UNC Account Request System

ACCOUNTING SERVICES UNC Account Request System Purpose: The UNC Account Request System is designed to request new accounts for the University and it s Associated Entities (Foundations). Please refer to page 6 for types of account requests. This account request process includes the creations of an electronic request supported by imaging of all related documents, approval routing of the electronic document, and upon completion, a retrievable fund authority. Some types of Account Request have limited access and are not available to all campus. See page 6 for detailed descriptions. Requests for Subsidiary Ledger accounts only are allowed in some limited instances and are not available to all campus. Security Access Requirement: Access to Finance Central with your FACSID. Prerequisites: Departments should have internal procedures to obtain the necessary and supporting documentation prior to starting the account request process. The department may complete an AS100 form (Account Request Form) to use as an internal document. This form provides the information requested in the departmental screens and will help make sure you have all the information you need to complete the request. The supporting documentation for the attachment in the system should be available for imaging, since the document is required to complete the departmental workflow. (Do not image the AS100 or internal document in the UNC Account Request System, unless it is a memo or correspondence to support the account request.) Revision Date 11.12.12

Find Help: For assistance with University department account requests contact Kathi Wimmer (919-962-5606). For Foundation account requests contact John Carlson (919-843-4476). For FRED or training questions contact Finance Training Coordinator (919-843-3069) or email financetrainer@unc.edu For technical computer assistance call 919-962-HELP. Revision Date 11.12.12 Page 2 of 49

Table of Contents (Click on page number to jump to that topic Click on heading in document to return to Table of Contents) All Users Access 4 Creating a New Request 4 Type of Request Table 6 Type of Request Tab 7 University Department Requests Type of Request Table 6 Request Details Tab for University accounts 8 Expendable Gifts, Devises or Bequests 9 Allocations or Grants from Foundations 10 Residual Fund Transfer 11 University Endowment Living Trust 12 University Endowment Income Allocation 13 University Endowment Principal & Income 14 Conferences 15 Contract & Grants (Excluding Sponsored Research) 16 Sales of Goods and Services 17 Subsidiary Ledger only 18 Expendable Plant Funds 20 Annuities 22 Unitrusts 23 Foundation Account Requests Type of Request Table 6 Request Details Tab for Foundation accounts Foundation Endowment Principal & Income 25 Foundation Expendable 26 All Users Department Info Tab 27 Attaching Documents 31 Required Documentation Table 32 Preview Tab 34 Approvals Approving a document 36 During Approval Process 40 After Acct Svc approval/before Controller approval 41 Completed Account Request 43 Revisions 46 Archiving 48 Revision Date 11.12.12 Page 3 of 49

How to Access the UNC Account Request System The UNC Account Request System is located in the Inbox in Finance Central. Once logged into Finance Central, select Inbox from the Main Menu. You can click on the tabs at the top of this page for more information about each tab. In your Inbox, you should see a banner that says Hello and your name. If you do not see your name, please call the Finance Training Coordinator at 843-3069 for assistance. Revision Date 11.12.12 Page 4 of 49

Create a new Account Request Select the Start tab at the top of the page. Select UNC Account Request from the Document Type drop down menu. Click Start. On the next page is a table describing the types of account requests and who may submit the requests. NOTE: In addition to the types of requests listed on this table, certain types can also request a Subsidiary Ledger account only. For those requests, the Subsidiary Ledger information immediately follows the account request information in the manual. Revision Date 11.12.12 Page 5 of 49

