New Fund Request System - AFISM | TTU · AFISM - New Fund Request System 061611 Page 2 New Fund...

AFISM - New Fund Request System 061611

New Fund Request System


New Fund Request System

The New Fund Request System is to be used when requesting that a new fund be established

when ONLY one FOP will exist for that fund.

Reference Tool:

Guidelines of Fund Group, Category and Class. This document provides information

about revenue such as where it comes from and rules regarding deposits into the fund

category, and about expenses that are allowed and not allowed as well as the budget

procedure and how available budget checking is done for the fund. These guidelines

are accessed via Raiderlink > A&F Work Tools Tab > Crosswalks and Code Charts

> Fund > Guidelines of Fund Group, Category and Class. The URL is below:

http://www.depts.ttu.edu/afism/referencev2/crosswalksCodecharts.asp

Tips:

Access the New Fund Request System via Raiderlink > A&F Work Tools Tab >

Finance Channel > link New Fund Request System. Access is authenticated by

eRaider ID and password.

Refrain from using the back arrow when working in the New Fund Request System.

Modify Outlook setup to ensure email notifications do not go to Junk Mail.

If a budget revision is going to be completed, hold onto the request until notification of

new FOP is received, and once received then submit the budget revision.

Reminders:

Use the FOP Combination Form to create a new FOP under an existing fund or when a fund

will have more than one FOP. This system does not replace using the FOP Combination

Form.

This system is not used for TTU SPAR funds that begin with 12D, 21, 22, 23,25B, 25C and

29B. Use the Fund Request Form for these funds.

Matching funds will still be handled by ORS. ORS (Office of Research Services) assists in

reviewing the necessary documentation (fund form and budget revision). These are

reviewed by SPAR and then submitted through the New Fund System under fund classes

15M, 16M, 18M, 24M, 25M and 28M.



Reports:

o FI028 – Organization Hierarchy Report - aids in determining org level 6

predecessor code

o FI106– Valid FOP Report – New FOP will display when active

URL:

o New Fund: newfund.texastech.edu

o Approval Tracking System (ATS): approvals.texastech.edu

Home Page

Organizations have two assigned roles within the New Fund System, that of originator

and that of approver. The originator creates the request and the approver reviews and

electronically signs off on the request. There may be additional approvals within the

University as well.

An Originator has three options from the Home page:

Start New Fund Request

New Fund Request Status (to resume a New Fund Request that was previously started, or to review the status of a New Fund Request)

View Request History

To choose an option, click on the appropriate link within the menu in the left column

under “Home”.


New Fund System Roles/Workflow

The Chart below details the roles and the workflow process that a New Fund Request follows. It

is important to know that the permissions that an organization has assigned in TeamApp for

financial processes (TechBuy) dictate how the approvals will function within the New Fund

Request System. Those who have the role of either financial manager or approver will receive

email notifications that a new fund request is awaiting approval. It is suggested that an

organization define how the approval process will be handled internally.

Originator

Individual that initiates the New Fund Request. Access is authenticated by eRaider ID and password. Originators may review and edit, submit or delete their request until submitted.

Organization Manager

Once the fund request is submitted, email notification is sent to the level 7 Organization financial manager and/or the Approver listed in Team App. The Organization Manager has the capability to update the Fund Request form, reject back to Originator, or approve.

Functional Department Approval

If applicable, email notification is sent to the Functional Department Approval (i.e. ORS, or IA) for review and approval after the Organization Manager approval is completed. The Functional Department has no update authority, unless authorized by FAR, and has the capability to update, reject the New Fund Request back to the Originator or approve.

Accounting

Email notification is sent to appropriate Accountant after the Organization Manager has approved and if applicable the Functional Department has approved. The Accountant will review, has the capability to update the Fund Request form, reject back to Originator, or approve and generate the requested fund number.

Banner System FST Team

Final approval of the New Fund Request form. Once approved the request is fed to Banner for the next fund number within the requested fund class.

All Roles Email notification of new fund number


Start New Fund Request

∆ User Information

∆ Populates based upon user eRaider authentication when logged into the system.

∆ New Request Information

1. Select Chart of Accounts from the drop down box

2. Select the fund class from the drop down box

3. Select next

Complete Main Fund Request Form

∆ Main Fund Form

1. Fund Name - entry allows up to 35 alpha/numeric characters including spaces

2. Effective Date – auto defaults to 09/01 of current fiscal year, or if needed, use the

calendar or enter using MM/DD/YYYY format

3. Fund Manager TechID – enter R# or use search to look up

4. Fund Long Name – if name exceeds spaces of box 1, complete name in this box

∆ Using search tool – (1) enter text (eRaider, Oracle ID or Name) (2) select search (3) click on

select to the left of desired person (4) select OK to continue or cancel to initiate another

search.


