| Chapter 4 - How to Set Up an Account |
| HOW TO SET UP AN ACCOUNT |
| DEFINITION |
| An account represents a functional unit established for a specific purpose with an individual having primary responsibility for its activity. As discussed in the last chapter, all accounts must be associated with a particular University Fund. Business & Financial Services can assist you in determining the proper fund. |
| PROCEDURE |
Once the proper fund group has been determined, a New Account Request form should be completed and submitted through the proper channels. The submission process depends on the fund group involved. The following is a guide:
- Education and General Fund - Submit new account request to the Office of Budgets and Institutional Analysis.
- All Agricultural Experiment Station Funds - Submit new account request to Agricultural Experiment Station.
- All Cooperative Extension Funds - Submit new account request to Cooperative Extension.
- All Colorado State Forest Service Funds - Submit new account request to Colorado State Forest Service.
- Sponsored Programs and Gift Funds - Submit new account request to The Office of Sponsored Programs. An additional application is required for Gift Funds. See Financial Procedure Instructions FPI H-4.
- Recharge Centers, General Operation Funds and Enterprise Funds - Submit new account request along with a business plan, billing rate calculation and 3 year projection to Self Funded Accounting. See Financial Procedure Instruction FPI H-3.
- All other Funds - Submit new account request to Financial Reporting & Analysis. An additional application is required for Agency Funds, located here See Financial Procedure Instruction FPI H-5.
- The New Account Request form is available at: OBIA - Financial Forms
- The following information must be provided on the new account request form:
- Abbreviated account title (20 characters)
- Requested fund group location (2 characters)
- Long Account title (80 characters)
- Responsible persons name (20 characters)
- Mailing address (20 characters)
- Telephone number
- Department name and number
- Choice of budget allocation desired (see budget chapter)
- Brief explanation about the justification and purpose of the account is needed and the required approval signatures.
- Any special attributes used by your department should also be noted on the request form.
- The account does not exist until it is entered into the FRS. Transactions entered prior to establishment of the account will be rejected by the system. Depending on the number of approvals required, a week or more may be required to establish an account.
- FRS feeds new accounts account demographic data to the HRS (Oracle) System and the Campus Information System (CIS) daily. New accounts cannot be used in either system until after this update.
|
| ENTERING ACCOUNTS INTO FRS |
| Business and Financial Services uses the following interactive screens to establish General ledger and subsidiary accounts in the FRS. Please note that subsidiary ledgers cannot be entered until an associated general ledger has been created. |
| General Ledger | Subsidiary Ledger |
| Account Create | Screen 002 | Screen 006 |
| Contract & Grant Attributes | Screen 005 | Screen 009 |
| Account Create | Screen 004 | Screen 008 |
| When establishing accounts or modifying attributes interactively, it is not necessary to open a batch (Screen 09A and 030). Only dollar transactions require a batch ID. |
| Copies of these screens follow at the end of the chapter. When inputting attributes interactively, a listing of valid codes can be retrieved by positioning the cursor on the code in question and using the PF2 key. A look-up table will appear on the screen that lists all valid values for that attribute. |
| Division, Purpose, Security and sub-department attributes are used to identify security parameters. They are used to allow or disallow users access to particular accounts within the FRS. Please verify their use with the Security Coordinator in the Systems Management Office before entering. |
| The department name and school attributes are coded automatically by the FRS based on the department number and therefore should not be entered on the screen. The year-end process, fund group audit code and state fund group attributes are coded automatically by the FRS based on the account number and therefore should not be entered on the screen. |
| Automatic Budget Reallocation (ABR) should be entered as specified on the New Account Request form. The following coding values apply. |
| 0 - Do not reallocate budget from budget pools. |
| 1 - Reallocate budget from budget pools; non-53 funds. |
| 2 - Reallocate budget from budget pools; 53 funds only. |
|
 |
 |
 |
 |
 |
 |
 |
| HOW TO CLOSE AN ACCOUNT |
FRS accounts may be closed in one of three ways:
- Subsidiary ledger Accounts may be closed on Screen 6 by entering a C in the year-end transfer attribute (FG046 and FS058) value for that particular account. This is the recommended method of deleting subsidiary ledger accounts.
- oth general ledger and subsidiary ledger accounts may be deleted on Screen 00F by entering a delete flag value of 1. This is the recommended method of deleting general ledger accounts. Please note that general ledgers may not be deleted as long as subsidiary ledgers are mapped to it.
- Both general ledger and subsidiary ledger accounts may be dropped via Data Collect on Screen 78 or 79 by entering a drop flag value of ON. This method is not recommended because accounts can be inadvertently dropped with no chance of recovery.
- Only Business & Financial Services or Sponsored Programs Accounting may close, delete or drop accounts. If users wish to have accounts eliminated they must contact the appropriate area.
|
 |
This screen is used to freeze and/or delete General Ledger or Subledger accounts or to freeze subledger subcodes.
- Position the cursor at the SCREEN field and enter 00F. Position the cursor at the ACCT field and enter the 6-digit GL or SL account, or the 10-digit SL account. To delete an account, the subcode must be 0000. Press the ENTER key.
The system displays current information about the account. Flag values are:
- 0 / OFF / not frozen / not deleted
- 1 / ON / frozen / deleted this fiscal year
- 2 / ON / not applicable / deleted last fiscal year
|
| To freeze or delete an account, enter a 1 at the applicable flag field.
To remove a freeze or delete flag, enter a 0 (zero) at the applicable flag field.
An account with a delete value or 2 can be changed via an upload batch. See the FRS Manager for additional information.
A diagnostic message appears at the top of the screen. |
| FREEZE FLAG |
Certain transactions cannot be posted to an account when the freeze flag is set. They are:
- Cash Receipts (TC 03*)
- Cash Disbursements (TC 04*)
- New Encumbrances
- Journal Entries (except TC 062)
|
| If an account is frozen, on-line transactions are rejected and transactions processed via batch will either be processed to suspense or rejected. |
Transactions that can be processed to a frozen account:
- Attribute modifications
- Budget decrease
- Credit encumbrances
- Disbursements liquidating an existing encumbrance
- Journal Entries with transaction code = 062 (override)
|
| DELETE FLAG |
The delete flag restricts any further activity against an account. Even though you cannot post transactions to the account, it remains on the database for reporting. Accounts are deleted at year-end if they have a delete flag value of 2. An account deleted in the current fiscal year will have a flag value of 1. This will be changed to a 2 at year-end. A delete flag may be set if the following conditions have been met:
- GL Accounts
- Each asset, liability and fund balance account control has a balance of zero
- All SL accounts mapped to the GL account have been previously deleted
- The account must have been inactive for the current month
- SL Accounts
- The budget balance available for the entire acct must be between -$1.00 & +$1.00
- No outstanding encumbrances
- The account must have been inactive for the current month
|
