Process and Forms

UHD Process for Cost Center or Chartfield Value Action

Types of Cost Center Action

• Create a new Cost Center with a new Program code

  • Chartfield Action Cost Center (Excel)
  • Chartfield Action Program Code (Excel)
• Create a new Cost Center with an active Program code
  • Chartfield Action Cost Center (Excel)
• Create a new L5 Grant/L7 Project Cost Center with a new Project value
  • Chartfield Action Cost Center (Excel)
  • Chartfield Action Project/Grant (Excel)
• Deactivate a Cost Center/Program
  • Chartfield Action Cost Center (Excel)
  • Chartfield Action Program Code (Excel)
    • Deactivation Requirements:
      1. No current fiscal year transaction/budget (1074, Sec.1), and
      2. No current fiscal year balances in Assests/Liabiities/Fund Equity (1074 Sec. 6)
         
• Change Cost Center manager
  • Chartfield Action Cost Center (Excel)

Types of Chartfield Value Action

• Change Program code title (changes cost center title)

  • Chartfield Action Program Code (Excel)
• Create new Department value (Dxxxx)

  • Chartfield Action: Department (Excel)
• Change Department title

  • Chartfield Action: Department (Excel)
• Change Department manager
  • Chartfield Action: Department (Excel)
• Create new Project value (Pxxxxxx or Gxxxxxx)

  • Chartfield Action: Project/Grant (Excel)
• Change Project value details
  • Chartfield Action: Project/Grant (Excel)
    
    

Department Submission Steps

1. Complete the appropriate cost center/chartfield value action request form(s) in Excel format

2. Obtain appropriate approvals within college/division

3. Approvals can be obtained via three methods: 

   1. Approval can be via email

   2. Signature approval can be on action form in Excel format

   3. Signature approval can be on form in PDF format

4. Compile supporting documents (e.g., emails, agreements, contracts, 1074 reports)

5. Email completed action request form(s) (PDF and Excel formats) and supporting documents to the Budget Office – Raymar Lozada and Art Woods

Budget Office Steps

1. Review action request form(s) and supporting documents submitted by department

2. Request clarification and/or additional information from department, if necessary

3. Once action request is deemed appropriate, a secondary Budget Office approval must be given for validation

4. Cost center/chartfield value action request is entered into PeopleSoft Finance

5. Action request form(s) and supporting documents are uploaded behind the cost center in the Cost Center Definition screen in PeopleSoft Finance

6. The Budget Office will share the cost center information with the department and/or notify the department when the chartfield value action is completed in PeopleSoft Finance