Grant/Project Information (if applicable)

∆ Project Code TXXXXX is only used by Physical Plant and Facilities Planning and Construction. Termination Date and Expenditure End Date are not required fields.

∆ Grant Code 2XXXXX is only used for matching codes for grants. Termination Date and Expenditure End Date are not required fields.

∆ Source of Funds :

o Choose revenue sources allowed in this fund.

Revenues and Transfers may not be commingled with unlike sources.

Refer to the Guidelines of Fund Group, Category and Class Excel sheet at

the following site under the Fund section:


1. Revenue: o Select Primary Account Type from drop down if source of funds is Revenue o Select Secondary Account Type, if applicable, from drop down if source of funds is

Revenue

2. Transfers: o Enter Chart and FOP if source of funds is Transfer

∆ Back up FOP: Required Fields Enter Chart and FOP- (see OP 62.03 1a)

http://www.depts.ttu.edu/opmanual/OP62.03.pdf

∆ Further Explanation: if more than half of the funds are to be used for Research, provide

explanation. This field is not required; however, it is useful if more than half the funds are

required for research.

∆ Fund Objective/Purpose: Type in explanation as to why the new fund is necessary the

purpose and any other information that will help in determining the fund's usefulness.

Required field (even if N/A is used)

∆ Use of Funds/Expenses Allowed: Type in expenses allowed. The fund manager may

choose to further restrict the use of these funds to more appropriately define the intended




use of the funds. As guidance, refer to the Guidelines of Fund Group, category and Class

Excel sheet as referred to on page 2 of this document. Required field (even if N/A is

used).

∆ Use of Fund/Expenses-Not Allowed: Type in expenses not allowed. The fund manager may

choose to further restrict the use of these funds. Required field (even if N/A is used)

Fund Defaults

∆ Organization

1. Enter level 7 organization code or type ‘NEW’ to create a new organization

2. Enter name of New Organization

3. Enter the level 6 Organization Predecessor code (if not known use the search option

or Cognos Finance Report FI028)

4. Enter the organization manager’s Tech ID (R#).

∆ Program

5. Use the drop down menu to select appropriate program code based on expenditure

activity. The program codes are used to report to internal and external entities.

Program code definitions can be found at the following site:

http://www.depts.ttu.edu/afism/resources/

Financial managers should reconcile the funds and organizations for which they are assigned and

correct any outstanding items to ensure recorded accurately. Financial managers are responsible for

year-end fund deficits that exist on August 31 for FST funds. At year-end, FST notifies financial

managers of deficit balances and requests instruction for clearing the deficit. Deficits not cleared within

2 business days of close will be cleared by FST from the default (backup) FOP listed on set-up or from

other funds available to the financial manager.

**See OP 62.39 for TTU Deficit Policy http://www.depts.ttu.edu/opmanual/OP62.39.pdf


http://www.depts.ttu.edu/afism/resources/



∆ Attach Endowment/Gift Agreement: This attachment should be used when setting up a

new FOP through Institutional Advancement (IA). IA will attach the paperwork. When

creating a current restricted FOP (beginning with 2XXXXX) with a program code of 200, the

endowment/gift agreement should be attached.

1. Browse for attachment

2. Select Upload

3. Select or Delete document Select or Delete is for Viewing the document – once

you click Upload, the document is attached

4. Click on Next

5. If no attachments are required, click on next in the lower left of page. If attachments

are required, follow directions at the top of the following page.

If the form is completed accurately, user will advance to the New Fund Request Status page. If

there are errors within the form, the user is directed to the notification center at the top of the

form. The drop down box lists the error / errors that need corrected. Click on the error

description and you cursor is moved to the section that needs correction.

Once errors are corrected, select next in lower left of window. If form is complete, the New

Fund Request Status page will display. A Request Number is provided and user has options to

Review, Submit or Delete. An originator can make changes to the request form by selecting

Review. Once Submit is selected, the originator is not able to make changes.

Note - Incomplete forms are accessed through the New Fund Request Status and show status

of “In Process”.


Additional Forms

The New Fund Routing Grid below can be used to determine when additional forms within the

Fund Request System are required. For those Fund classes listed in the first column, no other

forms are needed. For those listed in the second column, an additional form is needed and that

form is identified in the columns that follow.

Scholarship Form

Fund classes 15A, 15B and those that begin with 25 or 85 will need to complete the Scholarship

Form in addition to the Main Fund Form prior to submitting a request for a new fund.

