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					Instructions - New Account/Account Maintenance Form                                                     rev 8/2011



   This form should be submitted via email by the Budget Unit Manager to fmsreporting@ohio.edu. Others
   that a planning unit may designate to submit this form should cc the Budget Unit Manager on the email
   as an indication of their approval.

   This form should be used for University unrestricted and auxiliary accounts ONLY. All
   University restricted accounts should go through the appropriate account set-up process of the
   Grants and Contracts Accounting or Plant Fund Accounting Offices. All unrestricted
   Foundation accounts should go through the Assistant VP for University Advancement at 593-
   2636. All restricted Foundation accounts should go through your area's Assistant Dean for
   Development or the Assistant Director of Stewardship & Trustees Academy, Development, at
   593-2486.

   Fund Type, Fund, Organization: List the fund type(s), fund(s), and organization(s) that will be
   associated with the project segment value.

   Project Value assigned: This value can be assigned by the requesting department or by Finance staff.
   If assigning it at the department level, please be sure the value is unique. If Finance is assigning, please
   leave this field blank. (Note: We recommend that a project segment value NOT be reused until it has
   been inactivated for a minimum of two full fiscal years.)



   Project Value Description: List the full name of the account. Please refrain from using abbreviations.

    Effective Dates: Please enter the begin and end dates for the request. The begin date
   should be the first day of the current month if it is to be effective immediately OR the first day
   of the month that the request should be effective if it is in the future. If it is an ongoing
   request, please leave the "To" field blank.

Requested Action: Check those actions applicable to the request (more than one can
be requested)
     Add a New Segment Value - to establish a new organization or project value
     End-Date a Segment Value - to inactivate an organization or project value that will no longer be used
   in any cost center
     Description Change - to change the description of an organization or project value; if the purpose of
   the segment value is changing, please be sure complete the Requested Action section as if this was a
   new segment value request due to the possibility of the function of the account changing and update any
   report distribution information
      Add New Cost Center - to add a new fund type-fund-organization-project (cost center) combination.
   If this cost center is being created to REPLACE another combination of segment values, please provide
   this instruction under the Purpose of the Requested Action section of the form. If this project will be
   used with various organizations, please list them in the Purpose of the Requested Action section of the
   form.
     End-Date Cost Center - to inactivate an invalid combination of segment values (cost center) that are
   either no longer being used or were created in error.


Purpose of the Requested Action:
    (1)When the Requested Action is to add a new segment value, the purpose of the new segment valued
    must be included. Please see "Guidelines for Purpose of Account" below to determine the general
    function of the new segment value. Indicate the general function and in your own words thoroughly
    describe the type of activity that will run through the account, OR
    (2)For any other Requested Action, just describe the purpose.


Report Distribution Information: ONLY REQUIRED FOR "Add a New
Segment Value" requests
    Project Manager information is required. All other information is optional.

     Other Report Recipients need NOT include those individuals already established as report
    recipients for the organization(s) associated with the project (e.g. Budget Unit Manager,
    Dean, etc.) or assigned to the range of projects the request falls within. Only folks that would
    not receive the report based on their current report distribution set-up need to be specified.
    Updates to Report Distribution Information should be submitted via the Report Distribution
    Maintenance Revisions form located on the Finance web site at:
    http://www.ohio.edu/finance/forms/financeforms.cfm
BobcatBUY Requestor/Approver Information: ONLY REQUIRED FOR "Add
a New Segment Value" requests
   ALL roles MUST have at least 2 people assigned UNLESS noted there is "NO
   EXPECTATION OF PURCHASING" on the first line for each role, then the Budget Unit
   Manager or his/her designee should be listed for each role.
   If your unit is not yet live in BobcatBUY, simply note such in this section of the form.
   Requestor information is required. This role has the ability to approve and submit
   requisitions for purchase orders. Reviews and approves orders from shoppers up to $1,500.
   Self approves up to $1,500
   Approver 1 information is required. This role has the ability to approve and submit
   requisitions for puchase orders. Reviews and approves orders between $1,501 and
   $9,999.99. Self approves up to $4,999.99.
   Budget Unit Manager information is required. This role has the ability to approve and
   submit requisitions for purchase orders. Reviews and approves orders above $10,000. Self
   approves up to $500,000.
   New BobcatBUY user access requests must be made through Procurement Services via the
   BobcatBUY Access Request Form. Please contact Procurement Services at
   procurement@ohio.edu.
Guidelines for Purpose of the account (general functions):
    Academic Support: Funds used primarily to provide support services for the institution's
    primary missions--instruction, research, public service. This includes: Libraries, Educational
    media services, Academic computing support, Ancillary support, Academic administration,
    Course and curriculum development. (NACUBO)