Type of Request Table: Type of Request University Expendable Gifts, Devises or Bequests, Allocations or Grants from Foundations, and Residual Funds Request For Details Expendable Gifts, Devises or Bequests Allocations or Grants from Foundations Residual Funds Brief Description Monies anticipated under Policy 11 and 12 of Accounting Services Business Manual (http://finance.unc.edu) Per donor instructions (i.e. to provide named scholarship) Funds left after contract or grant expired and not required to be returned to grantor University Endowment Living Trust Funds received for participation in a pooled income fund to benefit the donor during their lifetime Income Primarily allocation of unrestricted endowment income Allocation Principal & Permanent asset funded by contribution from donors and Income invested for growth to provide income. Income used to Conferences Contract & Grants (Excluding Sponsored Research) fund operating cost per donor restrictions University departments to receive conference registration fees (not for use with classes offering educational credits) Receipt of funds pursuant to grants from or contracts with the Federal government, another institution of higher learning, another North Carolina State Agency, or other contractual agreements Who can Submit University Departments Primarily Foundations University Departments Carolina Development Office University Departments Carolina Development Office University Departments University Departments Page # 9 10 11 12 13 14 15 16 Sales of Goods and Services Expendable Plant Funds Foundation Foundation Endowment Principal & Income Foundation Expendable Accounts Monies received from or for the operation by an institution of any of its self-supporting auxiliary enterprises Athletics Receipt supported athletic operations Athletics Business 17 Office Health Care Direct patient care HA-University 17 (non P&A) departments Dental Faculty Receipt supported Dental Faculty Practice Plan School of Dentistry - 17 Practice Dean s Office P&A Receipt supported P & A Practice Plan P&A Administration 17 University Receipt supported internal recharge operations OSR 17 Auxiliary recharge requests (Please contact OSR for current procedures) Student Housing Receipt supported student housing Student Housing 17 Admin Office Campus Health Receipt supported Campus Health Center Campus Health 17 Center Center Admin Office Other auxiliary Other receipt supported auxiliaries University Departments 17 Expendable Gift Funds from affiliated entity or direct gifts to later use for University 20 Funds major construction projects Departments UNC Designated Funds Funds received from sources within the university, used for construction projects University Controller UNC Bond Funds Funds borrowed for large construction projects University Controller Asset funded by contributions from donors and invested for growth to provide income. Income is used for operating cost per donor restrictions. (i.e. scholarships) Gifts, Devises or Bequests, or Other Carolina Development Office or Foundation Carolina Development Office or Foundation 17 20 20 25 26 Revision Date 11.12.12 Page 6 of 49

Once in the Account Request system, 4 tabs will appear at the top: Type of Request, Request Details, Department Information, and Preview. The tab that you are currently working on will be navy blue, and other tabs in which you ll be working on in sequential order are in gray. Completed tabs will be in light blue. You may go back to any tab if you need to make changes, as long as the status of the document is Work In Progress. Type of Request Tab Type of Request: Select the radio button next to the Type of Request you want to create and click Continue. Revision Date 11.12.12 Page 7 of 49

Once the type of request is selected, the document number will be shown at the top of the page. This number is important, as it is the link between FRS and the Account Request system. It will be identified by an attribute within FRS and will remain there for the life of the account. You can look at screen 08a or 04b in FRS to find the document number for accounts created electronically. The document number will also be used for imaging within the UNC Account Request System to allow you to search and find the document and attachments. For University Department Account Requests: Request Details Tab You will select one Source from the drop down box. Once a selection is made additional fields will load onto the page. Please wait a moment as the additional fields may take time to load on the page. The following pages will show the fields for each selection. Pleas note that Subsidiary Ledger only request information will follow immediately after the account request information if it is available. Revision Date 11.12.12 Page 8 of 49

Expendable Gifts, Devises or Bequests Clarification of Source: On the Request Details page, select the type of account from the drop down box. Once selected, additional fields will load onto the page. If Expendable Gifts is selected, 3 additional fields will load onto the page. Estimated Total Annual Receipts: Enter the estimated total annual receipts. (Do not enter a dollar symbol or commas.) Departmental Gifts: Select the source of the gift. You can select one or more of the following fields: individual, corporation and other entities. Development Designation Code: Enter the Development Designation Code. This 4 digit code is obtained from the Development Office. This field is optional. Click Continue on the Request Details page to move to the next tab, Department Information. If you need a subsidiary ledger account only, go to page 18. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 9 of 49

Allocations or Grants from Foundations If Foundation Allocation is selected, 5 additional fields will load onto the page. Estimated Total Annual Receipts: Enter the estimated total annual receipts. (Do not enter a dollar symbol or commas.) Related Account(s): Enter the foundation accounts that will allocate funds to the requested university account. The system allows up to three accounts. Gift Distribution Indicator: If the University of North Carolina at Chapel Hill should accept gifts for the same purpose, check this box. This field is optional. Click Continue on the Request Details page to move to the next tab, Department Information. If you need a subsidiary ledger account only, go to page 18. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 10 of 49

Transfer of Residual Funds If Transfer of Residual Funds is selected, 9 additional fields will load onto the page. Estimated Total Annual Receipts: Enter in the estimated total annual receipts. (Do not enter a dollar symbol or commas.) Transfer from Account: Enter in the 6 digit FRS account(s) which currently have residual funds. If more accounts become available with residual funds, departments can add additional account numbers at a later date. Click Continue on the Request Details page to move to the next tab, Department Information. If you need a subsidiary ledger account only, go to page 18. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 11 of 49

