Master File Key Elements: Department & Subdepartment




A. Department

42 Character Master File Key
    XXX - XX - XXXX - XXXXX - X - XXXXXXX - XXXX - XXX - XXXXX - XX - XXXX - XX    
Length: 4 characters (first 4 digits of a 9 digit field) - Department
Description: The General Ledger chartfield is one 9 digit field that is made up of the first four characters as the department and the last 5 characters as the subdepartment. When the last five characters (subdepartment) are '00000', this equates to the four digit department value. The department is a reporting entity defined by the Board of Regents or administration to meet the specific reporting requirements of the University of Iowa. A department may only exist under one organizational unit.
Required: Yes
Business Rules: Department values are assigned a range per Organizational Unit (Assigned Department Range per Org Unit).
Other department values that fall outside of the assigned department range that are open are still available for use by that Organizational Unit.
Default Value: None. This element always requires a valid department value.

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B. Subdepartment

42 Character Master File Key
    XXX - XX - XXXX - XXXXX - X - XXXXXXX - XXXX - XXX - XXXXX - XX - XXXX - XX    

Length: 5 characters (last 5 digits of 9 digit field) Subdepartment
Description: The General Ledger chartfield is one 9 digit field that is made up of the first four characters as the department and the last 5 characters as the subdepartment. It allows a department to separate financial information into more detail. Some organizational units have named the combination of the department and the subdepartment the responsibility center. A department may use the same subdepartment number set up by another department, because the system validates the combination of these two elements as one.
Required: Yes, it must be a five digit value and can never be blank.
Business Rules: Subdepartment values are defined and approved by the four digit department.
Default Value: None. This element always requires a valid subdepartment value.

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