Northwestern University Financial Policies and Procedures

COA/ChartField Maintenance

COA/ChartField Maintenance > Request a New Chart String or ChartField Value

Request a New Chart String or ChartField Value

Overview

Add a ChartField
Request a New Construction Project ID

Resources
Contact Information

Overview
A new ChartField or Chart String is requested when an existing ChartField value or management Chart String does not meet a need to capture unique financial activity for appropriate monitoring or financial accounting purposes. The ChartField Request Form supports requests for new DeptIDs, Projects (non-grant), Programs or Accounts.

Add a ChartField

Identify the need for new ChartField:

Identify the type of financial activity to be recorded and management responsibility
Review existing Chart Strings and ChartFields to match activity to appropriate values
If values are not found, request a new value

The Requestor completes the online ChartField Request Form available on the NUPortal Finance & Accounting tab for adding a DeptID, Project, Program or Account:

The Requestor routes the form for approval within the school or unit (per the school- or unit-determined approval process).
Special routing for gift and endowment project setup requests: All Chartfield request forms for new gift chart strings should be sent directly to Gift & Record Services, 2020 Ridge Avenue, Room 230, Evanston Campus. A completed gift transmittal form and the check should be attached to the Request for New Project ID form. Gift & Record Services will send the form to the Accounting Services for setup after the gift is processed. Questions about the gift transmittal forms can be directed to Gift and Record Services, 847-491-8323.
An authorized submitter, who has been pre-registered to request ChartField changes for the school or unit, emails the approved form to: ChartField_request@northwestern.edu. The Submitter can also fax or mail the form to Accounting Services.
The ChartField Maintenance (CM) unit in the Controller’s Office logs receipt of the form and does a preliminary review for completeness and initial coding.
If a new DeptID or Project is requested, the request form and accompanying budget template and other support (gift transmittal form for a gift or fund memo for an endowment project) is routed to the Budget Office for approval.
The form routes back to the CM unit for finalization and system update.
The CM unit notifies the Submitter and Requestor of completion of setup and copies additional individuals or offices as directed on the form.

Request a New Construction Project ID

The NU Financials Project ID Request Form is used to initiate the development of a detailed construction project budget, and ultimately the assignment of a project ID. This form is not for estimates. It should only be used for approved new projects or approved budget changes to existing projects.

The form has four parts that need to be completed by different departments and then forwarded via email:

The Requester completes the first part of the form that requires funding and unit contact information.
Facilities Management completes the project scope, project manager name, project budget details, etc.
The Budget Office re-verifies the approval status, budget amount and funding sources for the project.
Accounting Services verifies the project fund as “capital” or “expense.”

Refer to the Construction Project FAQs for more information.

Resources