Can a ChartField request be e-signed?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are valid for internal approvals provided the organization documents intent, consent, and maintains a reproducible record.

What happens if the code duplicates an existing chartfield?

The request should be rejected or returned for correction; duplicate codes create reconciliation errors and make historical reporting unreliable.

Is notarization ever required?

Not typically for internal chartfield changes. Notarization applies to certain legal instruments; consult legal counsel if the change is part of a formal conveyance or statutory filing.

How should supporting documents be attached?

Attach PDFs or scanned documents to the electronic request. Ensure file names and metadata identify the requestor and submission date to aid auditability.

Who do I contact for status updates?

Contact the finance or ERP administrator listed on the form; the workflow should also send automated status notifications to the requestor email.

How long are request records retained?

Retention follows financial record policy; retain at least 3 years for IRS purposes and typically 7 years for post-termination archival unless grant or state rules require longer.

ChartField Request Form

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What the ChartField Request Form Is and when it’s used

A ChartField Request Form is an internal finance document used to add, modify, or retire accounting segments (chartfields) such as fund, department, program, project, or account code in an organization’s general ledger or ERP. It captures the proposed chartfield name, numeric code, effective date, routing approvals, and justification for the change. The form supports routing to budget owners, controllers, and system administrators for validation and system update. Many organizations accept electronically submitted and e-signed requests under ESIGN and UETA when internal policy allows.

Why accurate ChartField requests matter

Accurate ChartField Request Forms ensure correct accounting, reporting, and budget controls while reducing rework and downstream reconciliation errors. They document authorization and rationale for changes, which supports auditability and internal control testing.

Who completes and who reviews ChartField requests

Teams involved typically include the requestor, department manager, budget owner, grants or compliance officer, and finance/controller staff.

Requestors: Typically program or department staff who need a new chartfield for budgeting or project tracking; they provide business justification and initial data validation.
Approvers: Department heads and budget owners who verify funding availability and alignment with organizational rules before authorizing creation or modification.
Finance/Systems: Controllers and ERP administrators who review coding standards, ensure no duplication, and implement the chartfield in the ledger or chart of accounts.

Final sign-off usually rests with finance leadership or delegated approvers who have authority to change the chart of accounts.

Step-by-step: how to complete and route the form

Follow these sequential steps to prepare a complete ChartField request and move it through approval efficiently.

01

Prepare data: Gather code, description, and budget impact.
02

Complete form: Fill all required fields and attach supporting docs.
03

Obtain approvals: Route to budget owner and controller for signatures.
04

Record change: ERP admin implements chartfield after final sign-off.

Configuring the online workflow for ChartField requests

Set workflow steps and field validations to match your internal approval matrix and system controls.

Field	Configuration
Required Fields	Requestor, Proposed Code, Effective Date, Justification
Validation Rules	Code format, no duplicates, date not in past
Approval Sequence	Department → Budget Owner → Controller
Notifications	Email alerts at submission, approval, and completion

Where to submit and how the request moves through the organization

ChartField requests typically follow a predictable routing path from requestor to finance for implementation.

Submission: Upload via internal portal or e-form
Department Review: Manager confirms need and budget
Finance Review: Controller checks coding standards
ERP Update: Systems admin creates the chartfield

Technical and eSignature considerations for online filing

Use an e-form platform that supports required fields, conditional logic, and an audit trail for approvals and signatures.

File formats: PDF and DOCX supported
Authentication: Email or SSO options
Integrations: ERP connectors available

Ensure the platform you choose preserves an audit trail (timestamps, IP addresses) and complies with ESIGN and UETA for electronically signed internal records.

Typical timelines and processing expectations

Processing time varies by organization size and approval complexity; set expectations in policy so requestors plan changes appropriately.

Initial Acknowledgement:

Within 2 business days

Department Approval:

1–5 business days depending on availability

Finance Review:

3–7 business days for validation

ERP Implementation:

1–3 business days after final sign-off

Total Expected Time:

Typical 5–15 business days end-to-end

Key milestones from request to ledger update

Track these numbered stages to measure progress and spot bottlenecks in the approval process.

