Texas Tech University :: AFISM :: Reference Materials

There will be two new Department Deposit Information Sheet (DDIS) forms available for campus use:
TTU Banner DDIS
TTUSA Banner DDIS
These forms will be similar to the current DDIS forms. Deposit procedures will not change; however, there is some difference in the forms and new bank codes will be used. Deposits for TTU and TTUSA will be completed on separate forms - specific funds have been established for departmental deposits. Please contact Jerry Trevino in Financial Accounting and Reporting, jerry.trevino@ttu.edu for a list of these funds. Revenue JVs will be processed by Financial Accounting and Reporting. Cash Receipts will be processed in Banner by the Accounts Receivable staff. The document Identifier for Cash Receipts is "TC".

Instructions

The TTU Departmental Deposit Infomormation Sheet (DDIS) is used to submit any University Deposit. Attach an Excel spreadsheet of the amounts of checks and cash to the DDIS form. All deposits are submitted in a sealed plastic deposit bag provided by Accounts Receivable. The department name and contact number must be on the front of the deposit bag.

Please remember that no deposits are to be sent through U.S. or campus mail.

Field	Description
Banner Fund	Department fund used for deposits. Contact Financial Accounting and Reporting at 742-2970 to obtain your Banner departmental deposit fund.
Banner Account	Banner deposit clearing account codes. This is provided on the form for you.
Bank Deposit Date	Enter the date of the deposit.
Depositor Name	Supply the name of the person submitting the deposit.
Department	Supply the name of the department submitting the deposit.
Phone Number	Supply the work phone number where the person submitting the deposit may be reached.
Deposit Type	This is the type of deposit for each line, ie. Cash, Checks, MasterCard, Visa, Discover or American Express. This field is provided.
Bank Code	This is the Banner Bank code that will be used to record the deposit. This field is provided.
Amount	Supply the amount of each deposit line item based on the deposit type.
Cash Receipt Number	This will be stamped by Accounts Receivable with the appropriate Banner cash receipt (TC) number. You will be able to view this cash receipt number on your Cognos reports the following day.
Received On	The date the deposit is received by Accounts Receivable. This is to be entered by AR staff only.
Received By	The person who received the deposit. This is to be entered by AR staff only.

After the form has been completed, please deliver to Drane Hall, Room 163. If Loomis picks up your deposit, they will then drop it off in Accounts Receivable.

Upon receipt of a department's deposit, Accounts Receivable will verify and process all deposits, including preparation of the deposit slips, sending to the bank, and recording the appropriate transactions in the Finance system.

Please remember that ALL deposits for cash, check or credit card MUST be submitted to Accounts Receivable within two (2) business days of receipt.

Special Considerations:
All University deposits will be deposited into the Deposit clearing account. An entry must be done to move the deposit from this clearing account to the appropriate Revenue or Expense (for reimbursements) FOAPs. Please contact Financial Accounting and Reporting for this process.

Please, refer to OP 62.07 for additional information on Departmental Deposits and completion of the Departmental Deposit Information Sheet (DDIS). If you need further information, please contact the University Deposits area of Accounts Receivable.

Banner TTUSA Departmental Deposit Information Sheet (TTUSA DDIS Form)

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Instructions

The TTUS Departmental Deposit Infomormation Sheet (DDIS) is used to submit any TTU System Deposit. Attach an Excel spreadsheet of the amounts of checks and cash to the DDIS form. All deposits are submitted in a sealed plastic deposit bag provided by Accounts Receivable. The department name and contact number must be on the front of the deposit bag.

Please remember that no deposits are to be sent through U.S. or campus mail.

