Add, Delete, or Change Chartfield Numbers | KCTCS

Administrative Procedures

Add, Delete, or Change Chartfield Numbers

Policy Number: 5.1.3-P

Current Effective Date: 01/01/2018

Original Effective Date: 04/01/2009

Revision Dates: 04/01/2009, 09/01/2009, 10/01/2017

Revision Number: 3

Revision Summary:

Responsible Official: System Director of Financial Services

References:

1. Purpose

To outline a request for an addition, deletion, or change to a chartfield code used in PeopleSoft Financials to record financial transactions.

2. Scope

This procedure applies to all KCTCS employees.

3. Request Approval

3.1

A chartfield code change or addition must be submitted using the KCTCS Chartfield Request Form.

  1. Form can be located in PeopleSoft Financials: General Ledger Tile, Chartfield Request, KCTCS Chartfield Request. 
  2. Access to the form has been granted to business officers at each college and other KCTCS personnel requested by the business officers.

3.2

All chartfield code changes or additions must be approved or disapproved by KCTCS Office of Financial Services.

3.3

Upon approval, the Functional Support Group will issue a System Accounting Instruction (SAI) and appropriate updates to the KCTCS Chart of Accounts.

3.4

Upon receipt of the approval, the Functional Support Group will update the PeopleSoft Tables and the KCTCS Chart of Accounts.

4. Request Exemptions (Grants)

4.1

Requests for a project or grant number fields are exempt from this procedure.