University Budget Office 

Supported Systems


Chartfield Request System  Financials  HR  Position Control Application  Wolfpack Reporting System (WRS)

Whenever there is an issue with one of the University's major online systems (e.g., Human Resources, Financials), an email notice about the issue is sent to subscribers of the Online Notify mailing list.

To receive these notices, please refer to the OIT Help & Support Page for Online Notify.


Chartfield Request System


    The Chartfield Request System was created to make it easier for you to submit requests to create new chartfields and modify existing ones. Instead of having to remember which paper forms to mail to which central offices with which signatures, it allows you to create and submit an electronic request from within the Financials system and have it route automatically for all the correct approvals and then to the correct central office for processing.

    The Chartfield Request System allows you to submit electronic requests for new Department IDs, modifications to existing Department IDs, and Department ID inactivations. You are able to submit electronic requests for new Project Segments for any of the following fund sources: State Appropriated, F&A, Grants, Foundations, University Endowments, Auxiliary Sales & Service, Agency, Debt, and Gifts/Loans. You are also able to submit requests to modify or inactivate existing Project Segments for those same fund sources.

      When adding a new chartfield request, there are three menu selections to make:

      1. Type: Specify whether the request will be for a project segment or a department ID.
      2. Action: Specify whether you are requesting an existing value be modified or inactivated, or a new value be added.
      3. Fund Group (see chart below): Specify the type of funding associated with the existing or new project segment - leave the Fund Group blank for department ID requests.

      Note: A project segment is the first 6 digits of a project number. It precedes the 5 digit phase.
      The Chartfield Request System is not for adding or maintaining phases.       Separate Financials security access is available to directly add or update project phases via the Project Maintenance page.

      You may save a request at any time. Most required fields do not need to be populated until the Submit button is clicked. Saving before submitting guarantees your entries have been committed to the database.

      Comments may be added at any point during the request/approval process. Only the user who created a comment can delete it. Saving a new comment does not affect the routing of a request that has already been submitted. Your user ID and a date/time stamp will be included just above each of your comments.

      Approval routings are based on the first two digits of the department ID on the request and then on the central office responsible for that request type or fund group. The Budget Office is responsible for all department ID requests and requests for projects in fund groups: 16030, 16031, 16032, and F&A Receipts.

      Please contact your Budget Analyst (pdf) with questions. Your Budget Analyst will be the final approver for all department, 16030, 16031, 16032, and F&A project requests and is the best resource to help you.

      A slightly outdated but still accurate Chartfield Request System training document (pdf) is available.

      A Chartfield Structure Overview (pdf) is also available.


Financials


    The Financials system at NC State University is built on Oracle's PeopleSoft Financial Management family of applications. Since the university began using PeopleSoft in 1999, we have succesfully implemented quite a few customizations and system upgrades.

    There are online tutorials available for MarketPlace order entries, Small Purchase Vouchers, Purchase Requisitions, Maintaining Purchase Orders, Receipt Entries, and also query writing. Note: The tutorial application requires a Unity ID and Microsoft Internet Explorer 5.5 or later.

    General Help:


    Budget revisions (journals that use the BUDGETJRNL or TRUSTBUDG template) are how budget is adjusted in the Financials system. For help with budget revisions please contact your Budget Analyst (pdf) or visit our FAQ: Budget Revisions page.

    The Budget Office creates numerous reports from the information in the Financials system. Our reports rely heavily on the accuracy of the assorted chartfields used in Financials: projects, department IDs, fund codes, program codes, and class codes. It is because of our reporting needs that we have become the de facto data steward for chartfield maintenance in Financials. The various other central offices create and maintain certain ranges of projects, but, whenever they change the chartfields associated with those projects, it is the Budget Office's responsibility to quickly make corrections to the affected ledger balances regardless of whether they are budgets, actuals, or encumbrances. (The only exceptions are C&G budgets and operating encumbrances. C&G budgets exist across fiscal years on a project-to-date basis, we cannot correct prior years, so we do not touch those. Operating encumbrances originate with a purchase order. The source document of the purchase order needs to be changed in order for the operating encumbrance to change.) By doing this on a monthly basis we guarantee that all reports that pull data by department or any other chartfield are accurate for that fiscal year.


HR



Position Control Application



Wolfpack Reporting System (WRS)



  • Training videos (Unity login required) and a Summary of Changes (pdf) are available to explain the new features in WRS 2.0 and how to use the reports.

