Financial Services Manual (FIN)

Effective: 11/21/1984

Revised: 3/1/2005

FIN 202: Establishment of Agency/Orgs

Purpose

To allow the establishment of new agency/orgs

Source

University policy

Applicability

All university agency/orgs except sponsored project agency/orgs (sponsored project agency/orgs contain an all-alpha area designation); see FIN 211, “Sponsored Project Agency/Orgs,” for a description of a sponsored agency/org.

Note:

To establish a sponsored project agency/org, see the Research and Sponsored Projects Policies and Procedures Manual—RSP 501, “Establishment of a Sponsored Projects Account.”

Background

The university’s accounting system consists of numerous individual agency/orgs, i.e., responsibility centers, designed to record and report transactions related to specified activities. The reporting needs of a particular department may change as the activities of the department change. When the reporting needs of a particular department are not readily met using the currently assigned agency/org(s) and revenue and expense codes, establishing a new agency/org may be necessary. Open communication between the department and the appropriate accountant in Financial Services can determine what additions, changes, or enhancements in the reporting structure are appropriate.

Policy

The senior associate vice president for Finance and deputy treasurer has responsibility for establishing agency/orgs and the procedures for requesting new agency/orgs other than sponsored project agency/orgs.

Procedures

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General Guidelines

The org manager for the new agency/org should have the New Account Application Form completed, approved by all requisite persons, and delivered to Financial Services (mail code: 5812 or fax: 480/965–2683). Line by line instructions for completing the form are available on the Financial Services Forms Page. The information requested is used for:

1. determining whether a new agency/org needs to be established within the context of reporting and accounting requirements

   and

2. obtaining background data, which becomes part of the agency/org’s permanent file if a new agency/org is established. This permanent file information is retained in Financial Services for future reference.

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Requesting a New Agency/Org

Establishing/Changing Org Manager/Authorized Signers on Agency Org(s), Advantage Form A, must be completed and submitted along with the New Account Application Form (see FIN 204–01, “Additions/Changes/Deletions in Org Managers/Authorized Signers”). D

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Responsibility	Action
Requesting department	Determine that a new agency/org is needed and complete a New Account Application Form. Also complete Advantage Form A (see FIN 204–01, “Additions/Changes/Deletions in Org Managers/Authorized Signers”) and a Request for Computer Access form, if needed (see FIN 204–02, “Additions/Changes/Deletions in Advantage User IDs”). Forward the application form to the appropriate department chair/director and the dean (if applicable).
Department chair/director and dean (if applicable)	Review and approve the application form and forward the entire application to Financial Services.
Financial Services	Review the application to determine whether a new agency/org is needed.
	If a new agency/org is not to be established:
	Notify the department of the decision.
	If a new agency/org is established:
	Notify the department of the new agency/org number.

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endtable

Cross-References

For more university accounting systems information, see:

1. FIN 204–01, “Additions/Changes/Deletions in Org Managers/Authorized Signers”
2. FIN 204–02, “Additions/Changes/Deletions in Advantage User IDs”
3. FIN 211, “Sponsored Project Agency/Orgs”
4. FIN 303, “Gift Deposits (Including Gift-in-Kind Donations) and Special Event Receipts with a Gift Component”
5. FIN 430–01, “Overall Expenditure Coding Structure”

   and

6. the Research and Sponsored Projects Policies and Procedures Manual—RSP 301, “Establishment of Sponsored Project Agency/Orgs.”

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