliary Sales & Service, Agency, Debt, and Gifts/Loans. The following information is specific to Contracts and Grants.
• The Chartfield Request System is accessed via MyPack Portal (Main Menu → Financial Systems → Journals & Chartfield Maint. → Chartfield Request)

Please note:

• This process does NOT circumvent or replace the PMR system. The PMR system MUST be used for the processing of all Prior – Project Modification Requests.
• The Chartfield Request System is to be used only to request the addition or modification of a segment that has already been approved by the sponsor.  If this is not the case you should first go through the PMR system for approval.  

TYPES OF REQUESTS

Add a New Segment

• Split an award within the same college (multiple PI’s)
• Split an award between separate colleges (non-lead college creates segment)
• Separate Program Income (if not set up by C&G)
• Separate Participant Support Costs (if not set up by C&G)
• Add a new segment when incremental funding requires separate tracking of funds

Modify an Existing Segment

• Request modification to award attribute information (ex. Food Exemption & Fabricated Equipment)
• Request to add incremental funding to segment when awarded in RADAR
• De-obligation of segment

REQUIRED DOCUMENTATION

• Email from Lead PI – Approving the addition or modification of a segment.  Should include specifics such as Prime Project ID, period of approved segment, and amount approved.
• Email from Lead College CRO – Approving the addition or modification of segment. Should include specifics such as Prime Project ID, period of approved segment, and amount approved.
• Approved Segment Budget/ Budget Justification – The segment budget and budget justification that was approved in PINS and available in RADAR record.
• Food Cost Exemption Form – If requesting grant attribute modification to allow for food costs based on approved budget.  
• Fabricated Equipment List of Components – If requesting grant attribute modification to allow for fabricated equipment based on approved budget.
• Email from Fiscal Manager – If de-obligation is requested this should be verified in email from FM.  Include dollar amount to be de-obligated.   

Request Type	Required Documentation
Add Segment – within the same college	Email from Lead PI   Approved Segment Budget / Budget Justification
Add Segment – Separate college	Email from Lead PI   Email from Lead College CRO Approved Segment Budget / Budget Justification
Add Segment – Program Income (if not set up by C&G)	Approved Segment Budget / Budget Justification
Add Segment – Participant Support Costs (if not set up by C&G)	Approved Segment Budget / Budget Justification
Add Segment – When incremental funding requires separate tracking	Approved Segment Budget / Budget Justification
Modify Segment – Change award attribute information	Approved Segment Budget / Budget Justification   Food Exemption Form (if applicable) Fabricated Equipment List of Components (if applicable)
Modify Segment – Add incremental funding awarded in RADAR	Email from Lead PI   Email from Lead College CRO Approved Segment Budget / Budget Justification
De-obligation of Segment	Email from Fiscal Manager

RESOURCES

College of Sciences Chartfield Training Presentation

Chartfield Manual