    Institutional Support: Includes expenditures for: central executive-level activities concerned
    with management and long-range planning of the entire institution, fiscal operations,
    administrative data processing, space management, personnel, logistical activities, and support
    services to faculty and staff. (NACUBO)

    Instruction: All activities that are part of an institution's instruction program. Expenditures
    would include credit and noncredit courses, academic, vocational, technical instruction,
    remedial, special, and extension sessions. (NACUBO)
Operation and Maintenance of Plant: All expenditures of current operating funds for the
operation and maintenance of physical plant. Includes: Physical plant administration, Building
maintenance, Custodial services, Utilities, Landscape and grounds maintenance, Major repairs
and renovations. (NACUBO)

Public Service: All funds expended for activities that are established primarily to provide
noninstructional services beneficial to individuals and groups external to the insitution. This
includes: Community service, Cooperative extension service, and Public broadcasting services.
(NACUBO)

Research: All expenditures for activities specifically organized to produce research outcomes.
This includes: Institutes and research centers, and individual and project research. (NACUBO)

Scholarships and Fellowships: Expenditures for scholarships and fellowships in the form of
grants to students, resulting either from selection by the institution or from an entitlement
program. (NACUBO)

Student Services: Funds expended for those activities whose primary purpose is to contribute
to the student's emotional and physical well-being and to his or her intellectual, cultural, and
social development outside the context of the formal instruction program. This includes:
admissions, registrar, cultural events, intramural athletics, student organizations, student aid
administration, student media, and student health service.
                        NEW ACCOUNT/ACCOUNT MAINTENANCE FORM
                                                                              Issued by Finance                            Revised 12/2011
This form is for University Unrestricted and Auxiliary accounts only. For Grant, Plant Fund, or Foundation accounts,
                     please see the Instructions worksheet. (Use Tab key to complete online form.)
               FORMS SHOULD BE SUBMITTED BY THE PLANNING UNIT'S BUDGET UNIT MANAGER OR HIS/HER DESIGNEE. IF
                   SUBMITTED BY THE DESIGNEE, A CC TO THE BUDGET UNIT MANAGER IS REQUIRED AS APPROVAL.
                                      Send completed form by E-Mail to: fmsreporting@ohio.edu
     Requested By:                                                     Phone:                          Email:
Any intent to charge a fee or increase the amount of a fee must first be approved by the appropriate Budget Planning Council committee

Please refer to the Instructions worksheet for detailed information regarding the completion of this form.

Requested Action:
        Add a New                  End-Date a
                                                               Description                 Add New Cost                    End-Date Cost
         Segment                    Segment
                                                                Change                        Center                          Center
          Value                      Value

                                   Fund Type                                               If revenue (not including internal transfers) will be
                                                                                           generated in this cost center, a COMPLETED UBIT
                                         Fund                                              checklist must accompany this request. It can be
                                 Organization                                              found at:
                       Project Value assigned                                              http://www.ohio.edu/finance/forms/tax.cfm
                    Project Value Description
                              Effective Dates From:                                  To:

Purpose of the Requested Action:
  (1)When the Requested Action is to add a new segment value, the purpose of the new segment value must be included. Please see
  "Guidelines for Purpose of Account" on Instructions worksheet to help determine the general function of the new segment value. In the
  space below, indicate the general function and in your own words describe the type of activity for which this account will be used, OR
  (2)For any other Requested Action, use the space below to describe the reason for the request. This space may be expanded.