University Endowment Living Trust Clarification of Source: On the Request Details page, select University Endowment Living Trust from the drop down box. Once selected, 3 additional fields will load onto the page. Estimated Amount: Enter the amount of allocation. Development Designation Code: Number assigned by Carolina Development Office Date Gift Received: Enter the date the funds were received. Click Continue on the Request Details page to move to the next tab, Department Information. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 12 of 49

University Endowment Income Allocation Clarification of Source: On the Request Details page, select University Endowment Income Allocation from the drop down box. Once selected, 1 additional field will load onto the page. Estimated Amount: Enter the amount of allocation. Click Continue on the Request Details page to move to the next tab, Department Information. If you need a subsidiary ledger account only, go to page 18. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 13 of 49

University Endowment Principal & Income Clarification of Source: On the Request Details page, select University Endowment Principal & Income from the drop down box. Once selected, 4 additional fields will load onto the page. Development Designation Code: Number assigned by Carolina Development Office Click Continue on the Request Details page to move to the next tab, Department Information. If you need a subsidiary ledger account only, go to page 18. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 14 of 49

Conferences Estimated Total Annual Receipts: Enter in the total estimated receipts for the annual period. Conference Receipts: Select one or more from the list. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 15 of 49

Contracts and Grants (Excluding Sponsored Research) Estimated Total Annual Receipts: Enter the estimated total annual receipts. Do not use dollar signs or commas. Contractor Type: (Choose one) Non-Federal Contract or Grant Excluding State Government: This is an agreement between the University and an institution of higher learning, business entity to provide services. State Government Contract or Grant: An agreement between the University and another North Carolina state agency to provide services. Indirect Federal Contract or Grant: An agreement between the University and another entity, which is funding the agreement from federal funds, to provide services. If you need a subsidiary ledger account only, go to page 18. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 16 of 49

Sales of Goods and Services Account Clarification of Source: On the Request Details page, each selection will cause additional fields to load on the page. Estimated Total Annual Receipts: Enter the estimated total annual receipts. Do not use dollar signs or commas. Do you need Subsidiary Ledger account? required. If you receive this question, a response is If you need a subsidiary ledger account only, go to page 18. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 17 of 49

Subsidiary Ledger Account Only (for an existing FRS GL account) A subsidiary ledger account only can be requested for an existing GL account type: Expendable Gifts, Devises and Bequests, Allocations or Grants from Foundations, and Residual Funds; University Endowments; Contracts & Grants (excluding Sponsored Research); Sales of Goods & Services; and Foundation Expendables(UNC-CH Foundation only). GL Acct Type of Request: On the Request Details page, each selection will cause GL Acct Clarification of Source fields to load on the page. GL Acct Clarification of Source: Select type from drop down box. Additional Fields will load on the screen as follows: Expendable Gifts, Devises and Bequests, Allocations or Grants from Foundations, and Residual Funds; Expendable Gifts Fund Allocations Residual Funds University Endowments; Income Allocation Principal and Income Contracts & Grants (excluding Sponsored Research); Non-Federal contracts and grants (excluding state) Revision Date 11.12.12 Page 18 of 49

Sales of Goods & Services; Athletics Health (Direct Patient Health Care and Dental Faculty Practice plan only) Physicians & Associates University Recharge Centers Other Auxiliary (Student housing, other auxiliary, Campus Health Services only) Foundation Expendables (UNC-CH Foundation only) GL Account: A unique account may be provided for you, or you may choose from the drop down box or enter the GL account number manually. Your entry in this field will populate the next fields. GL Acct Description, GL Acct Dept number, No of SL accts, GL Acct Institutional Trust Fund Type, and GL Acct GASB Fund Code: These fields will be supplied for you and are based on the GL account number entered above. Please make sure the information provided matches the GL account entered above. Effective Date and End Date: The effective date is a required field. The end date is not required. Enter the appropriate dates in these fields using the prescribed format (MMYY) Budget Document to be transmitted to Accounting Services: The budget document can be any document which supports the account request. Enter the date you will submit this document to Accounting Services. It can be any date in the future using the MMDDYY format. Then select a method from the drop down box. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 19 of 49

