Skip to Local Navigation
Skip to Content
California State University, Long BeachCalifornia State University, Long Beach
Skip to Content

Section 5: Budget Administration

Section 5.1 Financial Chartfields and Labor Cost Distribution

5.1.1 Establishing or Modifying Financial Chartfields

The first step to establishing or modifying financial chartfields is to complete a Chartfield Request Form Excel file. The information you complete on this form will add/modify/inactivate or re-activate a chartfield value. Instructions on how to complete this form are located to the right of the form. Any questions regarding this form should be directed to Financial Management, Ext. 5-8545.

5.1.2 Tying Financial Chartfields to Positions for Labor Cost Distribution

Administrative Service Managers (ASM) are responsible for defining the chartfield/funding attributes of positions within their departments/organizational units for the purpose of labor cost distribution. They do this by creating position pools for each department. The pool ID links employees via PeopleSoft position numbers to the financial chartfields to which labor costs will be charged. The Department Position Pool ID form is used to add a new position Pool ID or modify an existing position Pool ID.

Departments must complete a Position Pool ID form:

  1. To add a new Position Pool ID for a department to link financial chartfields to positions for labor cost distribution.

  2. To modify an existing Position Pool ID description or/and chartfield/funding attributes or funding distribution of multiple chartfields.

Important Notes

To inactivate Position Pool IDs, there should be no active position(s) attached to it. If the Pool ID you want to inactivate is attached to any active position(s), you must change a Pool ID for that position(s) before you can inactivate it. To change a Pool ID attached to a position, complete a Position Action Form (PAF) and submit to budget@csulb.edu.

When you modify the chartfield/funding attributes for an existing Position Pool ID, be aware that this change will affect all positions attached with this Pool ID. To change a Pool ID attached to a position, complete a Position Action Form (PAF) and submit to budget@csulb.edu.

5.1.3 How to Complete the Position Pool ID

Excel file Position Pool ID Form

  • ASM Name: ASM with responsibility for labor cost distribution for the impacted department.

  • ASM Phone and Email: The campus phone number and email address of the ASM. (If you send the form via email, that address is unnecessary.)

  • Department Name: The name of the department for which the Position Pool ID is being established or changed.

  • Position DeptID: Indicate a valid position department ID (the field is formatted for 5 digits – you do not have to type the leading zeroes). This position DeptID ties to Pool ID and chartfield/funding attributes.

  • Pool ID: Indicate the 3-character (numberic or alpha) position pool ID to be created or modified. This Pool ID ties to position DeptID and chartfield/funding attributes.

  • Effective date: The date chosen will dictate when the labor cost distribution changes will take effect. Please list the first payroll month you want this Pool ID to be used. The effective date is always the 1st day of the payroll month. Retroactive changes can only be made to July 1 of the current fiscal year using HR Expenditure Adjustment.

  • Action(s) Requested: There are only two actions authorized by this form. Check the appropriate box:

    1. Add a New Position Pool ID for the department, or

    2. Modify an existing Position Pool ID for the department.

  • New/Revised Pool ID Long Description: The ASM can describe the pool ID according to their own naming conventions and requirements. The long description can be up to 30 characters. The description can be modified.

  • New/Revised Pool ID Short Description: The ASM can describe the pool ID according to their own naming conventions and requirements. The short description can be up to 10 characters. The description can be modified.

  • List all of the chartfield/funding attributes for the Position Pool ID in percentage amounts; any valid combination up to 100% is possible. Use actual valid chartfield values and combinations (as prescribed by Financial Management).

    For example:

    FUND DEPTID PROGRAM PROJECT/GRANT CLASS %
    GFE02 00231 10110 50%
    RAE02 00722 24%
    44101 00726 10171 26%

The Budget Office will validate that the chartfield combinations will pass legal "combination edits" prescribed by Financial Management.

  • Comment Section: to be used as appropriate to convey information to the Budget Office.
  • ASM Approval: Sign for hardcopy or type the ASM's name if you send the form via email (the form will be assumed to be approved if received from the ASM's email address or that of his/her formally authorized designee.)
  • Department/Division Approval: optional if required for internal processing, please notify the Budget office, otherwise it will be assumed that the ASM's approval is sufficient.
  • Budget Office: after processing, the Budget Analyst will send an email confirmation to the ASM and retain a hardcopy of the form as an audit trail.

Miscellaneous Guidelines

  • A Position Pool ID is only three characters, any combination of alpha and numeric. ASMs may name their Position Pool IDs according to their own established conventions and rules. A long description of 30 characters and a short description of 10 are essential for each Position Pool ID.

  • A Position Pool ID is unique to a department therefore you can use the same Position Pool ID for every department. The key is what chartfields are mapped to the Position Pool ID and in what combination for each department – be careful as they may be different despite the identical name! For consistency, we suggest a Pool ID be used for similar funds/programs within your department.

  • You can specify different chartfield combinations by percentages with as many combinations as necessary.

  • A chartfield combination can reference a different department ID other than the department for which the Position Pool ID is being created

If there are any questions, please email budget@csulb.edu or contact a Budget Analyst at Ext 5-8217 or Ext 5-2473.

The effective date of a change to a Position Pool ID is critical. Retroactive changes can be made retroactive to July 1 of the current fiscal year. To make retroactive changes, an HR Expenditure Adjustment needs to be processed.

