The ledger of the myUFL systems is a significant change from the state accounting system SAMAS/FLAIR. The new ledger has many ChartFields. Organizing these ChartFields and using them appropriately is the key to simplified financial management. All of the various myUFL financial subsystems –– also known as subledgers and include purchasing, payables, billing, receivables, travel, projects and grants –– feed directly to the general ledger. The resources here are provided to assistant financial planners and users in understanding the opportunities provided by UF’s new accounting system.
Frequently Asked Questions
For more information about ChartFields, please read the Frequently Asked Questions.
Glossary
A glossary of terms is available to help you with definitions of terms and acronyms used in the myUFL systems for general ledger, ChartFields, budget and all other parts of the systems.
Forms
Certain transactions in the myUFL financials system also require the use of forms to request actions or for documentation purposes. Use this list as a guide. All forms are available from Finance and Accounting.
Training Materials
Visit the myUFL Toolkits pages at http://hr.ufl.edu/training/myUFL/Toolkits/.
Additional Resources
- Commitment
Control Checklist - End
Use this checklist to complete requests for End User roles for Commitment Control in the Access Request System (ARS). - Commitment
Control Checklist - Core
Use this checklist to complete requests for Core User roles for Commitment Control in the Access Request System (ARS). - Finance
Checklist - End
Use this checklist to complete requests for End User roles in Finance in the Access Request System (ARS). - Finance
Checklist - Core
Use this checklist to complete requests for Core User roles in Finance in the Access Request System (ARS). - General
Ledger Checklist - End
Use this checklist to complete requests for End User roles for General Ledger in the Access Request System (ARS). - General
Ledger Checklist - Core
Use this checklist to complete requests for Core User roles for General Ledger in the Access Request System (ARS). - Bridges User roles for
General Ledger and Budgets
This page has a full description of Bridges user roles associated with the General Ledger and Budgets modules in myUFL. - LOA Direct Tuition Charges for Prior Term
Once the term has closed and the Letter of Appointment file has ceased processing tuition payments (usually the last day of classes), corrections to posted charges must be made using a general ledger journal. See these instructions for more details. - Project Report Package 23 June 2005
This guide describes the Summary Expense report for projects, the Expense Detail report for projects and the Payroll Cost Distribution report for projects. Together these reports provide information for principle investigators and grant administrators regarding the budget and spending of projects. - Department Reports 11 Jul 2005
This guide describes the Summary Expense report for departments, the Expense Detail report for departments and the Payroll Cost Distribution report for departments. Together these reports provide information to fiscal administrators regarding the budgeting and spending of state appropriated funds.
Additional Resources for ChartFields
The myUFL systems will use a new Chart of Accounts. These resources will be helpful to understand the mapping from the FLAIR accounting system to the new ChartFields as well assist you in the use of this new ChartField structure.
- UF PeopleSoft ChartFields for
General Ledger
Financial information in PeopleSoft is stored by Business Unit and in ChartFields. In order to maximize the efficiency and functionality of the system each ChartField should represent only one type of data. Transactions will be defined by the unique combination of ChartFields rather than by any one ChartField. - DeptIDs as of 08
Aug 2006
Department IDs (DeptIDs) are used in ChartFields. The current, valid values are listed in this spreadsheet. - PS ChartFields Values 08 Aug 2006
Note: Users may get a pop–up asking the user if they want to enable the macros in the file, Select “Enable Macros.” If you get a security pop–up message indicating the macros are disabled, you will need to change your macro settings: Tools > Macro > Security > Medium. - Program Codes and Definitions
Program Codes are the classification of programmatic objectives associated with various funds and are required on all Revenue and Expense transactions. Some program codes are restricted to specific funds. For example, Program Codes associated with auxiliaries, such as 7700 (Auxiliary Administration), are used with the Auxiliary Funds 149, 152, 159, 161, or 162. - Required ChartFields
Business Unit, Fund, Department ID, and Account are required on all transactions. In addition to these, the University requires other specific ChartFields depending on the fund. These are explained in this resource guide.
Policies
UF Handbook Business Policies and Procedures for Fiscal Accounting – Appropriations, Budgets, and Accounting.