Report Distribution Information (new requests ONLY, see Instructions tab):
       Project Manager, name & OHIO id (required):
       Co-Project Manager, name & OHIO id (required):
       Other Report Recipients, name & OHIO id(required):


BobcatBUY Requestors/Approvers (new requests ONLY, see Instructions tab for approval limits):
All roles REQUIRED for LIVE units ONLY, use employee OHIO/OAK ID
Requestor:
Approver 1:
Budget Unit Manager:

Finance Use ONLY:
   (1) Function Assigned:                                                   (3) BCB Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:
   (2) ChAOS Entry:                                                         (4) RDM Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:



                                                       C:\Docstoc\Working\pdf\bc01b8ba-3f9c-4ec1-aadf-93a83d1250f5.xlsx
                        NEW ACCOUNT/ACCOUNT MAINTENANCE FORM
                                                                              Issued by Finance                            Revised 12/2011
This form is for University Unrestricted and Auxiliary accounts only. For Grant, Plant Fund, or Foundation accounts,
                     please see the Instructions worksheet. (Use Tab key to complete online form.)
               FORMS SHOULD BE SUBMITTED BY THE PLANNING UNIT'S BUDGET UNIT MANAGER OR HIS/HER DESIGNEE. IF
                   SUBMITTED BY THE DESIGNEE, A CC TO THE BUDGET UNIT MANAGER IS REQUIRED AS APPROVAL.
                                      Send completed form by E-Mail to: fmsreporting@ohio.edu
      Requested By:                   Jane Doe                         Phone: 3-1234                   Email:      janedoe@ohio.edu
Any intent to charge a fee or increase the amount of a fee must first be approved by the appropriate Budget Planning Council committee

Please refer to the Instructions worksheet for detailed information regarding the completion of this form.

Requested Action:
        Add a New                  End-Date a
                                                               Description                 Add New Cost                    End-Date Cost
         Segment                    Segment
                                                                Change                        Center                          Center
  X       Value                      Value

                                   Fund Type                     010                       If revenue (not including internal transfers) will be
                                                                                           generated in this cost center, a COMPLETED UBIT
                                         Fund                   0000                       checklist must accompany this request. It can be
                                 Organization             21010                            found at:
                       Project Value assigned           UN2101234      http://www.ohio.edu/finance/forms/tax.cfm
                    Project Value Description         SAMPLE ADD A NEW SEGMENT VALUE
                              Effective Dates From: 01-AUG-2011                      To:          30-Jun-15

Purpose of the Requested Action:
  (1)When the Requested Action is to add a new segment value, the purpose of the new segment value must be included. Please see
  "Guidelines for Purpose of Account" on Instructions worksheet to help determine the general function of the new segment value. In the
  space below, indicate the general function and in your own words describe the type of activity for which this account will be used, OR
  (2)For any other Requested Action, use the space below to describe the reason for the request. This space may be expanded.


The purpose of this project is to provide a sample of adding a new segment value.

Report Distribution Information (new requests ONLY, see Instructions tab):
       Project Manager, name & oak id (required):                                  John Deere, johndeer
       Co-Project Manager, name & oak id (required):                               Cub Cadet, cubcadet
       Other Report Recipients, name & oak id(required):                           Wheel Horse, wheelhorse


BobcatBUY Requesters/Approvers (new requests ONLY, see Instructions tab for approval limits):
All roles REQUIRED for LIVE units ONLY, use employee OHIO/OAK ID
Requestor:             wheelhorse            cubcadet
Approver 1:              cubcadet           johndeere
Budget Unit Manager:      janedoe             jimdoe

