Request Chartstring Change for an Employee

Owned by Peter Skomsky
Last updated: Jun 25, 2024 by Peter Skomsky
3 min read

Purpose

Use this guide to request any of these changes to someone's chartstring(s):

  • Update an existing chartstring

  • Add a new chartstring

  • Change the distribution between chartstrings

References

For additional information on how to navigate the Human Resources and Payroll Services system, use these how-to guides:

If you are a

Then use this guide

Manager

Navigate the My Team Tile of Your Manager Self Service Home Page How-To Guide

Department administrator

Navigate the Company Directory from Your Departmental Administrator Home Page How-To Guide

Actions

This guide is organized into these sections:
A. Gather the Required Information
B. Launch the Form
C. Fill Out the Form
D. Check the Status

A. Gather the Required Information

Before you request a chartstring change for someone, gather this information:

  • Date the change is to take effect

  • Any values that define the chartstring you are adding or changing, such as

    • Fund

    • Department ID

    • Program

    • Account

    • MyCode

    • Project ID

    • Activity

    • Budget Ref

  • Percent distribution between chartstrings

Note: If this is a multi-incumbent position (PIN), chartstring changes will affect all employees in this PIN.

B. Launch the Form

  1. If you are a:
    Manager: Find the person in the My Team list of your Manager Self Service home page.
    Department administrator: Find the person in the company directory of your Departmental Administrator home page.

    My Team page with Actions menu open for one of the people and a highlight on the Chartstring Change option

  2. Click the green arrow next to the person's name and choose Chartstring Change.

C. Fill Out the Form

Use this section for guidance on filling out the form.


1. Current Chartstring(s)
The form shows you the current chartstring(s), if any, for your reference:

  • You are unable to edit the values in this area but you can refer to them as you add a new chartstring.

  • If you want to change an existing chartstring, you must add a new chartstring with the new values.

2. Effective Date
Enter the date the new chartstring(s) are to take effect or click the calendar button and choose the date.

3. New Chartstring
When you launch the form, it starts out without a chartstring.

4. Add New Chartstring
To add a chartstring:

A. Click Add New Chartstring. Result: The Chartfield Lookup page opens.

B. Enter either the Combination Code or ChartField Details or pick them from the lists that open as you type.

C. Click OK.

Tip: To recreate a current chartstring as a starting point, copy its combination code and paste it into the Combination Code box when you add the new chartstring.

5. Distribution
Enter the percent distribution for each chartstring. The total distribution of chartstring(s) must equal 100%.

6. End Date
If there is an end date for the chartstring distribution, choose Yes and then enter the end date.
Note: If you set an end date, the form adds another section to enter the chartstring that will take effect after the end date. Add the next chartstring.
Note: For chartstring distributions with sponsored accounts, you must include an end date.

7. Save For Later
To save the form and finish it later, click Save For Later.

8. Submit
When you have completed the form, click Submit.

D. Check the Status of Approvals

A chartstring change requires these approvals: