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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

				
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Description: Printable Fax Cover Sheet document sample