Number of Annual Awards Type in the number of annual awards estimated to be given from this fund. (Optional)

Amount of Each Award Type in the amount of each award. (Optional – may use “varies”)

Award Recipients Selected by Provide an explanation of the selection process for these awards.

Announcement/Description of

Award

Provide the description of award as necessary to be placed in the

Scholarship/Financial Aid catalogue.

Classification Provide the classification of the award recipients.

Organization Name Supply the name of the level 7 organization code that requires a change to financial

manager.

Major Provide the major of the award recipients.

Current GPA Provide the current GPA requirements of the award recipients. (Optional)

High School GPA Provide the High School GPA requirements if the award will be granted to freshmen.

(Optional)

Financial Need Requirements Specify any financial need requirements.

Other Requirements Type in other specific requirements in addition to those listed previously.


The completed Scholarship Form appears as below:

Click on Next at the bottom of the form.

Error Notification

If an error exists on the form, the Notification Center will have a drop down populated with the

identified error. Open the drop down, click on the error and find blinking cursor in field where

error exists. Correct entry, select next again.

If form is completed without errors, the New Fund Request Status page will display. A request

number displays as well as options to Review, Submit or Delete. Prior to submitting request,

changes can be made when “Review” is selected. “Submit” enters the request into the approval

process. “Delete” removes the request completely. Once subm itted, the request cannot be

modified by the originator unless someone in the approval process rejects it back to the

originator for correction. Upon correcting the form, the originator then selects “Submit” and the

approval process begins again.


Service Form

Fund classes 16G, 17A, 18D and 31A require completing the Service Form in addition to the

Main Fund Form prior to submitting a request for a new fund.

Instructions for completing the Service Form Part I – General Information. Complete the fields

within the form as described below:

Description of Goods or Services to be Provided

Provide a detailed description of the goods or services to be provided.

Source of Revenue

Provide a detailed description of the source of revenue

Type of Expenditures to be Incurred

Provide the type of expenditures to be incurred

Contact Name/Phone

Enter contact name and phone information

Billing Method Select Intra-Institutional Voucher (IV) for services or goods that will be billed to university departments. Select External Invoicing for services or goods that will be billed to off-campus entities.

Billing Frequency

Select the frequency of billing associated with this activity.

Proposed Billing Rate and Method for Determination (Attach Rate Calculation)

See separate instructions

Summary

Enter any additional information

Non-campus Organizations Requesting Goods or Services

List the non-campus organizations expected to utilize the goods or services provided.

Names of Other Area Providers of Goods or Services

Provide list of other area providers who offer the same or similar goods or services

Billing Rates for Other Area Providers

Provide rates for the other area providers listed above

Proposed Billing Rate for Non-Campus Sales

Provide the billing rate for sales to off-campus entities

Benefit to TTU from Offering Goods or Services to Non Campus Sales

Provide a detailed explanation of the benefit to TTU from offering goods or services

Other Information Pertinent Provide any additional pertinent information


Part I – General Information

∆ Enter the information as applicable

Part II – Billing Information

∆ Attach any documentation showing the determination of rates to be charged.


Part III – Information for Non-Campus Sales

∆ Complete the fields as applicable

Part IV – Other Information

∆ Provide other details as applicable.

∆ Select Next when form is complete

If form is completed without errors, the New Fund Request Status page will display. If errors

exist, make corrections and then click on Next at the bottom of the form. A request number

displays as well as options to Review, Submit or Delete. The originator can only make changes

within the Review option. Once Submitted the originator cannot make changes.


Research Form

Fund classes that begin with 24, 25, and fund class 28A and will be designated with a program

code of 200 (research) will need to complete the Research Form in addition to the Main Fund

Form prior to submitting a request for a new fund.

Percentage of Research on Main Fund Form

∆ This section is to be used to document the determination that the funds qualify as

restricted research expenditures.

To assist on this determination, definitions and guidance from the Texas Higher Education

Coordinating Board (THECB) are available at:

http://www.thecb.state.tx.us/reports/Docfetch.cfm?Docid=1003&Format=PDF

Briefly, restricted research funds are funds awarded, granted or contracted by an entity external

to the university and restricted by either the external sponsor/donor or the University for

Research. That the primary purpose of the funds is research will normally be demonstrated by

more than half of the funds having been budgeted for research but may be demonstrated by the

sponsor/donor’s statement of purpose or other documented evidence.

If the funded work’s activities (scope of work) are for mixed purposes, alternatives are to:

∆ Code the fund according to the primary purpose

∆ Separately budget the restricted research portion

Select Next. If notified of errors, correct and then select Next again.

http://www.thecb.state.tx.us/reports/Docfetch.cfm?Docid=1003&Format=PDF


Submitting a New Fund Request

The New Fund Request Status Page allows you to View Status (Completed, In Process, Error,

In Approvals) and Review, Submit or Delete a pending requisition. Review the Status column

and then choose desired action from the choices to the right. When the status is “In Approvals”

the only option to review your request is to Review it, changes cannot be made at this point. A

new link called Status appears that will display the status of the request while in Approvals.

