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Chartfield Changes and Maintenance

Directive Statement

This Directive establishes the proper methods of changing and maintaining ChartFields.  When a University department or office undergoes an organizational change, such as a transfer to a new college/VP area or a merger with another unit, it is sometimes necessary to establish new Department ID codes to track its financial activity.

Reason for Directive

There are many transactions (HR, purchase orders, Pcards, etc.) related to a specific ChartFields.  Therefore, changing all of these to the new ChartFields can be labor-intensive, and such changes should be carefully considered.

Who must comply?

All UF departments.

Procedures

  1. Complete the New Department ID Request Form form to request a new Department ID or other Chartfield addition, such as department-based Chartfields including Department Flex and Combination Codes (separate worksheets within the workbook)
  2. Email the completed form to chartfield@admin.ufl.edu

Last Reviewed

05/01/2020: reviewed content

Toolkits

UF HR Toolkit – Chartfields

Contacts

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

Email: gahelp@ad.ufl.edu

UF Help Desk: (352) 392-HELP

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