Field	Description
Banner Fund	Department fund used for deposits. Contact Financial Accounting and Reporting at 742-2970 to obtain your Banner departmental deposit fund.
Banner Account	Banner deposit clearing account codes. This is provided on the form for you.
Bank Deposit Date	Enter the date of the deposit.
Depositor Name	Supply the name of the person submitting the deposit.
Department	Supply the name of the department submitting the deposit.
Phone Number	Supply the work phone number where the person submitting the deposit may be reached.
Deposit Type	This is the type of deposit for each line, ie. Cash, Checks, MasterCard, Visa, Discover or American Express. This field is provided.
Bank Code	This is the Banner Bank code that will be used to record the deposit. This field is provided.
Amount	Supply the amount of each deposit line item based on the deposit type.
Cash Receipt Number	This will be stamped by Accounts Receivable with the appropriate Banner cash receipt (TC) number. You will be able to view this cash receipt number on your Cognos reports the following day.
Received On	The date the deposit is received by Accounts Receivable. This is to be entered by AR staff only.
Received By	The person who received the deposit. This is to be entered by AR staff only.

After the form has been completed, please deliver to Drane Hall, Room 163. If Loomis picks up your deposit, they will then drop it off in Accounts Receivable.

Please remember that ALL deposits for cash, check or credit card MUST be submitted to Accounts Receivable within two (2) business days of receipt.

FST Forms

New Fund Request System

It is mandatory to use this system to request a new fund setup as of 09/01/2011.

The forms below are for Financial Services & Tax (FST). To visit the FST Forms page, click here.

Open/Close All Form Descriptions

Banner Cost Transfer Request Form

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Instructions

An Interdepartmental Cost Transfer may be used to transfer an expense from one FOP to another. All fields are required to process cost transfers, or it will be returned for completion. The Cost Transfer Explanation & Justification Form must be attached if restricted grant or contract funds are utilized. The restricted grant or contract funds include those in fund classes 12D, 12E, 211 through 23Z, and 25B.

Field	Description
Chart, Fund, Organization, and Program	Supply the chart, fund, organization, and program codes in the credit and charge sections.
Account	Supply the account code as it appears on the Original Document Number transaction.
Amount	Supply the amount of� the cost transfer. The amount must be equal to or less than Original Document dollar amount.
Original Document Identifier	Supply the original document number of the transaction that posted on the FOAP. This can be found on the data warehouse or the ledger sheets.
Total Credits and Charges	This is a sum of the amounts from lines 1 through 6.
Authorized Approver Name	Supply the name of the authorized approver for both the credit and the charge of the FOPs involved.
Authorized Approver Signature	Signature of authorized approver is required.� Authorized approvers include the Financial Manager or Approver as assigned by Financial Manager on the Financial Profile Application, located at http://itistest.tosm.ttu.edu/team/SelectApplication.
Preparer Name	Supply the preparer name.
Date	The date cost transfer was prepared.
Section	Supply the name of the section (department) initiating transfer.
Phone Number	Supply the telephone number where preparer may be contacted.
Address	Supply the preparer's Mail Stop.
FST Approval	This space is reserved for Financial Services and Tax use.
SPAR Approval	This space is reserved for Sponsored Programs Accounting and Reporting use.
A/P Approval	This space is reserved for Accounts Payable Department use.

After the form has been completed, please deliver to Drane Hall, Room 221, via mail to Mail Stop 1091 or email the form to fst.forms@ttu.edu

Upon receipt of the cost transfer, it will be reviewed by the accountants for completion, timeliness, signature, and appropriateness based on funding. The accountants will also verify the original expenditure data before the transaction is entered by Journal Voucher.�
Special considerations:
All transfers with a debit posting to a state account must meet state purchase guidelines and require approval from Business Affairs.
Transfers can not be made for encumbrances that have not been paid. The department should request that the encumbrance be divided between the FOPs involved.
Please, refer to OP 62.27 for additional information on Interdepartmental Transfers. For Sponsored Projects, OP 65.04 also applies. If you need further information, please contact the accountant who manages the fund.

Cost Transfer Explanation Justification Form		.doc
Must be included in Banner Cost Transfer Request Form.
No Instructions

Financial Manager Form

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This form replaces the "Signature Authority" form used for TechFim accounts. The Financial Manager form authorizes changes to current or new Financial Managers for Banner Funds and Organizations. The Signature Authority Application will be used for assigning Approvers (for TechBuy, Direct Pay, Travel), and Requestors and Shoppers (for TechBuy).

