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Requesting Combination Codes

Directive Statement

This directive establishes the proper methods of requesting Combination Codes (“combo codes”).  All Combination Codes must have at minimum the Department ID, Fund, Program Code, and Budget Reference ChartFields.  In addition, there must be available budget to ensure that the ChartField will not create a payroll exception or have a negative balance.

Reason for Directive

To ensure Combination Codes contain all required information and there is available budget in the budgetary cost center.

Who must comply?

All UF departments.

Procedures

Users will need the UF_KA_BUDGETING_INQUIRY to view Combination Codes.  For users that are also responsible for processing distributions, the security role needed is UF_KA_DEPT_BUDGETING_ADMIN.

Prior to your request, verify that a combination codes does not already exist.

Navigation: Set Up HCM > Common Definitions > ChartField Configuration > Combination Code Table

  1. Enter the primary ChartField values (Department ID and Fund)
  2. Include the following, if needed:
    • Project ID for Grants
    • Flex for Fund 143
    • Source of Funds for Fund 171

The available Combination Codes will be displayed, if any exists.

If no Combination Code exists, perform the following steps:

  1. Verify that all ChartFields have available budget so that once the Combination Code is assigned, the ChartField will not create a payroll exception or a negative balance
  2. Ensure ChartFields meet the following requirements:
    • Funds 201/209/214 must have a Source of Funds (SOF) beginning with “G”
    • Fund 213 must have a SOF beginning with “R”
    • Enter the PC Business Unit before the project number
    • Fund 171 must have a SOF – values may begin with A, F, H or L
    • Fund 143 requires Department Flex (Dept Flex) and must be submitted by DOCE; the Dept Flex Code must be added to the system BEFORE a Combination Code may be assigned.
      For further information, see Required Chartfield by Fund.
  3. Combination Codes for Funds 201 and 209 do not need to be requested manually, unless the project did not budget for payroll or payroll-like activity, and require the approval of the Research Administrator
    • If a Combination Code for Funds 201 or 209 needs to be created with an optional ChartField or,
    • If a Combination Code is not available after three days, the department should send the request directly to their Research Administrator in Contracts and Grants
  4. While many funds require additional approvals, the following funds listed below are most popular and the department should submit Combination Code requests directly to the indicated contacts.
    Cash Funds 211-212 Engineering Depts 19XXXXXX Contact Jamie Dale jamie.dale@eng.ufl.edu
    Cash Funds 211-212 IFAS Depts 60XXXXXX Contact Juli Carter jare@ufl.edu
    Cash Fund 211 All Other Departments Research Service Center idc@research.ufl.edu
    Cash Fund 212 All Other Departments Contact C&G Research Administrator
    Cash Fund 213 All Departments Contact Suzanne Winik swinik@ufl.edu
    Cash Fund 214 All Departments Contact C&G Research Administrator
    All DCE (Fund 143) request are approved by Barbara Bennett bbennet@ufl.edu
    Requests with budget reference of CYFWD require the CFO Budget Office’s Approval budgethelp@ad.ufl.edu
    Fund 275 requests are approved by the CFO Budget Office budgethelp@ad.ufl.edu
  5. Complete the Combination Code Request Form
    1. Follow the detailed instructions on the form, including obtaining any needed additional approvals
    2. When requesting a new Combination Code, please include the complete ChartField for the Project
  6. Send the completed form to the college’s ChartField Liaison
  7. The ChartField Liaison will review and e-mail the completed form to chartfield@admin.ufl.edu
  8. Requests for Combination Codes submitted to the ChartField email address (chartfield@admin.ufl.edu) are created no later than the next business day, but usually entered the same day
    1. Combination Codes are effective dated as of the beginning of the fiscal year, unless otherwise noted.
    2. Combination Codes for grant projects are effective dated using the project start date
    3. General Accounting will create Combination Codes for projects within two business days of the Notice of Budget Release for the appropriate budget items

Combination Code Distribution Errors

Below are some of the most common errors:

  1. The combo code is inactive
    Check the combo code table and if it is inactive send a possible activation request to gahelp@ad.ufl.edu.
  2. The distribution date is outside the effective date of the Combination Code
    This can be determined by looking at the Department Budget Table – to correct, change the distribution date or contact gahelp@ad.ufl.edu
  3. Your security is not established for the DeptID on the Combination Code
    The error message will appear, “Invalid value – press the prompt button or hyperlink for a list of valid values.”  If you do not see any Combination Codes, contact your DSA (Department Security Administrator).  If this is not the case and the proper security is in place, contact gahelp@ad.ufl.edu

Inactivating Combination Codes

Combination Codes may be inactivated if they have not been used in the past two years and they are not currently being used in any distributions. Limited exceptions are reviewed and processed.  Please contact General Accounting gahelp@ad.ufl.edu with questions about any inactivated Combination Codes.

Definitions

Combination Code

A Combination Code is a 9-digit number that represents a unique ChartField combination used by the Human Resources Management System (HRMS).

Budgetary Cost Center

A budgetary cost center is a combination of ChartFields that reflect the level at which the “authority to spend” is controlled.

Last Reviewed

05/01/2020: reviewed content

Toolkits

UF HR Toolkit – ChartFields

UF HR Toolkit – Commitment Accounting

UF HR Toolkit – Combination Codes

Contacts

General Accounting and Financial Reporting: (352) 392-1326; gahelp@ad.ufl.edu

Payroll Services: (352) 392-1231

Contracts & Grants Accounting: (352) 392-1235

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