Chartfield Naming Standard Definitions

55 Pages·2015·1.08 MB·English

The University of Texas at Dallas

Chartfield Naming
Standard Definitions

Financial Management Services
Updated 9/9/15
Chartfield Naming Standard Definitions 2015

Table of Contents

Scope Page 2
Purpose Page 2

Cost Center Categories Page 3

Cost Center Naming Standards Page 4 - 7

Department Standards Page 8

Account Standards Page 9 - 11

Fund Code Standards Page 12

Standard Formats Page 13

Semester/Resident Classification Abbreviations Page 14 - 15

Standard Abbreviations Page 16 - 23

Fees Page 24 – 26

Miscellaneous Short Descriptions Page 27

Commonly Used Acronyms Page 28 - 32

Sponsor Listing for Grants Page 33 - 54

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Chartfield Naming Standard Definitions 2015

Scope
The Chartfield Naming standards in this document apply to all chartfield values created and maintained by Financial System Administration.

Purpose
The Chartfield Naming standards are intended to provide documented definition of the format, structure, use, and maintenance of chartfield value
data. Standardized naming conventions will help to achieve efficient use and reuse of data through better understanding of the chart of accounts.

Cost Center Naming Standards

All cost centers require a Long Description and Short Description. Long Descriptions are 30 characters long; Short Descriptions are 10 characters
long.

The standard case type is Title case. Title case is also known as "headline style" and "capital case". All words capitalized, except for certain subsets
defined by rules that are not universally standardized. Example (The Slow Brown Dog Walked Across [T/t]he Street)

Use a “–“ in the long descriptions following a prefix.

The following categories of cost centers should follow the naming standards in the Cost Center Description table.

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Chartfield Naming Standard Definitions 2015

Cost Center Categories

Academic Excellence
Gifts for Scholarship/Fellowship Waivers/Exemptions
Scholarship
Auxiliary Fees Grants
Campus Enhancement
Indirect Cost Recovery
Funds
Chair Institutional
Clark Operating
Clarkie Opportunity Funds
Cost Share Plant
Designated Fees Professorship
Discretionary Replacement Cost Center

Distinguished Chair Research Development
Distinguished Professorship Research Enhancement
Distinguished University
Research Initiative
Chair
Endowment Distribution Research Support
Excellence Education Fund Scholarships (or) Fellowships
Faculty Fellowship STARS
Faculty Salary Start Up
Student Fees (managed by Student
Financial Aid
Affairs)
Financial Reporting Teaching Assistant
Gifts Teaching Assistant Tuition & Fees
Gifts for Operations TRIP or TRIP Match

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Chartfield Naming Standard Definitions 2015

Cost Center Description Table

Cost Center Type Prefix Description Suffix Long Description Short Description
Academic Excellence
AES Subject Fiscal Year (FYYY) AES - Stipends FY12 AES
Scholarship
Auxiliary Fees NA Name of Program or Fee Fee Parking and Traffic Fee Aux Fee
Campus Enhancement
Campus Enh Title provided by Donor N/A Campus Enh -Moller Camp Enh
Funds
Chair Chair Title provided by Donor N/A Chair - Moller Chair
Clark Clark Title provided by Donor N/A Clark - Choudhary Clark
Clarkie Clarkie Title provided by Donor N/A Clarkie - Mcintyre Clarkie
Main Grant CC
Grant Name associated CSH SMART Bandag
Cost Share CSH associated with Project ID
with cost share 32258083
Cost Share
Name (or)
Designated Fees N/A Name of Program or Fee Fee CPA Review Course Fee abbreviation of
actual Fee
Discretionary N/A Purpose Discretionary President’s Discretionary Discretion
Distinguished Chair D Chair Title provided by Donor N/A D Chair - Moller D Chair
Distinguished School Abbrev.
D Prof Title provided by Donor N/A D Prof - Moller
Professorship BBS D Prof
Distinguished University
DU Chair Title provided by Donor N/A DU Chair - Moller DU Chair
Chair
Mirror Principle Principle Endowment Mirror Principle
Endowment Distribution NA N/A
Endowment description Description Endowment
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Chartfield Naming Standard Definitions 2015

Cost Center Type Prefix Description Suffix Long Description Short Description
Excellence Education Fund EEF Subject N/A EEF - University Research EEF
School Abbrev.
Faculty Fellowship F Fellow Faculty N/A F Fellow - Moller
BBS F Fell
Faculty Salary School Abbrev. FS Department /Term Term ECS FS - EE Academic FS Term (FS Acad)
School Abbrev.
Financial Aid Fin Aid Description of Financial Aid N/A Fin Aid – Texas Grants
BBS Fin Aid
Fund Code - Function Eq for Equipment
Financial Reporting FinRpt FinRpt2990-101 Instruction Fin Report
Decription of Function if applicable
Description of Gift (Donor GFT - Stella Moon School Abbrev.
Gifts GFT N/A
or Company) Memorial BBS GFT
Gifts for GFT Scholar or GFT Description of Gift (Donor GFT Scholar –Stella Moon School Abbrev.
N/A
Scholarship/Fellowship Fellow or Company Memorial BBS GFT S
Description of Gift (Donor GFT Op - O’Donnell - School Abbrev.
Gifts for Operating GFT Op N/A
or Company Operating NSM GFT O
Description of Gift (Donor School Abbrev.
Gifts in Kind GIK N/A GIK – Donor or Company
or company BBS GIK
Grants Name of Sponsor Grant Name N/A NIH – Description of Grant Project ID
ICR (School
Indirect Cost Recovery ICR Department or Subject N/A ICR - A&H
Abbrev) A&H
Institutional - cost centers Department Name
created to track university (may abbreviate if Department Name Institutional AFR - Institutional Institutnl
- wide cost. needed)
Operating - cost centers Department Name
created to fund (may abbreviate if Department Name Operating CBH - Operating Operating
department specific cost. needed)