Instructions

The Financial Manager Form is used to assign financial managers to both funds and organization codes. Financial Managers have the fiduciary responsibility of managing activity related to the funds and organizations for which they are assigned. The financial manager is responsible for delegating authority to the subsequent levels of approval in TechBuy, travel, direct pay and other applications. The financial manager is also responsible for all activity associated with these funds/organizations, including the activities of the assigned delegates.

Field	Description
Section I	Identification of and changes to financial manager
Signature of NEW Financial Manager	The signature of the new financial manager is required.�
Name and Title of NEW Financial Manager	Provide the name and title of the new financial manager.
Signature of PRIOR Financial Manager	If the prior financial manager is still employed, their signature is required.
Name and Title of PRIOR Financial Manager	Provide the name and title of the prior financial manager.
Signature of Immediate Supervisor	The signature of the new financial manager's immediate supervisor is required.�
Name and Title of Immediate Supervisor	Provide the name and title of the Immediate supervisor.
Signature of Department Head	The signature of the department head is required.
Name and Title of Department Head	Provide the name and title of the department head.
Specify reason for change	Provide an explanation for the change to financial manager.
Section II	Change all organization units and funds associated with prior manager
Check box to update all of the organization units and funds previously managed by the prior financial manager	Place a checkmark the box if all of the organization codes and funds associated with the prior financial manager should be updated to the new financial manager.� This should only be used if ALL associated funds and organization codes need to be updated.� To specify the funds and organization codes to update, populate section III and IV.
Section III	Specify organization units to modify
Organization Number	Supply the level 7 organization codes that requires a change to financial manager.� If there are more than 2 level 7 organization codes that require an update, a list may be attached.
Organization Name	Supply the name of the level 7 organization code that requires a change to financial manager.
Change to Organization Name	Supply the updated name for the level 7 organization code it a new name is needed.� This is for instances where the financial manager name is also the organization name.� Changes to the organization hierarchy is done on a separate form.
Section IV	Specify the list of funds to modify
Fund Number	Supply the fund code that requires a change to financial manager.� If there are more than 2 funds that require an update, a list may be attached.
Fund Name	Supply the fund name.
	Contact Information
Contact Information	Please supply preparer information to contact with any questions.

Submit to FST, Drane Hall Room 221, Mail Stop 1091, or email to fst.forms@ttu.edu

To delegate signature authority as necessary for transaction approval, visit http://team.texastech.edu This site will allow the financial manager to assign employees to various roles for FOP approval through their eRaider. The financial manager must be associated with an organization code before alternates can be delegated.

FOP Combination Form

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The FOP Combination Form replaces the "Account Establishment Form" or "Account History Document" used in TechFIM. This form allows you to designate Fund Organization and Program combinations for use in budgeting. This form also allows you to create a new organization code if necessary. This is only required for funds that will require budget revisions.

Instructions

The FOP Combination form is used to associate a fund, organization and program code as needed for establishing a budget.

