Combination Codes

A Combination Code is a 9-character code that represents a unique ChartField combination used by the Human Resources Management System (HRMS). Combination Codes are used in the Distribution and Additional Pay components and are needed for all payroll charges. A Combination Code is any valid combination of ChartFields; but all Combination Codes must have a minimum of: DeptID, Fund, Program code and Budget Reference. For additional financial tracking, a unique Combination Code can be created with DeptFlex or UFID.

To find a Combination Code, navigate to Set Up HRMS > Common Definitions > ChartField Configuration > Combination Code Table. Enter the primary ChartField values (Project ID for Grants, Flex for 143, SOF for 171 or DeptID and Fund) and the available Combination Codes will be displayed, if any exist. Detailed instructions can be found on the Combination Codes Instruction Guide. The security role needed to view combination codes is UF_KA_BUDGETING_INQUIRY. However, if the end user is also responsible for processing distributions, then the security role needed is UF_KA_DEPT_BUDGETING_ADMIN.

Funds 201 and 209

The Combination Codes for Funds 201 and 209 do not need to be requested manually, unless an optional ChartField will be used. General Accounting will create Combination Codes for Projects in Funds 201 and 209 within two business days of receipt of the Notification of Original Budget Transaction email. The email is automatically generated when Contracts & Grants (C&G) releases the budget for a 201 or 209 project (usually within three business days after receiving the Notice of Award (NOA) from DSR). If the Combination Codes for Funds 201 or 209 need to be created with an optional ChartField, departments should send the request directly to their Research Administrator in Contracts and Grants. Combination Codes for grant projects are effective dated at the beginning of the grant.

Other Funds

For the following funds, the department can submit Combination Code requests directly to the indicated contacts:

Department   Contact Email Phone
Funds 211-212 Engineering (Depts 19XXXXXX) Jon Frum jfrum@eng.ufl.edu (352) 392-8049, ext. 1205
IFAS (Depts 60XXXXXX) Juli Carter jare@ufl.edu (352) 392-1347
All other departments Suzanne Winik swinik@ufl.edu (352) 392-1235

When requesting a new Combination Code, please include the complete ChartField string for the Project.

Funds 213-214
All departments
Suzanne Winik swinik@ufl.edu (352) 392-1235
Fund 143
All departments
Charles Koenig ckoenig@dce.ufl.edu (352) 294-0869

All other Funds:
Once you have verified that a Combination Code does not exist, please complete the Combination Code Request form and send it to your ChartField Liaison for submission to General Accounting. All ChartFields must have available budget so that once the Combination Code is assigned, the ChartField will not create a payroll exception or a negative balance. Requests for Combination Codes submitted to the ChartField email address are uploaded no later than the next business day, but usually entered on the same day.  Combination Codes are effective dated as of the beginning of the fiscal year.

Required ChartFields

Below are some of the most common or missed combinations:

  • Funds 201/209/214 must have a SOF beginning with “G”
  • Fund 213 must have a SOF beginning with “R”
  • Fund 171 must have a SOF – values may begin with A, F, H or L
  • Fund 143 requires DeptFlex and must be submitted by DOCE; flex codes must be added to the system BEFORE a Combination Code may be assigned.

For further information, see Required ChartFields By Fund.

Errors

If you received an “Invalid value – press the prompt button or hyperlink for a list of valid values” error, the most common reason is that you do not have the department-level security for the Department in the Combination Codes. Contact your DSA (Department Security Administrator). If this is not the case and the proper security is in place, contact gahelp@admin.ufl.edu.

Inactivating Combination Codes

Combination Codes may be inactivated if they have not been used in the past two years or if they are not currently being used in any distributions.