ShortCode vs. Project Grants vs. Chartfields

At the University of Michigan, shortcodes and project/grants (P/Gs) are both used to track financial activity, but they serve different purposes and function differently within the financial system.

🔹 Shortcode

  • A shortcode is a 6-digit number used as a shorthand to charge or allocate expenses within the university’s systems (like Concur, M-Pathways, etc.).
     

  • It is not a fund itself but rather a convenient alias for a more detailed chartfield combination (like fund, department, account, program, class, and project/grant).
     

  • Example use: You give a shortcode to pay for a conference registration or charge catering.
     

  • Think of it like a nickname that maps to the actual accounting string behind the scenes.
     

🔹 Project/Grant (P/G)

  • A Project/Grant is a unique value used in the university’s chart of accounts to track specific funding sources like:
     

    • Sponsored research (grants and contracts)
       

    • Capital projects
       

    • Gift funds
       

    • Endowments
       

  • The P/G number is a key part of the chartfield combination behind a shortcode.
     

  • These have additional attributes and rules such as start and end dates, reporting requirements, or restrictions on allowable expenses.
     

🔸 Relationship Between Them

  • A shortcode can point to a P/G (or to a general fund, discretionary account, etc.).
     

  • You use a shortcode for ease of input, but behind the scenes, the P/G tells you where the money is actually coming from and how it must be spent.
     

 

 

Example:
Let’s say you’re using shortcode 123456 to buy lab supplies. That shortcode may point to:

  • Fund: Sponsored Research
     

  • Department: Chemistry
     

  • Account: Lab Supplies
     

  • P/G: 20012345 (a specific NIH grant)
     

So while the shortcode is what you enter on the form, the P/G is what determines the budget and restrictions.

 

🔹 What is a ChartField?

A ChartField is like a category or label. When combined with other ChartFields, it creates a ChartField string that tells the system:

  • Where the money is coming from
     

  • Who is responsible for it
     

  • What it's being used for
     

  • Why it's being used

 

🔸 Common ChartFields at U-M:

ChartField

Description

Fund

Identifies the type or source of money (e.g., general, sponsored, gift, endowment)

Department (DeptID)

Identifies the unit responsible for the transaction (e.g., School of Nursing)

Program

Groups activities by purpose (e.g., instruction, research, service)

Class

Optional — used for additional internal tracking or tagging

Account

What the transaction is (e.g., salary, supplies, travel)

Project/Grant (P/G)

Identifies specific funding for a project or grant (e.g., NIH grant, gift fund)

Shortcode

A 6-digit alias that maps to a full ChartField string — used for ease of entry
 

 

 

🔸 Example ChartField String

Let’s say you buy a microscope for a research project. The ChartField string might look like:

Fund

Dept

Program

Class

Account

P/G

20000

123456

20000

00000

614000

P12345678
 

This tells the system:

  • You're using sponsored research funds
     

  • Belonging to Dept 123456
     

  • For the research program
     

  • Purchasing lab supplies
     

  • Charged to a specific grant (P12345678)
     

 

 

🔸 Why It Matters

The ChartField structure ensures:

  • Accurate financial tracking
     

  • Budget control
     

  • Compliance with donor or sponsor requirements
     

  • Consistent reporting across units and systems
     

 

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