5.1.4 HR Expenditure Adjustments

To change the labor distribution of costs already posted in the financial system an HR Expenditure Adjustment must be processed by the Budget Office. These adjustments reverse out salary and benefit expenses related to a particular employee for a specific charge period and charge them to another chartfield combination. Should this be required, email budget@csulb.edu with your request. Alternatively you can contact a Budget Analyst at Ext. 5-8217 or 5-2473. However, they will normally want you to document your requirements 'in writing' via email or memo with signature.

To process an adjustment, you will need to provide the following information:

  • Position DeptID

  • Empl ID

  • Empl Record

  • Charge Period (month you are requesting an adjustment for)

  • Amount(s) that you want to adjust

  • New valid chartfield combinations (fund, department, program, class, project, class) to redirect the charge to

  • The charged % for the new valid chartfield combinations. If there's no split adjustment, you put down 100%. If there's a split adjustment where you want 25% to go to GFND for charged DeptID 00737 and 75% to go to RA for charged DeptID 00740, then you put down 25% GFE02, 00737 and 75% RAE02, 00740 (the total adjustment must equal to 100%).

Note: If the charges involve moving between college/division, the ASM accepting the charges must also authorize the funding source.

Once the Budget Office completes the adjustment you will receive notification of the adjustment along with a copy of the adjustment made in PeopleSoft HR. The Budget Office keeps a hardcopy of the adjustment backup in the book for audit trail.

Just remember that once the adjustment has been processed in HR, you cannot readjust. To readjust, you need to submit a FIS Adjustment Form to General Accounting. To keep HR and FIS Totals synchronized, any labor costs adjustment must go through the HR Expenditure Adjustment process first before you can do the FIS Adjustment.

5.1.5 HR Account Code Override

An HR Account Code Override is a one-time, prospective change to the default funding source normally reserved for positive pay items:

  • Intermittent hourly regular pay
  • Overtime hours
  • Shift Differential hours
  • Student time not submitted on the Student Attendance Reporting Spreadsheet (SARS)

The HR Accounting Code Override Form is used to change the default funding source (as designated by the Position Pool ID) for a given pay period – prospectively. The process allows us to change 100% or split the % of costs to any valid chartfield combination. This form must be received in Budget by the 25th of the month that the pay warrant will be issued. This does not apply to retroactive changes. For such changes, you must request an HR Adjustment via email to budget@csulb.edu.

Essentially, we can change the financial chartfields from the specified default funding source before the charges have been posted in the financial accounting system. (Remember, the default funding source is determined by the Pool ID attached to the position the employee is hired into. See Section 9.1.2 for a full discussion of this topic.)

Remember, you must complete this form to communicate this one-time charge. If you want to change all future funding for an employee(s), you will need to change the pool ID on the position.

Important Notes

  • You can only override the funding source that has already been submitted on vouchers or time reporting spreadsheets to Payroll.

  • The HR Account Code override process timing is critical. Budget Office must receive this form by the 25th of the month that the pay warrant will be issued. Budget will process the account code override prior to the date the Pay Tape is loaded for Labor Cost Distribution.

Email budget@csulb.edu or contact 5-8217 or 5-2473 if you have any concerns or questions about timing or how to reflect your requirements on the form.

5.1.6 How to Complete the HR Account Code Override Form

Excel file Account Code Override Form

You can put up to seven rows of data for multiple employees on a single form. Attach additional pages as necessary.

  • Date Paycheck Will Be Issued (Month/Year): Indicate the month/year the paycheck will be issued.

  • Organizational Unit: Use the drop down to select the organizational unit for which the employees are employed.

  • Page 1 of: Indicate the number of pages you are submitting.

  • ASM Name: ASM with responsibility for labor cost distribution for the impacted employees.

  • ASM Extension: The campus phone number/extension.

  • Employee Name: Last name, First, Middle (PeopleSoft format)

  • Employee ID#: Nine-digit PeopleSoft assigned Employee ID number.

  • Empl Rec: The single digit number to relates an employee to a particular job/position. If an employee has multiple concurrent jobs this number is very important to identify the time entered into the system.

  • Indicate whether employee is Student, Hourly or Salaried

  • Total Amount ($) to Override: Indicate the amount you want to override (all or partial).

  • Time Reporting Code: Budget will need to know the type of time being overridden. Refer to the Time Reporting Codes. These are the only valid TRCs for which labor cost distribution can be changed.

  • Financial Chartfields: List all of the chartfields you want to reflect for the override; use actual valid chartfield values and combinations (as prescribed by Financial Management).

    For example:

    You submitted 25 hours of REG time for an Intermittent employee ($10.00/hr) and want to override the funding for 20 hours.You will fill out the form as follows:

    • EMPLOYEE NAME (Last,First M): Doe,Joe P
    • EMPLOYEE ID: 000015429
    • EMPL REC: 0
    • Indicate whether employee is Student, Hourly or Salaried: Hourly
    • TOTAL AMT ($) TO OVERRIDE: $200.00
    • TIME REPORTING CODE: REG
    • Financial Chartfield Values:
      • Fund: GFE02
      • Dept: 00314
      • Program:  
      • Project:  
      • Class:  

  • ASM Approval: Sign for hardcopy or type the ASM's name if you send the form via email (the form will be assumed to be approved if received from the ASM's email address or that of his/her formally authorized designee.) Send all email forms to budget@csulb.edu.

  • Division Authorization: optional if required for internal processing, please notify the Budget office, otherwise it will be assumed that the ASM's approval is sufficient.

  • Budget Office: After processing, the Budget Analyst will send an email confirmation to the ASM and retain a hardcopy of the form as an audit trail.