Expendable Plant Funds Expendable plant funds are institutional trust funds and bond proceeds for capital projects, major construction and renovation. University Departments may request accounts for expendable funds. Only the University Controller may request accounts for UNC Designated or UNC Bond funds. One GL, one SL will be created per request. Clarification of Source: - Expendable Gift Funds (University Departments may request): To be used for major construction and renovations. The funds will be held in this account until expended in project, at which time the funds will be transferred to a Capital Improvement Fund. Funds will be eligible for money market participation while held as institutional trust funds. - UNC Designated Funds (Department 2231 only): Funds received from different sources within the University to be used for construction projects. - UNC Bond Funds (Department 2231 only): Funds borrowed for major construction projects. Estimated Total Annual Receipts: Enter the total estimated annual receipts, or project commitments. Do not use dollar signs or commas. Date of Gift Received: Enter the date the funds were received, gift funds only. This field is optional. Revision Date 11.12.12 Page 20 of 49

Total Pledge: Enter the total amount of the pledge, gift funds only. This field is optional. Development Designation Code: Enter the number assigned by Carolina Development Office, gift funds only. This field is optional. Gift Distribution Indicator: Check the box if you would like to indicate the gift distribution. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 21 of 49

Annuities (dept 2235 and 9903 only) Annuity Account requests can only be requested by Accounting Services (dept 2235) and the Office for University Advancement (dept 9903) on behalf of the UNC-CH Foundation. The foundation manages the annuity according to the agreement with the donor. One GL account will be created per request. 1. Clarification of Source: There are two types of annuities that can be requested. - Regular Annuities (These are all the donors who are not from Florida) - Florida Annuities (If the donor is from Florida then this type of fund is requested, because they have different rules for investments) There is no beneficiary for this type of fund. So this fund is not setup on behalf of any department. In this case 0000 is saved as the responsible department for the General Ledger Account. 2. Estimated amount: Once the money is donated to set up this fund, the donor cannot add to the initial gift amount. 3. Date of Gift Received: mm/dd/yy format Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 22 of 49

Unitrusts (dept 2235 and 9903 only) Unitrust Account requests can only be requested by Accounting Services (dept 2235) and the Office for University Advancement (dept 9903) on behalf of the UNC-CH Foundation. The foundation manages the annuity according to the agreement with the donor. The donor can choose to add funds to the initial gift amount One GL account will be created per request. 1. Clarification of Source: There are two types of annuities that can be requested. - Regular Annuities (These are all the donors who are not from Florida) - Florida Annuities (If the donor is from Florida then this type of fund is requested, because they have different rules for investments) There is no beneficiary for this type of fund. So this fund is not setup on behalf of any department. In this case 0000 is saved as the responsible department for the General Ledger Account. 2. Estimated amount: Once the money is donated to set up this fund, the donor cannot add to the initial gift amount. 3. Date of Gift Received: mm/dd/yy format Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 23 of 49

For Foundation Account Requests: Foundation Endowment and Foundation Expendable Requests: Requests for accounts for recognized UNC Foundations are available only to select University departments providing services to these entities. Accounting Services will control the access to the UNC-Account Request System for the Foundations. The majority of campus departments will not have access to Foundation Endowments and Foundation Expendable on the Type Request selection. Note For UNC-CH Foundation only: you may request a subsidiary ledger account only. Go to page 18 for details on how to complete that request. See page 1-5 for Log-In and general information about the Account Request System. See page 6 for Types of Request and who may submit them for approval. Continue to the next page for more on Foundation Account Requests. Revision Date 11.12.12 Page 24 of 49

Request Details Tab Foundation Endowment Principal & Income Clarification of Source: On the Request Details page, select the type of account from the drop down box. Related Account: Enter the related account number. The system will allow up to three accounts. Estimated Amount: Enter estimated amount, do not enter dollar signs or commas. Date of Gift Received: Enter date you received endowment. Total Pledge: Total amount pledged to endowment. Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 25 of 49

Foundation Expendable Account Clarification of Source: On the Request Details page, select the type of account from the drop down box. Estimated Total Annual Receipts: Enter the estimated total annual receipts. Do not use dollar signs or commas. Do you need income SL account? Not all Foundations will receive this question. However, if you do receive this question, a response is required. If you plan to make disbursements directly from 1. The Foundation Endowment income account, check yes 2. The Foundation Expendable Account, check yes Please go to page 27 of this manual for instructions on completing this request. Revision Date 11.12.12 Page 26 of 49

