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

COS Chartfield Training Presentation

Chartfield Manual

 

Role Responsibility
Department Ledger 5 Accountant Charfield Initiator/Requestor


COS Director of Administration

(backup = COS Accountants)

Chartfield Department Approver


Contracts and Grants Fiscal Manager Chartfield Request C&G Approver


Contracts and Grants Account Setup Specialist Chartfield Request C&G Processor