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California State University, Long Beach
CMS: Common Management System

Chargeback Application (FAQ)

  1. What is a Chargeback application in CFS?
  2. Who are the Service Providers on the CSULB campus?
  3. What is a SpeedChart?
  4. Why do I need a SpeedChart?
  5. How did CMS create a “baseline” list of Speedcharts?
  6. Then what?
  7. Do I need to call any of the Service Providers and get them to switch over to “My SpeedChart” instead of the CF String previously identified?
  8. How does this new process affect postage/mail?
  9. How do we communicate the use of Speedcharts to the campus community?
  10. How do we get new Speedcharts created?
  11. What do the Descr/Ref1/Ref2 fields in the DWH Drills represent?

What is a Chargeback application in CFS?

There is an application in the CFS PeopleSoft system that automates the distribution of charges for the goods and services provided by various service providers. This application allows for multiple business unit expenditures, thus eliminating the billing required and the 2 month lag time it takes to get the changes recorded in the Foundation and LB49R (Auxiliary) Business Units. In addition, it generates the reimbursement back to the service providers.

Who are the Service Providers on the CSULB campus?

Telecommunications, Postage/Mail Services, Print Shop, Copier Program, Copy Paper, and Facilities Management.

What is a SpeedChart?

A SpeedChart is a 10 digit code which represents a chartfield string; includes Business Unit, Fund, Department, and/or Program, Class, Project. It does NOT include an Account. The account number is determined by the Service Provider. The SpeedChart will be used when requesting goods or services from one of the campus service providers. It replaces the chartfield string currently being used. This is the same process currently being used for Office Max when ordering supplies.

SpeedChart Example:

Each SpeedChart code has a description which identifies the chartfield string it maps to. Each Chartfield value is identified with character separators F, P, C and J.

Service Provider – Account # the charge will be expensed to:

  • Facilities Management- 660929
  • Facilities Fuel – 660003
  • Postage – 660001
  • Copier Paper – 660003
  • University Print Shop – 660002
  • Copier Program – 660930
  • Telecommunications - 604001

Why do I need a SpeedChart?

Service providers on our campus (Telecommunications, Postage/Mail Services, Print Shop, Copier Program, Copy Paper, and Facilities Management) will use SpeedCharts to charge the appropriate chartfield string. SpeedCharts will streamline the current process allowing you to see charges to your chartfields in a shorter period of time, especially for auxiliary business units (LBFDN and LB49R).

How did CMS create a “baseline” list of Speedcharts?

The SpeedCharts were created using historical activity from the first 8 months of FY13-14. All transactions that were related to the campus service providers were analyzed and identified. This list was sent to all ASMs, ORSP, Campus Service Providers and others to review. Updates were made accordingly.

Then what?

The CMS Finance Department has created a “Go Live” list of SpeedCharts. This list has been distributed to the Campus service providers as well as back to the owners (you) for use starting July 1.

Do I need to call any of the Service Providers and get them to switch over to “My SpeedChart” instead of the CF String previously identified?

We have worked with all Service Providers. Any system that currently mapped to a ChartField String, will be mapped to a SpeedChart. Ie: Telephones. Any system that has outstanding orders will be remapped to a SpeedChart. Ie: Facilities Work Order, Print Shop.

How does this new process affect postage/mail?

You can continue to use your current barcodes that will automatically be mapped to your SpeedCharts. To request a new barcode, you must enter an online order with the University Print Shop and provide the new SpeedChart that you would like mapped to the barcode you are requesting.

How do we communicate the use of Speedcharts to the campus community?

This group is one of several mechanisms of communication. The CMS Finance Department will continue communications to CFS Users through email regarding this change. The Campus Service Providers will also be communicating the change. We are also relying on you to let your users know of this change and what impact it has on them. Ie: When using any of the campus service providers, starting July 1, a SpeedChart is required. The service provider systems will no longer accept a Chartfield string.

How do we get new Speedcharts created?

The Chartfield & Trust Fund Request form has been modified to include the request (add/update/delete) of a SpeedChart.

What do the Descr/Ref1/Ref2 fields in the DWH Drills represent?

These fields will help provide more information to the end user as to what the charge is for. Each Service Provider uses these fields the following way:

Infc Name Description Descr Ref 1 Ref 2
CFF Facilities Mgmt Fuel Chgbk Date Service WO # Description of Service and Dept Ref #
CFM Facilities Mgmt Chargeback Date of Service WO # Description of Service and Dept Ref #
CPG Postage Chargeback Period of Service N/A N/A
CPP Copier Prgm Paper Chargeback Period of Service Dept Ref # (if available) N/A
CPS Univ Print Shop Chargeback Period of Service Dept Ref #/Print Shop Order # Auxiliary Ref #
CRG Copier Program Chgback Period of Service Dept Ref # N/A
CTL Comm/Telephone Chargeback Period of Service (Telecom Period End Date) Description of Service (Type of expense i.e. TELECOM EXPENSE, TELECOM Work Order) N/A