01

1. Request Submission

Requestor provides complete data and justification.

02

2. Manager Approval

Department head confirms funding and need.

03

3. Controller Review

Finance validates coding and compliance.

04

4. ERP Update

Systems team creates and documents the new chartfield.

Common mistakes to avoid when preparing the form

Incomplete justification or missing budget impact causes repeated queries and delays to approval.
Incorrect code formatting or inconsistent segment separators creates duplicate entries and reconciliation errors.
Using an unmonitored email or incorrect requestor name prevents timely notifications and slows implementation.
Failing to attach required approvals or supporting documents forces manual follow-up and extends processing time.

Risks and compliance consequences of incorrect requests

Misposted Transactions: Causes reconciliation issues

Budget Overruns: Allows unauthorized spending

Audit Findings: Triggers internal control deficiencies

Regulatory Exposure: Impacts grant or compliance reporting

Delayed Reporting: Affects financial close schedules

Data Integrity: Undermines analytics accuracy

Required information and access controls

Requestor ID: Employee or contractor ID

Approver ID: Manager or budget owner ID

Effective Date: MM/DD/YYYY format

ChartField Code: Exact alphanumeric code

Justification: Business rationale

Audit Trail: Timestamps and signer identity

Real-world examples of ChartField request outcomes

These condensed customer stories show practical benefits and process improvements following disciplined request workflows.

Optica Ventures — Brian Fitzgibbons

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Faster approvals reduced bottlenecks.
After standardizing request fields and approvals, the finance team cut implementation time and reduced duplicate codes, improving month-end reconciliation and internal reporting accuracy over successive quarters.

Xerox — Kodi-Marie Evans

airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents.

Integration with ERP saved time.
By automating routing and linking request forms to NetSuite, the team eliminated manual entry, improved auditability, and ensured new chartfields were available to users on the scheduled go-live date.

Who may sign or approve ChartField changes

Finance Director

Typically has authority to approve new chartfields that affect organization-wide reporting; their approval confirms accounting treatment and chart of accounts integrity.

Department Head

Approves requests tied to departmental budgets and attests to business need and available funds prior to any ledger change.

Practical tips for accurate and efficient ChartField requests

Follow these best practices to reduce friction and ensure timely implementation of chartfield changes.

Standardize naming

Use consistent naming and coding conventions across departments so duplicates are easier to detect and prevent during review and reconciliation.

Attach budget impact

Provide clear budget implications and source of funds to speed approval and prevent unexpected overspending or chargebacks.

Use conditional fields

Configure the online form to show only relevant fields based on chartfield type, which reduces errors and incomplete submissions.

Maintain an audit trail

Ensure the platform records timestamps, approver identity, and changes; retain signed PDFs to support internal and external audits.

eSignature vendor comparison for submitting and approving ChartField requests

Compare basic vendor pricing and feature availability for e-signature platforms commonly used to collect approvals for internal finance forms.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about ChartField Request Forms

Answers to common questions that arise during preparation, approval, e-signing, and recordkeeping for ChartField requests.

Need help? Contact support

Can a ChartField request be e-signed?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are valid for internal approvals provided the organization documents intent, consent, and maintains a reproducible record.
What happens if the code duplicates an existing chartfield?
The request should be rejected or returned for correction; duplicate codes create reconciliation errors and make historical reporting unreliable.
Is notarization ever required?
Not typically for internal chartfield changes. Notarization applies to certain legal instruments; consult legal counsel if the change is part of a formal conveyance or statutory filing.
How should supporting documents be attached?
Attach PDFs or scanned documents to the electronic request. Ensure file names and metadata identify the requestor and submission date to aid auditability.
Who do I contact for status updates?
Contact the finance or ERP administrator listed on the form; the workflow should also send automated status notifications to the requestor email.
How long are request records retained?
Retention follows financial record policy; retain at least 3 years for IRS purposes and typically 7 years for post-termination archival unless grant or state rules require longer.

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