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Speedchart - Frequently Asked Questions (FAQs)
A Speedchart is a five character “shorthand” number linked to a unique set of Chartfield combinations, minimally the Fund and DPA (Fund Year and/or Program Code, if applicable) Speedcharts ensure that expenses are properly charged to Departments. When properly set up and maintained, speedcharts ensure correct accounting and reporting of expenditures.
Purchases ordered and invoices paid with a particular Speedchart number will be processed in accordance with the unique combination of chart fields associated with the Speedchart number.
Some internal UCSF providers use the Speedchart for recharge purposes.
When should I use a Speedchart PO?
The implementation of Procure to Pay (P2P) reduces the need for Speedchart PO’s, as more Purchase Orders ( PO’s) are created as a part of the purchasing process. If there is a PO in the PeopleSoft system, detailed expenditure coding and cost distribution is handled within the system. Therefore, when there is a true Purchase Order (PO), that number should be used, not a Speedchart PO.
There are, however, a great number of instances when a “Speedchart PO” is used in the ordering and purchase of goods and services.
While a Speedchart by itself is not a purchase order, when it is followed by a departmental delegation code plus the four digit department reference number, it may be used as a Speedchart PO for purchases. When the right Speedchart is used when placing orders and submitting invoices for payment, purchases get charged correctly.
How does a Speedchart PO reflect departmental delegated authority?
A Speedchart number accompanied with one of the departmental delegation codes "D", "R", "B", "E", "A" or "K" followed by a unique four digit departmental reference number may be used in lieu of a purchase order to purchase goods and services for:
- low value PO orders,
- agreement vendor orders
- blanket orders
- library materials
- equipment, and
- equipment repair services
Restricted purchases are excluded. For information on restricted purchases, refer to Campus Purchasing web site: Purchasing Guide.
Speedchart Departmental Delegation Chart
Speedchart number example
Departmental Delegation Code
Code Meaning
Comment
54321
D
Department Delegated Purchasing Authority
Valid only if invoice total is less than $2500
54321
R
Equipment Repair Order
Valid only if invoice total is less than $10,000
54321
B
Blanket Purchase Order
Must be reference vendor contract number
54321
A
Agreement vendor order
Order within a pre-arranged vendor agreement
54321
E
Equipment Purchase order between $1500 and $2500
Valid only for more than $1500 and less than $2500.
54321
K
Library Materials Order
When Should I Request a Speedchart?
For Non Sponsored Funds:
Once a Department Fund/DPA are established and coupled in the Accounting Fund Profile (AFP) by General Accounting or Foundation Accounting, the financial owner of the Fund may request a new Speedchart. Request a new Speedchart any time you recognize a new and unique Fund/DPA or Fund/DPA/ Program Code combination that your department will be using to pay for non-payroll goods and services.
For Sponsored Funds or situations with both Sponsored and Non-Sponsored Funds:
Once a Department Fund/DPA + (Fund year and/or Program Code, if applicable) by Extramural Funds (EMF) the financial owner of the Fund may request a new Speedchart when you receive notification of a new award set up from EMF.
How do I request a new Speedchart?
There are two main steps in setting up a Speedchart:
- The financial owner of the Fund determines what chart fields the new Speedchart will reference.
- The financial owner of the Fund requests the new Speedchart to be set up through Accounts Payable
Step 1: Determining what chart fields the new Speedchart will reference:
While the process is the same for setting up Speedcharts for Sponsored and Non-sponsored funds, their structures vary in complexity. For a detailed explanation, review Anatomy of a Speedchart PowerPoint.
For Non Sponsored Funds:
A simple Speedchart structure may be used when only a Fund/DPA or Fund/DPA/ Program Code combination is referenced for a single fund.
The Speedchart can be set up to distribute expenditures across multiple funds.
For Sponsored Funds:
In addition to distribution of expenditures across multiple funds, Speedcharts for sponsored funds also call for setting up of fund years to charge expenses to the correct fund years. In the case of Speedcharts with fund years, the invoice date instructs the PeopleSoft system which fund year to assign.
Tip! Alternate Funding. Best Practice in setting up Speedcharts on Sponsored Funds includes identifying a Fund/DPA or Fund/DPA/Program Code combination for expenditures that fall outside closed fund years or for expenditures on restricted items
Step 2: Requesting a new Speedchart to be set up by Accounts Payable:
For Step by Step Instructions and Illustrations on how to structure and request new Speedcharts: Speedchart Set Up Process.
For Non Sponsored Funds:
Complete and submit an online Non-Sponsored Speedchart Request Form.
For Sponsored Funds:
Complete and submit an online Sponsored Speedchart Request Form.
Within 2 work days of receiving your electronic request, Accounts Payable assigns a Speedchart number for the department to use when ordering goods and services, and notifies you that your request has been completed.