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Chartfield Naming Standard Definitions 2015

Cost Center Type Prefix Description Suffix Long Description Short Description
Opp Fund Title provided by School Abbrev.
Opportunity Funds Opp Fund Title provided by Donor N/A
Donor BBS Opp fd
Berkner Laboratory Project ID
Plant N/A Description of Project N/A
Renovations (DAL584)
School Abbrev.
Professorship Prof Prof N/A Prof - Moller
BBS Prof
Replacement Cost Center Replaced by CC Old Cost Center Number N/A Replaced by CC37150012 Replaced
Research Development Rsch Dev Subject N/A Rsch Dev - C&G office Rsch Dev
First Initial of
School Abbrev –
Faculty Name, Last name Faculty First
Research Enhancement Rsch Enh Rsch Enh - Chandra R Rsh Eh. (BBS Rsh
only if not enough spacing Name (if not
Eh)
enough spacing)
First Initial of
Faculty Name, Last name Faculty First School Abbrev –
Research Initiative Rsch Init Rsch Init - Kane
only if not enough spacing Name (if not Rsh In (BBS Rsh In)
enough spacing)
First Initial of
School Abbrev.
Faculty Name, Last name Faculty First
Research Support Rsch Supp Rsch Supp - Chandra R Rsh Su (BBS Rsh
only if not enough spacing Name (if not
Su)
enough spacing)
Scholarships (or) BBS S (for scholar
Scholar(or) Fellow Title provided by Donor N/A Scholar - Moller
Fellowships or F (for fellow)
STARS STARS Name of Faculty N/A STARS - 12 - Evans Project ID (263)
School Abbrev.
Faculty Name, Last name First Initial of
Start Up Startup Startup - Chandra R Startup (BBS
only if not enough spacing Faculty Name
Strtup)
Student Fees (managed by Student Service Fee
Name of Program or Fee Fee ATH Athletic program Fee Ath Fee
Student Affairs) Abbreviation
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Chartfield Naming Standard Definitions 2015

Cost Center Type Prefix Description Suffix Long Description Short Description
Department Name Academic YR or
Teaching Assistant TA EE –TA FY15 School Abbrev. TA
Abbreviated Sum Semester
Teaching Assistant Tuition Department Name School Abbrev. Then
TA Tuition and Fees N/A ATEC – TA Tuition and Fees
& Fees Abbreviated (TA) ATEC TA
Trip - Sparrow Social
TRIP or TRIP Match Trip or Trip Match Subject N/A TRIP or TRIP MATCH
Cognition
Exempt - Hazelwood Exemption (or)
Waivers/Exemptions Exempt or Waiver Subject N/A
Spouse Waiver

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Chartfield Naming Standard Definitions 2015

Department Descriptions

All Department Descriptions require a Long Description and Short Description. Long Descriptions are 30 characters long; Short Descriptions are 10
characters long.

The standard case type is Title case. Title case is also known as "headline style" and "capital case". All words capitalized, except for certain subsets
defined by rules that are not universally standardized. Example (The Slow Brown Dog Walked Across [T/t] he Street)

Use a “–“in the long descriptions following a prefix.

Department codes should be created in the specified department ranges below according to its organization structure

Executive Level Department Range
Office of the President 1XXXX
Information Resources 102XX
Research 104XX
Public Affairs 106XX
Diversity & Community Engagement 107XX
Office of Advancement 109XX
Academic Affairs & Provost 2XXXX
Academic Schools 3XXXX
Office of Budget & Finance 4XXXX
Office of Administration 5XXXX
Student Affairs 6XXXX

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Chartfield Naming Standard Definitions 2015

Account Descriptions

All Account Descriptions require a Long Description and Short Description. Long Descriptions are 30 characters long; Short Descriptions are 10
characters long.

The standard case type is Title case. Title case is also known as "headline style" and "capital case". All words capitalized, except for certain subsets
defined by rules that are not universally standardized. Example (The Slow Brown Dog Walked Across [T/t] he Street). A “–“should be used in long
descriptions following a prefix.

Account codes should be created in the specified account ranges below according to its purpose.

Assets & Liabilities Account Range
Assets 10000 19999
Liabilities 20000 29999
Net Assets & Transfers Account R ange
Transfers from Outside UTD 31000 31999
Transfers to Outside UTD 32000 32999
Intra-fund Transfers 33000 33999
Inter-fund - Endowment Reinvestment 34600 34699
Inter-fund - Capitalization Transfers 34700 34799
Inter-fund - Standard & Budget Transfers 34900 34999

Note:
Inter-agency transfers in (from) – accounts starting with 31% are used for transfers from other state agencies and institutions
Inter-agency transfers out (to) – accounts starting with 32% are used for transfers to other state agencies and institutions
Intra-fund transfers—accounts starting with 33% are used for transfers within the same fund group.
Inter-fund transfers—accounts starting with 34% are used for transfers across fund groups.

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