Department ID (Dept ID)
The dept ID field in UCSF's chart of accounts is a six character value used to track the unit owner of a financial transaction. Dept IDs are established in levels that enable roll-up reporting at different levels.
The SOM dept ID levels reflect the following structure:
Main affiliations, which is also an attribute of the dept ID can be at level 3 or 4. The affiliated sites/locations used by SOM include only the following:
- Core Campus (CORE)
- San Francisco General Hospital (ZSFG)
- Veterans Affairs Medical Center (VAMC)
- Fresno (FRES)
Dept ID names are limited to 30 characters and follow the following convention so that at the lowest level the name contains some reference of each level:
- Control Point - 2 characters max (including dash)
- Department - up to 7 characters max
- Division - up to 5 characters (including dash)
- Affiliation - up to 5 characters max (including dash)
- Sub-division - up to 6 characters max (including dash)
- Unit - up to 5 characters max (including dash)
To request for new dept IDs or changes to existing dept IDs, please complete this form and email it to Denise Lau.
Project ID
The project ID field in UCSF's chart of accounts is a seven character value used to track financial transactions related to specific activities and programs. Project IDs can be shared across the organization or can be assigned to a specific owner. Project IDs can also be linked to one another through parent/child relations and be grouped into categories for reporting purposes (known as project use categories).
To qualify for a project ID, the activity must have at least $25K in annual financial transactions. For unrestricted projects owned by faculty, a maximum of three projects per faculty may be requested – one in each of the project use categories: Faculty/PI/Owner Activity, Recruitment/Faculty Start-up, and Retention.
The naming convention for project ID descriptions is as follows:
- Parent projects for gifts & endowment projects: Specific purpose_specialty_general purpose
- Child projects: Owner (last name, first initial)_specialty_activity/use
To request new unrestricted project IDs or make changes to existing project IDs, please submit request through PeopleSoft Financials. Instructions can be found here.
Function Code
The function code field in UCSF's chart of accounts is a two character value used to track higher education functional classifications for internal and external reporting requirements.
The assignment of functions codes to financial transactions enable mission-based reporting. The function code used should closely align with the mission that is benefiting from the transaction.
The Function Code Guide provides guidelines and examples of when to use which function codes.
FlexField
The flexfield field in UCSF's chart of accounts is a six character value used to track unit specific information that is not captured in any other fields. This is an optional field and should not be used if a combination of other fields could meet the reporting needs.
To qualify for a flexfield, the activity must have at least $25K in annual financial transactions. There is no specific naming conventions for flexfields.
To request for new flexfield or make changes to existing flexfields, please submit request through PeopleSoft Financials.
Business Unit
Fund Code
Account Code
Activity Period