Cost Center Maintenance Form Instructions

This form is used to maintain current Cost Center information in the University’s Financial Management System.

Action to be taken: Indicate the action to be taken as an (A) addition, (B) change, or (C) deletion. Activating an inactive Cost Center is considered a "change". Specify the new active/inactive dates. ADDITIONS: Complete all required fields marked by an asterisk. CHANGES: Fill in Cost Center number and the fields that are changing. DELETIONS: Fill in the Cost Center number and name and attach a copy of the most recent CSR.

Pyramid Code: Assign a pyramid number that reflects the position of this Cost Center in the University’s financial reporting structure.

Financial Statement Code (FS Code): Assign a financial statement code that identifies the expense classification of this Cost Center.

Line of Business: Med Ctr Finance use only.  Assign line of business code such as Education & General, Research, Overhead, etc.

Cost Center Number: Indicate the cost center number to be added, changed or deleted.

Interest Distribution: If requesting a new endowed cost center in the investments pool (EA, EB, ED, EE, EF, EG, EH, EL, EP, ES), indicate the corresponding income distribution cost center in this field.

Name: Limit the new Cost Center name to 30 characters, including spaces.

Map to Cost Center: If adding/changing a GS Cost Center, indicate in this field the corresponding GX Cost Center where revenues/expenses should be closed out on September 30.

Grouping Code: a code used to link multiple cost centers together.  Limited currently to RX centers.  Leave blank.

Program Code: not yet in use.  Leave blank.

Indirect Cost Rate: Enter the indirect cost rate if applicable. Also indicate if transfer account codes (89xxx) should be included in the calculation of IDC (the default is to exclude transfers). This only applies to non-RX cost centers which have an IDC rate. RX cost centers should be set up through Sponsored Programs.

Indirect Cost Account Exclusions: List any other account codes which should be excluded from the calculation of IDC.

Track Revenues/Expenses: Check the appropriate line. Indicates whether the Cost Center is for balance sheet purposes only.

Budget Submitted: If a new Cost Center is being established, indicate whether a budget is being submitted separately at this time. Budgets should be submitted to the appropriate campus fiscal officer on a Budget Revision Form.

Cost Center Purpose/Restrictions or Reason for Change/Deletion: For new or reactivated Cost Centers indicate the purpose of the Cost Center and whether or not there are any internal or external restrictions as to the use of the funds. For a change to an existing cost center, indicate the reason for change. A name change must be a modification to the current name; otherwise, delete the current Cost Center and open a new one.

Funds from gift: If the Cost Center is being set up because a gift was received, please record the appropriate info for OAUR purposes.

Salaries Allowed: Check appropriate box. If "yes", indicate the name of the Department Representative to be contacted for Payroll and Personnel purposes.

Active Date: Date Cost Center begins (for new Cost Centers) or resumes activity (for re-activated Cost Centers).

Inactive Date: Date Cost Center is expected to cease activity. If Cost Center is not expected to cease activity, then please indicate "N/A". Please note that if an inactive date is provided, the system will automatically prohibit activity as of this date.

Distribution Information: Provide the name, netid and emplid of the budget manager, alt. budget mgr, dept mgr, and cost center mgr, and up to three additional individuals who should view the CSR report.

Signatures: the following signatures are needed: preparer of the form and campus fiscal officer or his/her designee.  Plant fund cost centers also require approval from GAO - Property Accounting and the University Budget Office.  RT cost centers require approval from the University Budget Office.  Please print name and provide signature next to printed name.

After the form is complete and approved at the campus level forward it to UBO and/or GAO if necessary.  After UBO and GAO approvals are complete GAO or UFS will process the request.  Please note that GAO and UFS cannot process this form without the appropriate signatures (both department and campus fiscal officer/designee)

Retain a copy for your records.