Finance Use ONLY:
   (1) Function Assigned:                                                   (3) BCB Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:
   (2) ChAOS Entry:                                                         (4) RDM Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:



                                                       C:\Docstoc\Working\pdf\bc01b8ba-3f9c-4ec1-aadf-93a83d1250f5.xlsx
                        NEW ACCOUNT/ACCOUNT MAINTENANCE FORM
                                                                              Issued by Finance                            Revised 12/2011
This form is for University Unrestricted and Auxiliary accounts only. For Grant, Plant Fund, or Foundation accounts,
                     please see the Instructions worksheet. (Use Tab key to complete online form.)
               FORMS SHOULD BE SUBMITTED BY THE PLANNING UNIT'S BUDGET UNIT MANAGER OR HIS/HER DESIGNEE. IF
                   SUBMITTED BY THE DESIGNEE, A CC TO THE BUDGET UNIT MANAGER IS REQUIRED AS APPROVAL.
                                      Send completed form by E-Mail to: fmsreporting@ohio.edu
     Requested By:                    Jane Doe                         Phone: 3-1234                   Email:      janedoe@ohio.edu
Any intent to charge a fee or increase the amount of a fee must first be approved by the appropriate Budget Planning Council committee

Please refer to the Instructions worksheet for detailed information regarding the completion of this form.

Requested Action:
        Add a New                  End-Date a
                                                               Description                 Add New Cost                    End-Date Cost
         Segment                    Segment
                                                                Change                        Center                          Center
          Value              X       Value

                                   Fund Type                     010                       If revenue (not including internal transfers) will be
                                                                                           generated in this cost center, a COMPLETED UBIT
                                         Fund                   0000                       checklist must accompany this request. It can be
                                 Organization             21010                            found at:
                       Project Value assigned           UN2101234      http://www.ohio.edu/finance/forms/tax.cfm
                    Project Value Description         SAMPLE ADD A NEW SEGMENT VALUE
                              Effective Dates From:                                  To:

Purpose of the Requested Action:
  (1)When the Requested Action is to add a new segment value, the purpose of the new segment value must be included. Please see
  "Guidelines for Purpose of Account" on Instructions worksheet to help determine the general function of the new segment value. In the
  space below, indicate the general function and in your own words describe the type of activity for which this account will be used, OR
  (2)For any other Requested Action, use the space below to describe the reason for the request. This space may be expanded.




Report Distribution Information (new requests ONLY, see Instructions tab):
       Project Manager, name & oak id (required):
       Co-Project Manager, name & oak id (requiredl):
       Other Report Recipients, name & oak id(required):


BobcatBUY Requesters/Approvers (new requests ONLY, see Instructions tab for approval limits):
All roles REQUIRED for LIVE units ONLY, use employee OHIO/OAK ID
Requestor:
Approver 1:
Budget Unit Manager:

Finance Use ONLY:
   (1) Function Assigned:                                                   (3) BCB Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:
   (2) ChAOS Entry:                                                         (4) RDM Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:



                                                       C:\Docstoc\Working\pdf\bc01b8ba-3f9c-4ec1-aadf-93a83d1250f5.xlsx
                        NEW ACCOUNT/ACCOUNT MAINTENANCE FORM
                                                                              Issued by Finance                            Revised 12/2011
This form is for University Unrestricted and Auxiliary accounts only. For Grant, Plant Fund, or Foundation accounts,
                     please see the Instructions worksheet. (Use Tab key to complete online form.)
               FORMS SHOULD BE SUBMITTED BY THE PLANNING UNIT'S BUDGET UNIT MANAGER OR HIS/HER DESIGNEE. IF
                   SUBMITTED BY THE DESIGNEE, A CC TO THE BUDGET UNIT MANAGER IS REQUIRED AS APPROVAL.
                                      Send completed form by E-Mail to: fmsreporting@ohio.edu
     Requested By:                    Jane Doe                         Phone: 3-1234                   Email:      janedoe@ohio.edu
Any intent to charge a fee or increase the amount of a fee must first be approved by the appropriate Budget Planning Council committee

Please refer to the Instructions worksheet for detailed information regarding the completion of this form.