  •    Direct Link to WRS (No MyPack Portal, but a Unity login is still required)

  •    WRS Overview (pdf)

    • Displays Fiscal Year-to-Date, Project-to-Date, Quarter-to-Date, and Prior Month Balances based on the fund source.  The display (columns/rows and project attribute section) of the report when it is initally rendered is based on the fund source.  The report can be used for all Fund Sources.  Calculates Budget Balance Available (Budget less FYTD Activity (PTD Activity for C&G projects), less Encumbrances).  Drill down is available on all rows and financial columns except Budget Balance Available.  Current FTE, Future FTE, and Future Budget are available.  Balance Sheet (Assets, Liabilities, Equity) rows are available.  Ability to Add/Remove Personnel Encumbrances.  Account Range rows can be expanded to see balances at the individual account level.  Report can be downloaded to Excel. 
    Calculates Cash Balance by adding the beginning fiscal year Cash Balance plus Year-to-Date Revenues less Year-to-Date Expenses plus GL Adds, Deductions and Transfers plus Others (Fund Balance Adjustments).  Drill down is available on all rows except Cash Balances (Amount column only).  Accounts Payable information is also available by clicking on the "Show/Hide Accounts Payable" button.  Report can be downloaded to Excel.
    Displays Fiscal Year-to-Date detailed payroll and staff benefit expenditures and encumbrances by employee name.  The report also includes reallocations.  Drill down is available on the rows/columns for the Expenditure and Encumbrance amounts.  Drill down not available for the Fiscal Year Amount or Fiscal Year Total columns.  Employees with salaries in multiple groups (e.g. EPA Non-Teaching and EPA Teaching) will have all of their staff benefit amount listed in the first group where they appear.  Report can be run for a specific month only or as of a specific month. Due to the sensitive data, special security is required for this report.  Report can be downloaded to Excel.
    Displays Fiscal Year-to-Date/Project-to-Date Expenses and Revenue.  Report can be run by Project Reference or Segment (can roll Phases into the Segment if you do not want to see all associated Phases listed on the report) and by Chartfield combinations such as Department and Funding Group or Department and Project ID to see balances at the Project ID level.  Calculates Budget Balance Available (Budget less PTD Expenses, less Encumbrances).  Drill down is available on all rows and financial columns except Budget Balance Available.  Ability to Add/Remove Personnel Encumbrances.  Additional fields (Funding Group, DeptID, Fund Code, Program Code, and Class Field) are available.  If detail information is needed, click on the Project ID hyperlink and Report P1 will automatically run to a new browser window (drill down functionality available).  Report can be downloaded to Excel.  To get a complete list of Project Phases and Project Segments for a Project Reference, run public query Q_PHASES_SEGS_FOR_PROJ_REFS.
    Displays Fiscal Year-to-Date information.  Report can be run by Project Reference or Segment and by Chartfield combinations such as Department and Account or Department, Project and Account to see Journal Transactions for different types such as Actuals, Budget, or Encumbrances.  Option to include Balance Sheet Accounts.  Payroll expenditures are summarized on this report by type of employee and do not include employee names.  Detailed employee payroll expenditure information is available by running Report P3 (Detailed Payroll Transactions by Project).  Additional Fields available. Report can be run for a specific month only or as of a specific month. Report can be downloaded to Excel.
    Displays Fiscal Year-to-Date information for customer-specified chartfield criteria.  Different options are available for how information is grouped and summarized.  Grouped data is displayed in separate grids which calculate Budget Balance Available by account code (Budget less FYTD Activity, less Encumbrances).  Drill down is available on all rows and financial columns except Budget Balance Available.  Current FTE, Future FTE, and Future Budget are available.  Report can be downloaded to Excel.
    Displays Fiscal Year-to-Date information for multiple projects specific to individual Centers or Institutes as provided by the Office of Research and Innovation.  Different options are available for how information is grouped and summarized.  Grouped data and Summary data are displayed in separate grids which calculate Budget Balance Available by account code (Budget less FYTD Activity, less Encumbrances).  Drill down is available on all rows and financial columns except Budget Balance Available.  Current FTE, Future FTE, and Future Budget are available.  Report can be downloaded to Excel.
    Displays Fiscal Year-to-Date information for multiple projects specific to individual Auxiliary and Fee units that are formally reviewed by the University Budget Office.  Provides information for Beginning and Ending Cash.  Calculates Budget Balance Available (Budget less FYTD Activity less Encumbrances).  Drill down is available on all rows and financial columns except Budget Balance Available.  Report can display two prior fiscal years' activity for comparison.  Current FTE, Future FTE, and Future Budget information are available.  Report can be downloaded to Excel.
    Displays summary of projects (ledger 5 segments) with financial information where the customer is a Lead PI or Co-PI.  An administrator can select the Lead PI/Co-PI name or enter the Lead PI/Co-PI employee ID and see the list of projects for that Lead PI/Co-PI.  Report can be run for the current fiscal year and two prior fiscal years.  While the financial data will be as of the specified date, the status attributes (i.e., active, pending, or inactive) will be as of the current date.  Drill down functionality on financial amounts is not available directly on Report M3.  If detail information is needed, the customer can click on the Project ID hyperlink and Report P1 will automatically run to a new browser window (drill down functionality available).  Report can be downloaded to Excel.


TOP>>