Supporting documents and/or forms may be required to be uploaded when submitting your request.
Acceptable file formats include Microsoft Office files (including Outlook email files), image files, text files, and PDF.
The type of documentation required is dependent upon the account type being requested.
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Account Type
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Supporting Documentation
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| 02 Operating |
A request for an Entity 02 Operating Account requires documents that justify a new account. Attach copies of budget documents and relevant emails. |
| 02 Balance Sheet |
A request for an Entity 02 Balance Sheet Account requires documents that justify a new account. Attach a detailed explanation of General Ledger entries pertaining to the account. |
| 03 Cost Center |
A brochure, email or memo describing the program is required for all Entity 03 accounts. A cost model that has been reviewed and approved by Research & Cost Accounting is also required only if the cost center charges sponsored project (Entity 05) accounts.
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| 03 Balance Sheet |
A request for an Entity 03 Balance Sheet Account requires documents that justify a new account. Attach a detailed explanation of General Ledger entries pertaining to the account. |
| 04 Restricted |
Required data on the request form includes:
- Entity 02 Overdraft Account
- Amount of gift held in University Restricted Holding Account (if applicable)
Additional documentation must include:
FOR ACCOUNTS WITH DONOR RESTRICTIONS:
- Relevant documents that specify donor restrictions such as donor agreements, letters, memoranda, proposals, emails, etc.
- Appropriate signatures, approvals, and authorizations.
- Budget and donor reporting documentation, if applicable.
- Documentation must be as specific as possible and clearly describe the donor restrictions.
- Vague or incomplete documentation will be questioned and/or returned.
FOR NON-DONOR, INTERNALLY RESTRICTED ACCOUNTS:
- Documentation clearly identifying the source of internal funding.
- Relevant documents specifying any restrictions on the use of the funds, as applicable.
- Correspondence from senior management (e.g. deans, chairs, senior administrators, etc.) indicating the intended use of the funds.
- Appropriate signature, approvals, and authorizations.
NOTE: To ensure compliance with Generally Accepted Accounting Principles, it is critical that Entity 04 accounts do not commingle donor-restricted and internally restricted funds. If a program or initiative expects to include a mix of donor and internal funding, separate accounts must be established.
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09 Agency
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Required data on the request form includes:
- Entity 02 Overdraft Account
- Disposition of remaining funds in the event the fund purpose ceases
Example attachments include:
- Documents supporting the purpose of the fund
- Documents that support the account as agency rather than a restricted account
- Donor agreements if the account is funded by a gift
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| 07 Government Student Loan |
A request for an Entity 07 Loan Account requires a Federal Government letter advising of the new Loan Program. |
| 47 University Student Loan |
A request for an Entity 47 Loan Account requires a donor letter to include the repayment terms if applicable. |