Requested Action:
        Add a New                  End-Date a
                                                               Description                 Add New Cost                    End-Date Cost
         Segment                    Segment
                                                                Change                        Center                          Center
          Value                      Value               X

                                   Fund Type                     010                       If revenue (not including internal transfers) will be
                                                                                           generated in this cost center, a COMPLETED UBIT
                                         Fund                   0000                       checklist must accompany this request. It can be
                                 Organization             21010                            found at:
                       Project Value assigned           UN2101234      http://www.ohio.edu/finance/forms/tax.cfm
                    Project Value Description         SAMPLE DESCRIPTION CHANGE
                              Effective Dates From:                                  To:

Purpose of the Requested Action:
  (1)When the Requested Action is to add a new segment value, the purpose of the new segment value must be included. Please see
  "Guidelines for Purpose of Account" on Instructions worksheet to help determine the general function of the new segment value. In the
  space below, indicate the general function and in your own words describe the type of activity for which this account will be used, OR
  (2)For any other Requested Action, use the space below to describe the reason for the request. This space may be expanded.


please change description FROM sample add a new segment value to description above

Report Distribution Information (new requests ONLY, see Instructions tab):
       Project Manager, name & oak id (required):
       Co-Project Manager, name & oak id (required):
       Other Report Recipients, name & oak id(required):


BobcatBUY Requesters/Approvers (new requests ONLY, see Instructions tab for approval limits):
All roles REQUIRED for LIVE units ONLY, use employee OHIO/OAK ID
Requestor:
Approver 1:
Budget Unit Manager:

Finance Use ONLY:
   (1) Function Assigned:                                                   (3) BCB Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:
   (2) ChAOS Entry:                                                         (4) RDM Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:



                                                       C:\Docstoc\Working\pdf\bc01b8ba-3f9c-4ec1-aadf-93a83d1250f5.xlsx
                        NEW ACCOUNT/ACCOUNT MAINTENANCE FORM
                                                                              Issued by Finance                            Revised 12/2011
This form is for University Unrestricted and Auxiliary accounts only. For Grant, Plant Fund, or Foundation accounts,
                     please see the Instructions worksheet. (Use Tab key to complete online form.)
               FORMS SHOULD BE SUBMITTED BY THE PLANNING UNIT'S BUDGET UNIT MANAGER OR HIS/HER DESIGNEE. IF
                   SUBMITTED BY THE DESIGNEE, A CC TO THE BUDGET UNIT MANAGER IS REQUIRED AS APPROVAL.
                                      Send completed form by E-Mail to: fmsreporting@ohio.edu
     Requested By:                    Jane Doe                         Phone: 3-1234                   Email:      janedoe@ohio.edu
Any intent to charge a fee or increase the amount of a fee must first be approved by the appropriate Budget Planning Council committee

Please refer to the Instructions worksheet for detailed information regarding the completion of this form.

Requested Action:
        Add a New                  End-Date a
                                                               Description                 Add New Cost                    End-Date Cost
         Segment                    Segment
                                                                Change                        Center                          Center
          Value                      Value                                           X

                                   Fund Type                     010                       If revenue (not including internal transfers) will be
                                                                                           generated in this cost center, a COMPLETED UBIT
                                         Fund                   0006                       checklist must accompany this request. It can be
                                 Organization             21010                            found at:
                       Project Value assigned           UN2101234      http://www.ohio.edu/finance/forms/tax.cfm
                    Project Value Description         SAMPLE DESCRIPTION CHANGE
                              Effective Dates From:                                  To:

Purpose of the Requested Action:
  (1)When the Requested Action is to add a new segment value, the purpose of the new segment value must be included. Please see
  "Guidelines for Purpose of Account" on Instructions worksheet to help determine the general function of the new segment value. In the
  space below, indicate the general function and in your own words describe the type of activity for which this account will be used, OR
  (2)For any other Requested Action, use the space below to describe the reason for the request. This space may be expanded.




