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Procedures for Controller's Office to Create a New Account
- Have Shirley Huang approve gift and endowment accounts.
(Give Donna Estler the paperwork or forward the e-mail for grant and
sponsored research accounts.)
- or -
Return the paperwork and e-mail the request originator that the account request
was turned down, and tell the originator why the request was turned down, within two
days of the request.
- For the account requested on the New Account Request form,
check for correctness the:
- department id,
- revenue code,
- expense code,
- exec level,
- division,
- fund group.
- Enter the data on the appropriate FRS screen. Start with:
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Screen 002 for general ledger accounts
All subsidiary ledger accounts are
mapped to a general ledger account, so the general ledger account that is going to be
mapped to has to be in existence for the subsidiary ledger account to map to it.
This means create the g/l account first unless the s/l account is mapped to 0-10000, or
mapped to a different account number than its five digit code. Some project accounting
accounts work this way, as well as some enterprise accounts. If you have any
questions on where an account should be mapped talk to the Budget Manager, Ken
Johnston, or Shirley Huang.
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Screen 006 for subsidiary ledger accounts
Fill in all the required screen data.
Pull up the account in FRS to make sure the account has been created.
A required screen in FRS triggers an automatic e-mail to the person that is entered on
the required field. This is not enough notice to everyone involved that an account has
been created.
E-mail all the interested parties on the account request form that an account has been
created--the account title, account number and account purpose are generally enough.
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