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Department Flex

Overview

The Department Flex (DeptFlex) is an optional ten-character field designed for departmental use to further classify transactions, although it may be required for certain Funds. The only requirement is that the first four characters will be the same as the high level department (first four digits of the DeptID). The remaining six characters are free-form, and the university business officers can use these values to meet their own unique needs, whatever these may be.

Examples of how DeptFlex could be used might be to track faculty annual expense allowances, symposiums, Dean’s commitments, conferences and courses.

examples of department flex

Required DeptFlex for Funds

DeptFlex fields are required for several funds, including:

  • DCE Fund 143
  • Concession Fund 192
  • Scholarship Funds 131, 251 and 901

The Required Chartfield by Fund provides information about the fields required for specific funds.  Please note, these required DeptFlex fields are maintained in General Accounting and Financial Reporting and cannot be requested by campus departments.

For all other Funds, DeptFlex is an optional field. Departments can choose to use the DeptFlex field to meet their own reporting requirements, as it allows the tracking of expenses and revenues based on the department’s needs.

To look up current ChartFields in myUFL:

Main Menu > Financials > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values

  1. Click on the appropriate ChartField hyperlink to search for a list of values
  2. Follow any applicable instructions to search for the available values
  3. The search will yield a maximum of 300 rows – if the results exceed that, additional criteria will need to be added to narrow down the search

Requesting a DeptFlex

Anyone may request a DeptFlex field, as long as the request is approved by the List of ChartField Liaisons for the college/unit. Departments are discouraged from changing the DeptFlex and/or their descriptions.  Instead, a new DeptFlex should be created.

To request a new DeptFlex, complete the DeptFlex Request form

  1. Ensure all required fields are completed for Section 1 (Date, Liaison, Dept Contact, Contact Phone number, Contact’s email, College)
  2. In section 2, USING ALL CAPS, complete:
    1. Flex ID (10 max characters starting with your four-digit Dept ID)
    2. Flex Description (30 max characters)
  3. Email the completed DeptFlex Request form to the List of ChartField Liaisons
  4. The liaison will review the form and submit the request to: chartfield@admin.ufl.edu
  5. General Accounting updates the PeopleSoft system with new DeptFlex request daily and will notify the ChartField liaison via email when the flex code is ready for use

Deactivating a DeptFlex

A Department Flex may be inactivated upon request from the department, email chartfield@admin.ufl.edu with the DeptFlex you no longer want active.

Definitions

Fund

An independent fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. [Back to Top]

Last Revised

6/10/2019: reviewed content

Resources

List of ChartField Liaisons

Toolkits

UF HR Toolkit – Chartfields

Contacts

General Accounting & Financial Reporting: (352) 392-1326