The following pages are the same for University and Foundation Account Requests. Dept Info Tab For all of the source types, the following tabs will be similar. Suggested Long Title: Enter in the Suggested Long Title. This 80 character field will be used on the fund authority. Acronyms are not allowed; however, common abbreviations are acceptable (i.e. Dept for Department or Fdn for Foundation). Please include major donor(s) complete name(s) in the title. For restricted funds, include the purpose in the title. The title may be slightly modified by Accounting Services during the approval process. Responsible Department: Enter the responsible department. Responsible Sub Department: If your department uses sub departments, enter the appropriate value. CB#: This will be automatically generated from the University campus directory relating to the responsible office. Requested by: Automatically, the creator s information will be generated from the university campus directory. Revision Date 11.12.12 Page 27 of 49

Responsible for Account: To select the responsible person for the account, either: - Click Search by Name. - Type in a portion of the responsible persons name (at least 2 characters per line) and click Search. - Select the appropriate person by clicking their name. OR - Enter in that person s PID number in the space provided and click Go The responsible person information will automatically load onto the screen. This information is loaded in the system directly from the campus directory. Once an account is established, an email notification will be sent to the Responsible Person and the requestor. Revision Date 11.12.12 Page 28 of 49

For the Fund Authority, select a disbursing authority: Select a disbursing authority for the fund authority. It is suggested that you select Responsible Person Title; however, you may also choose Responsible Person Name; Other Name; or Other Title. Revision Date 11.12.12 Page 29 of 49

Initial Date of Request: Today s date will automatically generate. Justification: Enter in a justification for this request. Click Continue to preview the entire request before submitting for departmental approval. If the responsible person does not belong to the department chosen as the responsible department, you ll receive the following pop up message. This is just to remind you of that difference. Revision Date 11.12.12 Page 30 of 49

Attach Tab Before submitting for departmental approval, select the purple Attachment tab on the right. Supporting documentation is required. This must be added by the creator; however, additional documentation may be added by any of the approvers. Document Type: Select the document type. The choices are Outside Agreement or Correspondence, and Other. Please see the following page for a Required Documentation Table. Revision Date 11.12.12 Page 31 of 49

REQUIRED DOCUMENTATION TABLE: Type of Request University Expendable Gifts, Devises or Bequests, Allocations or Grants from Foundations, and Residual Funds Request For Details Expendable Gifts, Devises or Bequests Type of Documentation Outside Agreement or Correspondence Required Documentation A document from outside the University to support the gift and the gift purpose. Allocations or Grants from Foundations Outside Agreement or Correspondence Typically the Fund authority and the donor agreement for the Foundation account. Residual Funds Other Typically this is a copy of the request submitted to OSR to transfer the funds. University Endowment Living Trust Outside Agreement or Typically this is an external document from the individual. Correspondence Income Allocation Other Typically this is an internal document to support the allocation of restricted or unrestricted endowment income. Principal & Income Outside Agreement or Typically this is an external document from the donor. Correspondence Conferences Other A document that provides the specifics of the conference. This includes location, dates(s), name, fees (if any), contact info, etc. It can be in the form of brochures, registration form, web site, and/or other announcement. Contract & Grants (Excluding Sponsored Research) Outside Agreement or Correspondence A fully executed contract or grant that indicates the terms, parties, contingencies, effective dates, etc. Sales of Goods and Services Athletics Other Typically an internal document to support the request for a new account. Describe sales/service, customers and estimated costs, and internal University approval. Health Care (non P&A) Other Typically an internal document to support the request for a new account. Describe sales/service. Dental Faculty Practice Other Typically an internal document to support the request for a new account. Describe sales/service. P&A Other Typically an internal document to support the request for a new account. Describe sales/service. University Auxiliary recharge requests Other Typically an internal document to support the request for a new account. Describe sales/service. Student Housing Other Typically an internal document to support the request for a new account. Describe sales/service. Campus Health Center Other Typically an internal document to support the request for a new account. Describe sales/service. Other auxiliary Other Typically an internal document to support the request for a new account. Describe sales/service. Expendable Plant Funds Expendable Gift Funds Outside Agreement or Correspondence Typically a letter from Donor or correspondence related to Gift. Annuities Unitrusts Foundation Foundation Endowment Principal & Income Foundation Expendable Accounts UNC Designated Funds UNC Bond Funds Outside Agreement or Correspondence Outside Agreement or Correspondence Outside Agreement or Correspondence Outside Agreement or Correspondence Outside Agreement or Correspondence Outside Agreement or Correspondence Typically an internal memorandum from controlling department stating designation of funds and purpose of the planned project(s). Typically consists of select data from bond documents. An agreement signed by the donor. An agreement signed by the donor. Typically a document from outside the Foundation to support the gift and the gift purpose. Typically a document from outside the Foundation to support the gift and the gift purpose. Revision Date 11.12.12 Page 32 of 49