Report Distribution Information (new requests ONLY, see Instructions tab):
       Project Manager, name & oak id (required):
       Co-Project Manager, name & oak id (required):
       Other Report Recipients, name & oak id(required):


BobcatBUY Requesters/Approvers (new requests ONLY, see Instructions tab for approval limits):
All roles REQUIRED for LIVE units ONLY, use employee OHIO/OAK ID
Requestor:
Approver 1:
Budget Unit Manager:

Finance Use ONLY:
   (1) Function Assigned:                                                   (3) BCB Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:
   (2) ChAOS Entry:                                                         (4) RDM Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:



                                                       C:\Docstoc\Working\pdf\bc01b8ba-3f9c-4ec1-aadf-93a83d1250f5.xlsx
                        NEW ACCOUNT/ACCOUNT MAINTENANCE FORM
                                                                              Issued by Finance                            Revised 12/2011
This form is for University Unrestricted and Auxiliary accounts only. For Grant, Plant Fund, or Foundation accounts,
                     please see the Instructions worksheet. (Use Tab key to complete online form.)
               FORMS SHOULD BE SUBMITTED BY THE PLANNING UNIT'S BUDGET UNIT MANAGER OR HIS/HER DESIGNEE. IF
                   SUBMITTED BY THE DESIGNEE, A CC TO THE BUDGET UNIT MANAGER IS REQUIRED AS APPROVAL.
                                      Send completed form by E-Mail to: fmsreporting@ohio.edu
     Requested By:                    Jane Doe                         Phone: 3-1234                   Email:      janedoe@ohio.edu
Any intent to charge a fee or increase the amount of a fee must first be approved by the appropriate Budget Planning Council committee

Please refer to the Instructions worksheet for detailed information regarding the completion of this form.

Requested Action:
        Add a New                  End-Date a
                                                               Description                 Add New Cost                    End-Date Cost
         Segment                    Segment
                                                                Change                        Center                          Center
          Value                      Value                                                                           X

                                   Fund Type                     010                       If revenue (not including internal transfers) will be
                                                                                           generated in this cost center, a COMPLETED UBIT
                                         Fund                   0006                       checklist must accompany this request. It can be
                                 Organization             21010                            found at:
                       Project Value assigned           UN2101234      http://www.ohio.edu/finance/forms/tax.cfm
                    Project Value Description         SAMPLE DESCRIPTION CHANGE
                              Effective Dates From:                                  To:

Purpose of the Requested Action:
  (1)When the Requested Action is to add a new segment value, the purpose of the new segment value must be included. Please see
  "Guidelines for Purpose of Account" on Instructions worksheet to help determine the general function of the new segment value. In the
  space below, indicate the general function and in your own words describe the type of activity for which this account will be used, OR
  (2)For any other Requested Action, use the space below to describe the reason for the request. This space may be expanded.


please end-date cost center, no longer used/budgeted

Report Distribution Information (new requests ONLY, see Instructions tab):
       Project Manager, name & oak id (required):
       Co-Project Manager, name & oak id (required):
       Other Report Recipients, name & oak id(required):


BobcatBUY Requesters/Approvers (new requests ONLY, see Instructions tab for approval limits):
All roles REQUIRED for LIVE units ONLY, use employee OHIO/OAK ID
Requestor:
Approver 1:
Budget Unit Manager:

Finance Use ONLY:
   (1) Function Assigned:                                                   (3) BCB Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:
   (2) ChAOS Entry:                                                         (4) RDM Entry Complete:
       Date:                                                                    Date:
       Signature:                                                               Signature:



                                                       C:\Docstoc\Working\pdf\bc01b8ba-3f9c-4ec1-aadf-93a83d1250f5.xlsx

				
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