Chart of Accounts (Index/Fund/Activity Code Creation)

Required form = FIS Chart of Accounts Code Request

Examples of when to use this form:

• New faculty member needs an index for their start-up funds
• A new fine/fee was approved that needs its own index/fund

Directions for use:

• Fill in your contact information at the top.
• Check the boxes that indicate a “new” request for “fund” and “index.”
• Create a short title for the index on the "Title" line (i.e. Dude Start Up, DEPT Course Fees).
• Skip the line that says “Index Requested.”
• In the box for reason, modify the following verbiage for your department:
  • For a start-up index: "Please create a new index code for the start up funds allocated to Dr. Dude."
  • For a fund for course fees: “Please set up a new 002xxx fund type for course fees with an index code that defaults to this new FOAPL string for <DEPT NAME> and org code <123456>. The fees that will be directed to this new fund are <list the detail codes of the fee(s)>.
  • For a fund for service fees: “Please set up a new 05xxxx fund type for service fees with an index code that defaults to this new FOAPL string for <DEPT NAME> and org code <123456>. The fees that will be directed to this new fund are <list the detail codes of the fee(s)>.
• “Will payroll be recorded in this FOAPAL?”
  • If for course fees, generally not with some specific and limited exceptions. Please see the PSU Fines and Fees Process Guidelines for more details. The default answer should be “no.”
  • For most other kinds of indexes/funds, payroll expenses are more likely and are generally allowable. The default answer should be “yes.”
• “If a deficit occurs which FOAPAL will be responsible?”
  • Please fill in your main departmental operating index (xxxG01).
• Individuals authorized to approve expenditures:
  • The Department Chair
  • In some departments who have additional staff to provide the necessary separation of duties, the Department Manager may also be listed here.
• Department Chair signs the form.
• Submit to the Dean’s Office.
• When signed by the Deans Office, send a scanned copy to chartset@pdx.edu - you will receive an email with the new index/fund when the form has been processed.