Security Roles
- UF_FI_FUNC_USER
Required for anyone who has an end or core user role for any myUFL Financial system. - UF_GL_FISCAL_FUNCTIONS and UF_GL_RESEARCH_REPORTING and ReportSuperUser
Required for anyone who has an end or core user role and must view or run reports in PeopleSoft (not Enterprise Reporting) to perform their job duties. - Financial Business Unit Access Roles
Required for any account with end- or core-user access to PeopleSoft Financial systems. These roles specify the business unit(s) to be accessed by an account.
End User Roles
- UF_COURSEFEES_DEPT_DEAN
This role is limited to dean's office personnel responsible for reviewing and approving eForms requests. This includes requests for course fees like Material, Supply, and Equipment Use fees. (P3) - UF_COURSEFEES_DEPT_USER
This role is limited to department personnel responsible for requesting course fees through eForms. This includes course fees such as Material, Supply, and Equipment Use fees. The role provides access to staff who will enter the requests for fees. Fee requests will then be forwarded to the dean's office for approval. (P3) - UF_ER_FI_Budget
This role provides access to budget management content in Enterprise Reporting, including fee waiver financial management information, for colleges and departments. Folder access includes: Financial Information, Budget, and Delivered Salary Status Detail Cost Projection. User must also have UF_ER_USER. Do not assign if user already has UF_ER_FI_BUDGET_PREP or UF_ER_FI_BUDGET_OPER. (P3) - UF_ER_FI_Budget_Oper
This role provides access to operating budget content in Enterprise Reporting for colleges and departments. Folder access includes: Financial Information, Budget, Delivered Salary Status Detail Cost Projection, and Operating Budget. User must also have UF_ER_USER. (P3) - UF_ER_FI_Budget_Prep
This role provides access to budget preparation content in Enterprise Reporting for colleges and departments. Folder access includes: Financial Information, Budget, Delivered Salary Status Detail Cost Projection, and Budget Preparation. User must also have UF_ER_USER. (P3) - UF_GL_JOURNAL_BUDGET
This role allows users to enter journals associated with the UF BUDGETS ledger group, used in managerial budget reporting. Users may also update any budget journals not processed in myUFL during the overnight batch schedule. (P3)
Core User Roles
- UF_AUDITOR_CHARTFIELDS
This role allows for View mapping ChartFields and View PeopleSoft ChartFields. Note: This role is for the staff of the Office of Audit and Compliance Review only. (P4) - UF_BANK_RECONCILER
This role allows users to load daily bank activity reports. Users are also able to reconcile disbursement and depository activity to bank balances, identify processing errors, and assist in resolution of differences between bank and book balances. (P4) - UF_COURSEFEES_BUDGET_OFFICE
This role is limited to Office of University Budget staff responsible for reviewing and approving eForms requests for course fees. (P4) - UF_EP_RCM_BDG_SETUP
This role allows the user to access, administer, and update the system configuration for RCM dimensional roll-up values within the UF Data Warehouse. This role is restricted to staff of the Office of University Budgets and Finance and Planning staff in the Office of the Vice President and Chief Financial Officer. Role usage requires extensive knowledge of UF's RCM modeling, RCM organizational structure, and Board of Trustees and Board of Governors reporting requirements. (P4) - UF_ER_FI_BUDGET_ALL
This role provides access to all budget content in Enterprise Reporting. For Budget Director and other selected central management areas that include E&G, HSC, IFAS budget and financial offices. User must also have UF_ER_USER. Do not assign if user already has UF_ER_FI_ALL. (P3) - UF_ER_FI_BUDGETC_OPER
This role provides access to most budget content in Enterprise Reporting, including all operating budget data. For central management areas. Folder access includes: Financial Information, Budget, Delivered Salary Status Detail Cost Projection, Operating Budget, Budget Central, and [Central] Operating Budget. User must also have UF_ER_USER. Do not assign if user already has UF_ER_FI_ALL or UF_ER_FI_BUDGET_ALL. (P3) - UF_ER_FI_BUDGETC_PREP
This role provides access to most budget content in Enterprise Reporting, including all budget preparation data. For central management areas. Folder access includes: Financial Information, Budget, Delivered Salary Status Detail Cost Projection, Budget Preparation, Budget Central, and [Central] Budget Preparation. User must also have UF_ER_USER. Do not assign if user already has UF_ER_FI_ALL or UF_FI_BUDGET_ALL. (P3) - UF_FI_BA_RECON_DSO
