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Unit Defined Project/Grant Maintenance Form This document may be used as a cover page for multiple requests, via a spreadsheet or list. Request Indicate whether or not the request is for a new value, or a change or inactivation of an existing value. Type: Check the appropriate box(es) to indicate whether this is for a ShortCode and/or Project/Grant (P/G). For existing values please indicate the P/G and/or ShortCode as applicable. Contact Full name, uniquename and phone number of the individual making the request. This person Information: will be contacted with questions regarding the P/G and will be notified upon its creation. P/G and Effective Date: For a new P/G this value will be the data the P/G can be first used. ShortCode Info: For a change to an existing P/G this is the date that the change will become active. For an inactivation this is the date that the P/G will no longer be used. Title (75 char): The title of the P/G, this will appear on University reports. Controlling Dates: Period that transactions can be processed. Both beginning and end dates must be given. The end date can be modified if the situation dictates. Fund: List the default Fund that the P/G will be associated with. DeptID: List the default DeptID value that the P/G will be associated with. Program: List the default Program value that the P/G will be associated with. Class: List the Class value that the P/G will be associated with. Project Director: Individual who will be fiscally responsible for the P/G. SAPOC: The Single Administrative Point of Contact (SAPOC) is the individual who will receive all system generated reports for the P/G. May be the same as the PD. P/G Budget: The total P/G spending authority. This is information is not required. Source of Funds: Indicate the primary source of funding for this P/G. Common sources of funding are transfers from external sources discretionary funds, recharge revenue and gift receipts. If the funding is coming from a gift, please provide the donor information. Purpose/Comments: This space should be used to provide an explanation of the nature of the request and any special handling instructions. Reporting If you choose to suppress your report, you will stop receiving the following reports: Options: Statement of Activity (SOA)* P/G Budget Status Report** SOA Voucher Detail* P/G Budget Status by Parent Summary Rep SOA Student Financial Detail* P/G Budget Status Report -- Legacy** SOA AR/Billing Detail* P/G Budget Status by Parent Summary Rep Statement of Receivables* Legacy** Receivables Aging Detail Report* Gross Pay Registers** * Generated and mailed for both the Fund/Department/Program Level and the Project/Grant Level ** Generated and mailed for the Project/Grant level only It is important that financial activities be reconciled in a timely manner after each month-end cycle. Financial data or printable reports are available from these sources: 1) Data downloads via queries in the General Ledger Data Warehouse. 2) Online printable versions of monthly Financial SOA Reports using FinODS. To run the monthly financial FINODS, see the applicable My LINC documents: -- 'Run and Print a Report in M-Pathways v.8.8 (Windows)' at: https://maislinc.umich.edu/mais/pdf/MP_XFin_88_ReportRun(PC)_SS.pdf -- 'Run and Print a Report in M-Pathways v.8.8 (Macintosh)' at: https://maislinc.umich.edu/mais/pdf/MP_XFin_88_ReportRun(Mac)_SS.pdf 3) Online printable versions of monthly Student Financial Reports using HEODS. 4) Hardcopy Financial Reports in the M-Pathways - Financial database. Departmental Signature of DeptID Manager or DeptID Manager's Higher Administrative Authority. Financial Operations 02/21/06 http://www.finops.umich.edu/FormsReports/Forms/projgrnt.xls Unit Defined Project/Grant Maintenance Form Approval: Submit to and Fund Name Fund Value Mail Address Phone # Fax # Questions: General 10000 6012 Wolverine Tower 1281 734-647-3768 734-647-3804 Gift 30000 6059 Wolverine Tower 1281 734-647-3801 734-647-3804 Designated 40000 6059 Wolverine Tower 1281 734-647-3768 734-647-3804 Auxiliary 5XXXX 6049 Wolverine Tower 1281 734-647-3779 734-647-3804 Plant 8XXXX 6045 Wolverine Tower 1281 734-647-3778 734-647-3804 Agency 90000 6012 Wolverine Tower 1281 734-647-3768 734-647-3804 Financial Operations 02/21/06 http://www.finops.umich.edu/FormsReports/Forms/projgrnt.xls Project/Grant Inactivation Process Departmental Responsibilities ► Ensure that any balance/overdraft on the Statement of Activity by Project/Grant is transferred to another set of ChartFields. ► Request that the appropriate Financial Operation fund area(s) inactivate or re-map all ShortCodes that include this Project/Grant. ► Affirm that any payroll paid against a ShortCode that contains this Project/Grant has been moved to another ShortCode. ► Affirm that all outstanding accounts payable amounts against the Project/Grant have been paid and there are no other pending AP transactions (PO or Non-PO). ► Update default ChartFields for any Pcard that defaults to the Project/Grant. ► Notify service units of either a change in ChartFields/ShortCode or cancellation of service, whichever is appropriate. ► A request must be made in writing to the appropriate fund area to inactivate the Project/Grant with the exception of Sponsored Programs. Financial Operations Responsibilities ► At a minimum, the request must be in writing and retained by the appropriate fund area should questions arise regarding the circumstances of the inactivation with the exception of Sponsored Programs. Sponsored Programs will automatically inactivate a Project/Grant once all reporting requirement needs are satisfied. Whether or not the Project/Grant Request (Add, Change or Inactivate) form is required is at the discretion of the fund area. ► Confirm that the department is aware of their responsibilities noted above. ► Confirm that the Project/Grant has a zero balance/overdraft on the Statement of Activity by Project/Grant with the exception of Plant Extension managed project in the Construction Fund. Also, there should be a zero balance on the Project/Grant Budget Report if currently using the budget module (This currently applies to Flint). ► Confirm that the Project/Grant is not currently used on any balance sheet transactions with the exception of institutional and balancing cash accounts (the two should net zero). Again, this will not hold true for the Plant Extension managed projects in the Construction Fund. ► Inactivate the Project/Grant. In addition, inactivate or change the mapping of the associated ShortCode(s) in a timely manner. Project/Grants should always be inactivated effective the first day of the next month as a new effective dated row. ► Review all inactive Project/Grants (on a weekly basis) to ensure that no inactive Project/Grant has a balance/overdraft and all affected balance sheet accounts are zero. If a Project/Grant has been inactivated improperly, Financial Reports will then coordinate with the appropriate fund area to determine where the balance should be moved. ► Coordinate and communicate Financial Operations general policy and procedures for inactivating Project/Grants, as they are further developed and/or modified. Financial Operations 02/21/06 http://www.finops.umich.edu/FormsReports/Forms/projgrnt.xls The University of Michigan Financial Operations Unit Defined Project/Grant Maintenance Form This document may be used as a cover page for multiple requests, via a spreadsheet or list. New Project/Grant: Request Type: Change Inactivation ShortCode: Requested By: Contact Information: Uniqname: Phone #: Effective Date: Title (75 char): Controlling Dates: Start: End: Fund: DeptID: Program: Class: P/G and Project Director: Name: ShortCode Info: Uniqname: SAPOC: Name: Uniqname: P/G Budget: Source of Funds: Purpose/Comments: Printed Name: Department Approval: Signature: Date: Financial Operations 02/21/06 http://www.finops.umich.edu/FormsReports/Forms/projgrnt.xls