Can set up multiple fund years when I am requesting a new Speedchart?
Yes. Best practice calls for setting up all the fund years that you know about at the time of requesting the Speedchart. When invoices are paid, they are assigned by the system to the applicable fund year according to the invoice date.
Can I set up a new Speedchart for each fund year?
A properly set up and maintained Speedchart is the correct way to account for expenditures by fund year, and new Speedcharts should not be created simply to account for expenditures by fund year.
I need a Program Code. How do I get it?
For non-cost sharing program codes : Complete the Program Code Request Form and send it to the address on the instructions.
For cost sharing program codes : fill out the Cost Sharing Budget Commitment Template and send it to the address on the instructions.
Can I ever modify a Speedchart? If so, when?
Best Practice calls for setting up the complete cost distribution, fund years, and program codes upon initial set up of the Speedchart. Occasionally, Speedchart modification is needed:
- When awards are renewed, it may be necessary to add Fund Year(s)
- If the Speedchart was not initially set up with and additional Fund/DPA combination to handle post-award or restricted expenditures, one may be added.
- If a needed program code has not been associated with any of the chart field combinations, it may be added.
A prompt request to modify an existing Speedchart allows charges to be expensed correctly to the appropriate Fund years.
For Non Sponsored Funds:
Complete and submit an online Non-Sponsored Speedchart Request Form to speedchart@ucsf.edu specifying your requested modifications.
For Sponsored Funds:
Complete and submit an online Sponsored Speedchart Request Form specifying your requested modifications.
What happens when a no-cost extension is granted on an award?
When a no-cost extension is granted to an award, and there is:
(1) A change in end date at the fund level, and
(2) A change in the end date of the most recent fund year at the fund year level.
The award setup team will review ALL speedcharts associated with the fund year in question, and request changes to the end date of ACTIVE speedcharts in the fund-FY.
What happens when a there is a change in Fund Year structure on a sponsored fund?
Any change in the fund year structure, which either eliminates or overwrites existing fund years, must be routed to the award setup manager for approval.
If the award setup manager agrees to the change, transactions must be zeroed out at ALL account levels (expenditure, revenue, unexpended balance, accounts receivable, deferred revenue) before the account-fund profile is modified. Once the account-fund profile is modified, the changes will be passed to Accounts Payable’s Speedchart Desk, with a list of all ACTIVE speedcharts associated with the prior fund year structure. The speedchart desk will make appropriate changes to the speedchart and notify the department.
When should I inactivate a Speedchart?
Request Speedchart inactivation when:
- All Invoices expected for the unique chart field combination have been paid
And
- All Funds associated with the Speedchart are closed.
It is not necessary to request that a Speedchart be inactivated prevent expenses from charging to expired Fund years, as the system automatically assigns invoices to fund years based on processing date. Departments may request invoices be processed to a particular fund year, by indicating the fund year on the invoice.
How do I inactivate a Speedchart?
When a Fund is no longer available for spending, the department financial owner of the Speedchart is required to:
For Non Sponsored Funds:
Complete and submit an online Non-Sponsored Speedchart Request Form requesting the Speedchart to be inactivated.
For Sponsored Funds:
Complete and submit an online Sponsored Speedchart Request Form requesting the Speedchart to be inactivated.
How do I reactivate a Speedchart?
Occasionally, an inactivated Speedchart may need to be reactivated to accommodate an unexpected invoice.
For Non Sponsored Funds:
Complete and submit an online Non-Sponsored Speedchart Request Form requesting the Speedchart to be reactivated.
For Sponsored Funds:
Complete and submit an online Sponsored Speedchart Request Form requesting the Speedchart to be reactivated.
Can I re-use an old Speedchart number with a new Fund/DPA combination?
No. Many departments like to “recycle” or reuse Speedchart numbers when funding changes for a project. Since the Speedchart is used to track departmental expenditures, it is essential that the Speedchart be tied to a unique set of chart field string combinations. While a Speedchart may be modified to add Fund Years or additional Fund/DPA combinations, for example, it may not be closed and reused without creating potential audit issues. Instead, if you want to continue using a speedchart for a particular project with a new fund number, modify the speedchart by inactivating the outdated chart field combination line and create a new line with for the new Chartfield combination.
How do I manage and monitor Speedcharts for my unit?
Speedcharts should be regularly reviewed. See WebLinks OLFS Chapter 6, page 16, “Speedchart Inquiry” for How-to’s: http://acctg.ucsf.edu/olfs/trainingarchives/WebLinks%20Manual_PDF%20Files/6-WebLinks_AP-PO.pdf
[Reference “Speedchart Ongoing Maintenance Process”]
Who do I call if I have questions on Speedcharts?
Email your question to speedchart@ucsf.edu and a staff member will respond by email or phone, as appropriate.
This page last updated on: Wednesday May 06 2009