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.