When to use A Deptid Create Form: Use the Deptid create form to:
- Set-up a new Deptid (including linking Deptid's)
- Modify a chartfield on an existing Deptid
- Inactivate a Deptid
Why a Deptid Create Form is needed:
- To create a new cost center in PeopleSoft
- To assign an FRS translation to a Deptid
- To collect appropriate tree/node information for School & Department reports
- For security access
How to Complete a Deptid Create Form (Instructions):
Preparer Information (upper right hand corner): Used to contact originator in case of questions.
Requested by: Preparer's Name
Phone Extension: Preparer's Phone Extension
School: School with which the deptid will be affiliated (i.e. Dental, HNRC)
Department: Deaprtment the Deptid will reside in (i.e. Pharmacology, Anatomy)
Deptid Description: (30 character limit) Title of the Deptid
Effective Date: (mm/dd/yy) Should always be the first day of the month. Can not be back dated.
Manager Name: (Last name,first name): Name of the person who will have financial responsibility for the Deptid
Proposed Assigned Value: The Deptid number you would like to have assigned to the new cost center or where, in your current chart of account, you would like this deptid housed
Purpose of Request: Reason for requesting a new Deptid and purpose of the Deptid
Funding Source: Only to be used if the new deptid is funded from an existing Deptid, Fund, Project or Grant
Revenue Classification>These should be completed with the schools P&L in mind
Expense Classification> The category entered here will drive what line on the P&L the
deptid will appear
Cross Functional Classification: For each organized activity deptid, indicate to which organized activity report the deptid will roll up.
Options for Revenue Classifications:
Tuition and Fees
Endowment
Gifts
Other Sources
Organized Activities
Sponsored Programs (Deptid's acting as Grants)
ICR
Auxiliary Enterprises
Sponsored Linking
Options for Expense Classifications:
Agency Deptid
Cost Sharing
Departmental Administration
Debt Service
General & Administrative
Instruction
Linking Deptid
Library
Other Institutional Activity
Operation & Maintenance
Sponsored Program Administration
Other Sponsored Program – On Campus
Other Sponsored Program – Off Campus
Student Service Administration
University
Sponsored Student Aid
Cost not subject to assessment
Options for University Classification: Expenses Only
The University P&L is based on Natural Classification of expenses. Therefore, expenses should be classified by purpose (not function as on the School P&L).
Use the same options as Expense Classifications found above.
Obtain the BFO's signature or attach an e-mail authorization.
Deptid Create Forms will be returned if the School/Department section is not completed and/or there is no BFO approval.
SECURITY AUTHORIZATION (automatically defaults to BFO)-submit the following to Financial Services.
You must provide the Deptid number, the first 3 digits of the department number, the User's names (last name,first name), and the UTLN address.
Example:
| DeptID or Grant | Dept | User's Name (LastName,FirstName) | UTLN (if available) |
| V350910 | V350 | Smith, Siobhan | SSmith05 |
| V350910 | V350 | Murray, Lesley | LMurra01 |
| V350910 | V350 | Cristaldi, Danielle | DCrist01 |
| V350910 | V350 | Alexander, Evan | EAlexa01 |