File Upload: If the file is electronic, click Browse and select the document you would like to attach. Once selected, click the Upload button. Once the document has been uploaded, you will receive a page that says 200 OK. Close this browser and continue. Note: Ignore the barcode, it is no longer used. View Image: The image is viewable after uploading the file and receiving the 200 ok screen. Revision Date 11.12.12 Page 33 of 49

Preview Tab (ready to submit for approval) Once the documents are attached, click on the Preview tab. Revision Date 11.12.12 Page 34 of 49

On the bottom of the Preview tab, the departments that are involved in this request will be listed as well as their approval route name. Verify that the approval route is correct and click Submit for Approval. If a department has more than one route than you can choose from, you will see the route names in a drop down box. If you are not sure which route to choose, you should contact that department for guidance. If you get an error message that states no route is available, you should contact that department or the Finance Training Coordinator. Once the document is submitted, you will receive a confirmation page in which you will want to print for your records. This will take the document through the departmental approval process electronically, before moving on to Accounting Services and the Controller. Accounting Services will approve and create the account, and send the document electronically to The Controller s Office for final approval. Revision Date 11.12.12 Page 35 of 49

Approvals This section is only for designated approvers on an approval route, and Accounting Services or Controller s Office personnel. Please go to page 40 to complete your account request. To approve an account request Select the Approvals tab in your Inbox. Select Review from the Actions drop down menu and click the arrow. Once in the document, review the account request. Revision Date 11.12.12 Page 36 of 49

If any changes are necessary, click the appropriate tab to edit this document. There are some fields that are unable to be edited. If any changes are made, click Continue at the bottom. Revision Date 11.12.12 Page 37 of 49

Once the document has been reviewed and is complete, click the Approve button (at the bottom of the Preview tab) to approve the document and move it forward in the approval process. Once you Revision Date 11.12.12 Page 38 of 49

click Approve, you will receive a confirmation page which you may want to print for your records. This confirmation will have the document number on it, for your reference. Or, if you wish to reject the document back to the creator, type a reason in the notepad and then click Reject. Rejecting a document send it directly back to the creator and bypasses any prior approvers. Revision Date 11.12.12 Page 39 of 49

During the Approval Process To view the document while it s in the approval process, select Modify from your Created tab and click the arrow. You will see two purple tabs: View Request and Attach, which will allow you to view the request and view the attachments. (You can also view the Notepad and the History.) You can not edit the account request once the document is in the Accounting Services Approval Process. Revision Date 11.12.12 Page 40 of 49

After Accounting Services Approval Process Before Controller s Approval Once a document has been approved by Accounting Services, the account number(s) will be created. The responsible person and the requestor will then receive an email with the details of the accounts. To view the accounts that were created, from your Created tab in your Inbox, select Modify next to the document and click the arrow. Revision Date 11.12.12 Page 41 of 49

Click each tab to view the attributes associated with the account. Revision Date 11.12.12 Page 42 of 49

Once the Account Request has been completed The responsible person and the requestor for the account will receive an email once the Fund Authority has been created. You may want to forward a copy of that email to the disbursing authority if it is a different person than the responsible person. To view the details of the account, from your Created tab in your Inbox, select Modify and click the arrow. Revision Date 11.12.12 Page 43 of 49

Select the View GL Account tab to view the attributes for the GL account. Select the View SL Account tab to view the attributes for the SL account. Revision Date 11.12.12 Page 44 of 49

To view the Fund Authority document, click the Fund Authority tab and a PDF document will pop up in an additional browser. Revision Date 11.12.12 Page 45 of 49

Revisions If a revision is needed on an account after it has been created and the fund authority has been completed, select the Request Details tab and/or the Dept Info tab. Make any necessary changes and click save at the bottom of each tab. Once all the necessary changes are made, on the Preview tab, click Submit for Approval. Revision Date 11.12.12 Page 46 of 49

The document will then go through the approval process again. Revision Date 11.12.12 Page 47 of 49

Archiving When a document is complete, it will remain in your created inbox. You can archive the document by clicking on archive in the drop down box on the right of the entry. This will remove it from your inbox, but the document can still be retrieved by a search. You may want to keep a list of items you archive so you will have the document number available in case you want to retrieve it at some point in the future. You can also look up a document number on screen 08a or 04b in FRS. Revision Date 11.12.12 Page 48 of 49

This concludes the account request manual. For contact information please go to page 1 of this document. Revision Date 11.12.12 Page 49 of 49