A search capability exists on this page if review of submissions is needed. The review can be

by Submitter, Chart, Class or Code. Enter desired search value in provided field and click on

the button labeled “Apply”.

Approval Status

Originator may follow status of New Fund Request by monitoring the Approval Status.

View Request History

This menu selection provides access to previously submitted requests. Type desired search

option within the box provides in the top section of the New Fund Request History page. Click

Apply Filter button.


Approval Groups with Roles for New Fund Request System:


Email Notifications:

Fund Set up Successfully:

Rejection Notification:

Approvals

All who have “approval” authority will receive the email notification below, which advises that a

document for approval is in the Approval Tracking System. Because this request will be sent to

all within an approval group, the department needs to have a procedure in place outlining

approval responsibilities. This should include who approves the request, who is the backup

approver, etc.


The Approval Tracking System

From Raiderlink A&F Tools tab under Finance, click on the New Fund Request System this

does not take users to the ATS, or, click the link provided in the notification email to access the

Approval Tracking System.

Approval Review

Approvers have two options on the Home Page:

∆ Approval Review (returns to home page) ∆ Document Maintenance and Review

Routing Begin Time entries are color coded to advise approver of the time requirements for

approval. Red means that the form will expire in one day and immediate attention is needed.

∆ Green indicates request will expire in 3 or more days

∆ Purple indicates request expires in 2 days

∆ Red indicates request expires in 1 day

∆ For quick approval, approver should follow steps 1-3 as shown below:

1. Select the documents to approve by clicking inside the radio button 2. Select either approve or reject in the lower portion of the screen

a. If rejecting, a rejection code must be selected and comment added b. A rejected document is returned to the originator

3. Click Process Selected Documents Button to complete.

Other options available within the Approval Tracking System screen include:


Details – approver can review the fund request document and make any changes that are needed, such as attaching documentation that was not attached by the originator

Add - add a “one time approval” authority or ongoing approval authority

Selecting Details allows approver to view the submitted forms and to make changes. Approver

options are provided with action buttons at the top of the Details page.

Details

Selecting Details allows approver to view the submitted forms and to make changes. Approver

options are provided with action buttons at the top of the Details page.

The form opens for approver to review and make needed edits.

∆ Active scroll bar (1) is used for navigating the form

∆ Review and edit as needed

∆ Choose action from buttons at top of form:

o Mark for Approve

o Mark for Reject

o Take no Action


Note: This form also includes the submitter’s name so the approver can contact the submitter

directly with any questions.

Document Maintenance and Review

The approver has three options within this section:

1. Assign Documents 2. View the status of the documents that have been submitted 3. View the history of a particular document

Using Cognos Reports to track New Fund Status

FI106 – Valid FOP Report

This report is designed to provide FOP information different hierarchical levels for a Fund or an

Organization and has the flexibility to be used to find data in many different ways. Entries made

into the New Fund Request will be the parameters used to find if the request has been fulfilled.

Refer back to the fund defaults entered into the Fund Request if needed.


1. Select Chart by highlighting the desired option:

2. Enter Fiscal Year:

3. Enter in the organization code for whom the New Fund was requested (#1 on screen

shot, page 21):

4. If the request was for a new organization, utilize the prompt asking for the Org Manger’s

last name. (1) Type last name in field provided. (2) Select Org Mgr by clicking on name

in list (#4 on screen shot page 21)

5. Select Report Output Option (List of FOPs with Descriptions is suggested)

The report output is displayed below. Note the column with FOP and descriptions.


Training Follow-up

∆ Please direct questions on using the New Fund System Office of Accounting Services

∆ For questions regarding whether a fund setup is allowable with the sources and / or

uses described within the field requirements contact the appropriate accountant:

http://www.depts.ttu.edu/accountingservices/contactus/my-fund-accountant.php

∆ It is suggested that Outlook setup be modified to ensure that email notifications from

the New Fund System do not go to Junk Mail.

Test Site

https://ban8-udevbanapps.tosm.ttu.edu/ITIS/fi_newfund/TTUMain.aspx

http://www.depts.ttu.edu/accountingservices/contactus/my-fund-accountant.php

https://ban8-udevbanapps.tosm.ttu.edu/ITIS/fi_newfund/TTUMain.aspx

New Fund Request System - AFISM | TTU · AFISM - New Fund Request System 061611 Page 2 New Fund...

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