The Project chartfield is generally defined to support identification of transactions associated with a capital project, grant, or other similar activity where a budget and cost collecting and tracking is needed for a defined period of time. A project provides for additional functionality unique to project cost accounting (project life, defined period, defined activities, etc.) as defined in the PeopleSoft Project Costing module. The project chartfield can be used for both sponsored and non-sponsored purposes.
Non-Sponsored projects are any projects that are not grants, sponsored contracts, sponsored agreements or other awards that are processed by Sponsored Projects Administration. The University currently uses different types of non-sponsored projects (e.g. capital projects). The Accounting Department will establish non-sponsored project ids that are non-capital related. The Office of University Architects or the Facilities Management Division will establish capital projects.
Characteristics of a project typically include the following:
- Defined begin and end dates
- Designated budget or funding support
- Specific group of participants
- One time event or initiative
- May cross fiscal years
- May have distinct reporting requirements
In addition to the Project ID, there are two project specific chartfields that are unique to the UGA Financial Management Project costing module. Those are:
PC Business Unit – An operational subset of an organization to organize project activity independently of the constraints of the standard accounting procedures for the financial posting and reporting of the organization. Non-Sponsored projects will have a PCBU of 18000
Activity ID – Identifies activities and specific tasks that make up a project.
Non-Sponsored projects are established on the PROJ_CHILD ledger. Prior to requesting a Non-Sponsored project, Units must ensure the funding source is adequate. Example: If a Non-Sponsored project is requested for $12,000 on the Fund 10000- State Appropriations, then there must first be at least $12,000 allocated to the department tree on the DEPT_CHILD ledger for this Fund. The query UGA_KK_CTL_DPT_BAL_SUM can be used to ensure adequate funding before submitting this request.
Non-Sponsored project spending control notes:
- If the overall balance of the results of the UGA_KK_CTL_DPT_BAL_SUM query is less than the amount to be requested for the Non-Sponsored project, then the project cannot be established.
- If the overall balance of the results of the UGA_KK_CTL_DPT_BAL_SUM query goes below the balance of the Non-Sponsored project after it has been established, then the project will not have adequate funding. This will result in the inability to spend on the project even if there is an adequate balance on the project itself.
- Unlike a Sponsored Project, Non-Sponsored projects do not have Account Code spending control. Any Account code can be spent against for a particular Non-Sponsored project.
- In order to use a particular chartfield with a Non-Sponsored project, it must first be requested/ established on the project's budget using this form. Example: If a Chartfield1 is not requested to be included on the project's budget line, then users will be unable to spend using the Chartfield1. Additionally, if a Chartfield1 IS included in the budget line and users needed to spend both with and without using the CF1, then users will need to request two budget lines, one with the CF1 and one without the CF1.
To request a new Non-Sponsored Project, select Create a New Non-Sponsored Project under "Type of request" after clicking Submit Request on the right.
To edit an exsiting Non-Sponsored Project, select Edit an Existing Non-Sponsored Project under "Type of request" after clicking Submit Request on the right.