UAMS ADMINISTRATIVE GUIDE

NUMBER: 8.1.01
DATE: 10/01/93
REVISION:
 04/14/03 

SECTION: FINANCE DEPARTMENT
AREA: GENERAL ACCOUNTING
SUBJECT: REQUEST FOR CENTER MAINTENANCE

PURPOSE

The purpose of this policy is to notify departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures to be followed when requesting changes or alterations to their center (account).  “Center Maintenance” refers to those modifications including establishing a new center, closing a center, changing the center name, extending the expiration date of a restricted center, changing the center’s signature authorization, and changing the node hierarchy.

PROCEDURE

(1)     Departments must complete the Request for Center Maintenance Form in order to establish a new center, to change a center name, to extend an expiration date of a restricted center, or to change signature authorization within that center.  Forms are available on the Finance Dept. website. A separate form is required for each center.

(2)     Completed Request for Center Maintenance forms must be submitted according to their originating fund number.  Questions concerning Requests for Center Maintenance must also be directed according to their fund number.  Centers with the following fund number must be sent to the designated section:

     a)  Funds 035, 111-119, 174-176, 278, 279, 411-419, 611, 612, 811, 813, 814, and 900 must be submitted to  General Accounting, # 545 (ext. 686-6813).

     b)  Funds 210-276 must be submitted to Restricted Funds Accounting, # 545 (ext. 686-6843).

(3)     Once a new center or the appropriate change in a center is made in SAP the requesting department and SAP security is notified by email.  A new center may be used after SAP Security has made the necessary transports to add the center to the appropriate node structure.

REQUEST FOR CENTER MAINTENANCE INSTRUCTIONS

GENERAL INFORMATION

Departments must complete the Request for Center Maintenance form to request modifications to their center.  Complete only those sections that apply to your particular request.  A separate form must be prepared for each center that is to be open, closed or modified.

 

Follow link below for Center Maintenance Form instructions.

Request for Center Maintenance Instructions

 

PURPOSE

The purpose of this policy is to notify departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures to be followed when requesting changes or alterations to their center (account). "Center Maintenance" refers to those modifications including establishing a new center, closing a center, changing the center name, extending the expiration date of a restricted center, and changing the center’s signature authorization.

PROCEDURE

  1. Departments must complete the Request for Center Maintenance Form in order to establish a new center, to change a center name, to extend an expiration date of a restricted center, or to change signature authorization within that center. Forms are available from the Stockroom, #33-110. A separate form is required for each center.
  2. Completed Request for Center Maintenance forms must be submitted according to their originating fund number. Questions concerning Requests for Center Maintenance must also be directed according to their fund number. Centers with the following fund number must be sent to the designated section:
  1. Funds 13Z, 035, 111-119, 126, 175, 611-613, 811-814, and 900 must be submitted to Financial Analysis and Reporting, Slot 545 (ext. 66832).
  2. Funds 211-279 and 411-419 must be submitted to Restricted Funds Accounting, Slot 545 (ext. 66843).
  1. After the form is processed by Financial Analysis and Reporting or Restricted Funds Accounting, the pink copy of the form is sent to the individual named on the line "Reports Sent To." This copy must be retained by the department as long as the center is in existence.
  2. The Purchasing Department will retain the yellow copy of the form as a record of those persons authorized to sign Purchase Request Forms. The original copy shall be kept on file by either Financial Analysis and Reporting or Restricted Funds Accounting. Additional copies shall be furnished to the Budget Office, Maintenance Control, Treasurer’s Office, and the Office of Research Administration.
  3. A new center or the appropriate change in a center should be reflected in the next Chart of Accounts, published by General Accounting. A new center number may be used after it has been entered into the DBS System or on the effective date, if later.

REQUEST FOR CENTER MAINTENANCE INSTRUCTIONS

GENERAL INFORMATION

Departments must complete the Request for Center Maintenance form to request modifications to their center. Complete only those sections that apply to your particular request. A separate form must be prepared for each center which is to be open, closed or modified.

COMPLETING THE FORM

Action Requested By/Phone: Enter the name and telephone number of the person requesting center maintenance.

  1. Close Center #: Check here if a center is to be closed, and identify the Center Number and Center Name of the center to be deactivated. Also complete number 15 of this form (signature of person with authority to close center).

Disposition of Balance to Center # : Indicate how the remaining balance of the center, if any, is to be disposed of. (Except for funds 811 and 812, which must follow UAMS Policy 8.1.05 for disposition of balances.)

  1. Change Center Name for Center #: Check here if the name of a center is to be changed, and identify the Center Number of the center to be changed. Also complete numbers 6-15 of this form.

Old Center Name: Enter the current name of the center to be changed.

New Center Name: Enter the proposed name of the center.

  1. Extend Expiration Date To: Check here if the expiration date of a center is to be extended, and indicate the expiration date to which the extension is being proposed and the Center Number of the center to be extended. Also complete numbers 6-15 of this form.
  2. Change Signature Authorization for Center #: Check here if any changes are to be made to the list of authorized signatures for the center, and identify the Center Number of the center requesting a change signature authorization. Also complete number 15 of this form, as well as any other lines which may be affected by the change in signature authorization.
  3. Request for New Center: Check here if a new center is being requested, and identify the proposed Center Number. Also complete numbers 6-15 of this form.
  4. Source of Funds: Identify the center’s source of funds (professional fees, drug studies, gifts, transfer from another center, etc.).
  5. Purpose: Check the appropriate box to identify the intended use of funds and any restrictions. (The stated purpose will be used to determine which fund is assigned to the center.)
  6. Individual Responsible: Enter the name of the individual who is to have total responsibility for the center.
  7. Mail to: Enter the name of the individual designated to receive the monthly ledgers.
  8. Slot: Enter the slot number of the individual designated to receive the ledger.
  9. Phone: Enter the phone number of the person who is designated to receive the monthly ledger.
  10. Center Name: Enter the name of the proposed center.
  11. Effective Date: Enter the date the requested action is to become effective.
  12. Expiration Date: Enter the date of requested action is to expire.
  13. The Following Individuals: Identify the name(s) of the person(s) who is (are) to have signature authority. Obtain the signatures of these persons in the signature column. The line indicating the "Department Chairman" is to be signed by the appropriate Department Chairman, Dean, or Director approving authorization. No Request for Center Maintenance can be processed without the proper signature on these lines.

Limitations: Identify in this space any limitations on persons having signature authority. Identify those persons who may approve expenditures only up to a certain amount or those who may only approve expenditures for a specific purpose.

Do not write below the double dotted lines. The remainder of the form will be completed by Financial Analysis and Reporting or Restricted Funds Accounting, depending on the fund to which the center is assigned. Forward the completed form to the Controller’s Office, Slot 545.