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To: MOU Financial Leads
University Business Managers

From: Mechelle Clayton, IT Manager, Enterprise Applications, ITS
Carly Perin, Exec. Director, F&A Finance and Financial Shared Services

Date: July 17, 2015

Note the following timely reminders related to default chartfield strings and the start of the new fiscal year.

New Departments

As a next step after establishing new departments, please review the departmental default chartfield string in CBM for accuracy.

Setting up the default chartfield string for all billing areas, including new departments with new Department IDs can be done by navigating to the Departmental Defaults tab in CBM. Access to this tab is granted by your CBM Administrator or your MOU Financial Lead. Updating this information prevents charges from accumulating because they cannot be charged to an inactive or missing default account.

In early June, users with missing or inactive departmental default accounts were emailed regarding this validation error.

This system generated email process will be repeated at the start of each new fiscal year when new departments are established in order to ensure timely processing of charges.

Meals and Amenities

As a related topic, University policy limits the use of State and F&A funds for meals and amenities, so use only non-State or non-F&A funds as the default chartfield string for the Rizzo Center, Carolina Inn and Friday Center Catering.

For more information about Finance Policy 1263 – University-Related Business Entertainment Expenses, view the policy at

More details can be found in the CBM training manual located at


Tommy Gunter, the Auxiliary Services Accounting Manager, is newly appointed as the system administrator for the CBM and Bill Presentation Systems. For information about CBM and Bill Presentation, please contact Tommy at 919-962-4494 or

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