This role allows the user to perform Enter Bank Statements and Review Bank Statements before the reconciliation process is run. Also, users may access Manual Reconciliation for manually reconciling exceptions to the auto recon process, and can manually reconcile wires and EFT's. (P5) - UF_GL_ALLOC_MAINT_UFFND
This role allows the user to update allocations. This role is limited to specific General Ledger core users at the UF Foundation. (P3) - UF_GL_ALLOCATIONS_ INQUIRY
This role allows users to perform inquiries on rules related to assessing interest and overhead allocations. (P3) - UF_GL_ALLOCATIONS_PROCESSOR
This role allows the user to view and run Allocations. Note: This role is intended for the core users in the General Accounting office. (P4) - UF_GL_BATCH_CORE
This role allows core office staff to run GL batch processes, including Generate Journals, Edit Journals, Request Budget Check, and Process Posting. (P4) - UF_GL_COMBO_ADMIN
This role is a general accounting role, allowing users access to combo edits. (P4) - UF_GL_FRINGE_ADMIN_CORRECTION
This role allows senior-level access to the Fringe Benefit setup pages. Users have the ability to add or modify Fringe Benefit Pool rates, including correction of history, and access to the Fringe Pool accounting line table load process. Granting of this role is limited to no more than five users in the Finance & Accounting Division's General Accounting department. (P4) - UF_GL_JOURNAL_AUTHOR
This role allows users to enter and correct generic, template, and recurring journals. Users can also run journal edit and budget check on an adhoc basis. To acquire this role, prospective users must complete the PST056 Journal Entry: Online Entry training course. A role request for UF_GL_JOURNAL_AUTHOR will not be approved until the user successfully completes PST056 (P4) - UF_GL_JOURNAL_POST
This role is for users responsible for the integrity of the general ledger. Users may review journal entries created by others, and flag the journal to post. (P4) - UF_GL_LEDGER_ADMIN
This roles allows management of access to the detail ledger group security. The role provides the ability to grant ledger access to users with journal author or post authority to specific ledger groups. Users are limited to select core office users in the F&A General Accounting department. (P4) - UF_GL_OPEN_CLOSE_PERIOD
This role is intended for select users in the General Accounting office of Finance and Administration. It allows access to Open/Close Periods for GL and subsystems. (P4) - UF_GL_OPEN_CLOSE_PERIOD_DSO
This role allows access to Open/Close Periods for GL and subsystems (e.g., AP, EX, AM, BI, AR, PC). This role is highly restricted and limited to Direct Service Organizations (DSO's). (P4) - UF_GL_SUMMARY_LEDGER
This role allows users to view summary ledger definitions and update to run the summary ledger build process. This role is restricted to core GL users. (P3) - UF_GL_SUSPENSE_CORRECTION
Correct suspended journal entries from Account Summary, Cashier, and Net Check systems. (P4) - UF_GL_SYSTEM_INTEGRITY
Reconcile budget and actuals transactions. Reconcile subsystems to general ledger. Extract data for further analysis. Monitor data integrity. (P4) - UF_GL_UFFND_CORRECTION
This role has correction mode for components GIFT FEE CD GROUP and OU SEARCH. This role is highly restricted and limited to UF Foundation employees. (P3) - UF_GL_UFFND_UPD
This role has all the custom pages built in PeopleSoft for UFFND, with full access rights (minus correction mode). Ability to view all the UFFND PeopleSoft data via query. This role is highly restricted and limited to UF Foundation employees. (P3) - UF_KK_BUDGET_ADMIN_CORR
This role will be used by University Budget Office and General Accounting to update KSEC rules and open/close budget periods. (P5) - UF_KK_CTRL_BUDG_AUTHOR
Provides ability for budget entry. (P4) - UF_PC_PROJECT_CREATE
Abbreviated Project Administrator role for use by business units which intend to use the project_id field as a GL chartfield and will not need the full suite of Projects functions. (P3)
Bridges User Roles
- UF_FI_BRIDGES_UFFND
View access to most PeopleSoft Financials for the UF Foundation. Ability to query UFFND custom tables. This role is restricted to Bridges employees. (P4) - UF_KK_BUDGET_CLOSE
Maintain budget closing rules for auxiliary and state appropriated funds. (P4)
Assistance
For assistance with university policies and procedures regarding general ledger and budget, please contact General Accounting (392-1324).
Please contact the UF Help Desk (392–HELP) for questions regarding general ledger and budget in myUFL.