Field	Description
Intent:	Check if new FOP combination or if this is a change in a current FOP combination. For a list of current FOPs, see Cognos report FI106 - List of Valid FOPs.
Projected Percentage of Research Expenditures:	Type in an estimated percentage of research expenditures. The percentage can be listed as the hundreths of a percent.
Chart Code	Use the drop down menu to select a chart code. Chart T represents Texas Tech University and chart S represents Texas Tech University System.
Fund	Type in fund code.
Fund Name	Type in fund name associated with fund code listed.
Organization	Type in organization code. To establish a new organization code, leave this field blank.
Predecessor Organization	The level 6 predecessor organization is required to establish a new organization code. The organization hierarchy can be seen at the following site: http://www.depts.ttu.edu/afism/reference/codecharts/
Organization Name	Type in organization name associated with the organization code listed. For new organization code requests, type in preferred name. The organization name can contain only 35 alpha/numeric characters, including spaces. No punctuation is allowed.
Program	Use drop down menu to select Program Code. A list with definitions can be seen at the following site: http://www.depts.ttu.edu/afism/reference/codecharts/programCodes.htm
FOP Objective	Provide a detailed explanation as to the purpose of the FOP.� If additional space is needed, an additional sheet may be attached.
Detailed Explanation of Expenditures	Provide a detailed explanation of the expenditures that will occur on this FOP as necessary to support the purpose.� If additional space is needed, an additional sheet may be attached.
Financial Manager Name	Type in the Financial Manager's Name
Financial Manager Signature	The financial manager signature associated with the organization code is required.
Requestor Contact Information	Supply the name, phone number and email address of the appropriate person to contact regarding questions.
Research Determination
Additional Information	List any other information that will assist in making the research determination. If additional space is needed, an additional sheet may be attached.
Org Mgr/Recipient Reviewed by:	Provide a signature and title of the name listed on the Orgn Mgr/Recipient box above.
ORS/IA Concurred By:	Provide a signature and title of a reviewer in the Office of Research Services or if a gift, in Institutional Advancement.

Fund Request Form

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This is a new form that is required for the establishment of all new funds and will be used in conjunction with the fund class definitions on the AFISM website. On this form you select the appropriate fund class from the drop down menu. The selection of the fund class will provide information to guide you to the appropriate sections of the form to populate. There is an option to create new organization codes on this for the fund classes that do not require a FOP combination form and a budget revision.

Instructions

The Fund Request Form is used to request the establishment of new funds.

NOTICE: Effective September 1, 2011, all non-SPAR fund requests are required to be requested via the online New Fund Request System: http://newfund.ttu.edu

