Please Note: This information pertains only to non-sponsored, fiscal year orgs. For sponsored accounts, contact Sponsored Projects Administration.

All of the following is accomplished by completing an Organization Request form.

Adding an Organization

An organization (org) is an account within an area that can record both budgeting and accounting transactions for an activity (project/program/ongoing operation) to meet information requirements.

Additional organizations are required when:

• There is another source of funding (fund) for an existing organization which is separately budgeted and accounted for.
• The purpose of an organization has changed to the point that the assigned function code is no longer valid. A separate, new organization with the new function code is needed to budget and account for the activity.
• More specific financial information is required for new or existing activity of an area. The following information needs may require a new organization:
  • A separate CUFS report is needed to distribute financial information.
  • Online referencing is frequently required for the activity.
  • A one-time activity needs to be segregated from ongoing activity.
  • A carryforward needs to be separately identified.

The need for a new organization is assessed by the requester and the area manager. For example, orgs should not be set up for separate object or revenue source codes. When it appears that there may be an excessive number of organizations for an area, Accounting Services may question area managers about the following situations:

• Organizations for separate object codes.
• Organizations set up for a few transactions.
• Areas with a pattern of many organizations for the same fund/area/function combination.

Making Changes to an Existing Organization

An organization name and an organization manager name can be changed upon request, provided the purpose of the project, program, or ongoing operation (organization) has not changed. For example, a non-sponsored research account must always be used only for non-sponsored research. An organization name change must include documentation showing that the original purpose of the organization (identified by function code) has not changed. Organizations cannot be recycled for use with different funding sources or purposes.

Fund/area/organization/function and multi-year indicator cannot be changed.

Deleting an Organization

Organization deletion can only be done once a year, prior to budget preparation, when the Chart of Accounts is updated for the coming fiscal year. The dates for submitting organization deletion requests, and requirements for deletion, are published and distributed to area managers and Resource Responsibility Center (RRC) managers by Accounting Services, in the fall of each year.

The following requirements must be met before a non-sponsored, fiscal year org can be deleted:

• Redirect all outstanding activity (payroll, fringe benefits, internal purchase orders, encumbrances, etc.) to another org.
• The account must have a projected zero dollar carryforward amount for the next fiscal year. Deficits (or positive balances) must be eliminated. If this cannot be done by recognizing revenue (or incurring expenses) that are appropriate to the fund and function of the org, then complete an intra-fund transfer from (or to) another org in the same fund.
• Deactivate budget lines to ensure that there are no future transactions posted to the org.
• If there are any sub-orgs or org reporting codes associated with the org, they must be deleted.