Field	Description
	General Information Section- Required for all fund classes
Chart Code	Use the drop down menu to select a chart code. Chart T represents Texas Tech University and chart S represents Texas Tech University System.
Fund Name	Type in preferred fund name. The fund name may only be 35 characters long, including spaces. No symbols are allowed in the fund name, only alpha/numeric characters may be used.
Fund Class (Fund Code 3)	Use the drop down menu to select the appropriate fund class associated with the source of funding. This drop down also provides the appropriate section of this form to populated based on criteria for each fund class. Refer to the Banner Finance Definiti
Source of Funds/Revenues	Type in the revenue sources allowed in this fund. Revenues may not be commingled with unlike transfers as funding from different sources may not be mixed.
Source of Funds/Transfers In	Type in the fund providing the transfers in. Transfers in may not be commingled with unlike revenue sources as funding from different sources may not be mixed.
use of Funds/Expenses-Allowed	Type in expenses allowed, if any, beyond the Fund Class definition of expenses allowed. The fund manager may choose to further restrict the use of these funds to more appropriately define the intended use of the funds. The Banner Finance Definition of F
Use of Funds/Expenses-Not-Allowed	Type in expenses not allowed, if any, beyond the Fund Class definition of expenses not allowed. The fund manager may choose to further restrict the use of these funds to more appropriately define the intended use of the funds. The Banner Finance Definit
Area - Organization code Level 4	Type in the Area associated with this fund. The area is organization code level 4 which can be seen at the following site: http://www.depts.ttu.edu/afism/reference/codecharts/
Financial Manager Signature	The financial manager signature is required as approval for the Combination criteria of the new fund.
Requestor Contact Information	Supply the contact name, phone number and email address of the appropriate person to contact regarding questions.
Section I	Fund Defaults- Required for certain fund classes as listed
Organization - Organization Code Level 7	Required for fund classes 15A, 24A, 25A, 28A, 41A, 41B, 81A, 81B, 81C & 81D. This information is used to automatically update the budgets based on fund balance.
Predecessor Organization	The level 6 predecessor organization is required to establish a new organization code. The organization hierarchy can be seen at the following site: http://www.depts.ttu.edu/afism/reference/codecharts/
Organization Name	Type in organization name associated with the organization code listed. For new organization code requests, type in preferred name. The organization name can contain only 35 alpha/numeric characters, including spaces. No punctuation is allowed.
Program Code	Use the drop down menu to select appropriate program code based on expenditure activity. The program codes are used for reporting as required by management and the state. Program code definitions can be found at the following site http://www.depts.ttu.e
Section II	Scholarship/Fellowship Detail
Number of Annual Awards	Type in the number of annual awards estimated to be given from this fund.
Amount of Each Award	Type in the amount of each award.
Award Recipients Selected by	Provide an explanation of the selection process for these awards.
Announcement/Description of Award	Provide the description of award as necessary to be placed in the Scholarship/Financial Aid catalogue.
Classification	Provide the classification of the award recipients.
Major	Provide the major of the award recipients.
Current GPA	Provide the current GPA requirements of the award recipients.
High School GPA	Provide the High School GPA requirements if the award will be granted to freshmen.
Financial Need Requirements	Specify any financial need requirements.
Other Requirements	Type in other specific requirements in addition to those listed previously.
Section III	Service Center/Business Activity Detail
Description of Goods or Services to be Provided	Provide a detailed description of the goods or services to be provided.
Billing Method	Select Intra-Institutional Voucher (IV) for services or goods that will be billed to university departments. Select External Invoicing for services or goods that will be billed to off-campus entities.
Billing Frequency	Select the frequency of billing associated with this activity.
Estimated # of Monthly Transactions	Provide the number of transaction expected monthly. If you expect to have both billing methods, please provide an estimate for each billing method.
Estimated $ Amount of Monthly Transactions	Provide the estimated dollar amount of monthly transactions. If you expect to use both billing methods, please provide an estimate for each billing method.
Organizations Requesting Goods or Services	List the departments, students, federal grant/contracts, other universities or other sources expected to utilize the goods or services provided.
Names of Local Providers of Same/Similar Goods or Services:	Provide list of local providers who offer the same or similar goods or services.
Billing Rates of Local Providers	Provide rates for the local providers listed above.
Proposed Billing Rate for External Sales	Provide the billing rate for sales to off-campus entities.
Benefit to TTU from Offering Goods or Services	Provide a detailed explanation of the benefit to TTU from offering goods or services.
Expected Revenue for the Fiscal Year	Provide the total revenue expected for this Fiscal Year.
Section 3A	Service Center/Business Activity Rate Development Worksheet-Required for each good and service provided
Salaries and Wages for the Fiscal Year	List the salaries for all individuals contributing time to the operations of the service center. The salaries proportionate to the amount of time contributed by each individual is required to be charged to the service center/Education Related Business Ac
Cost of Goods Sold	For retail operations, supply the beginning inventory, purchases and ending inventory expected for this fiscal year.
Expenditures	Provide an estimate of the expenditures to be utilized this Fiscal Year.
Non-Capitalized Equipment Purchases	Provide a list of the expected purchases of equipment that cost less than $5,000.00.
Total Expenditure Calculation for the Fiscal Year	Some of these fields will populate based on formulas from the cells populated above. Please populate the Prior Year Surplus and Prior Year Deficit to view the final calculation.
Estimated Number of United Produced/Consumed for the Fiscal Year	Check the box next to the consumption type or list another type that describes your activity. List the estimated amount of revenue expected from sponsored projects, own department, other university departments & outside the university.

After the form has been completed, please deliver to Drane Hall, Room 221, via mail to Mail Stop 1091, or email the form to fst.forms@ttu.edu.

Upon receipt of the cost transfer, it will be reviewed by the accountants for completion, signature, and appropriateness based on funding.

Please refer to the following Operating Policies where applicable.

O.P 62.15 Sales of Goods and Services by Auxiliary Enterprises and Education-Related Business Activities. http://www.depts.ttu.edu/opmanual/OP62.15.pdf

O.P 62.23 Establishing and Operating Internal Services Activities. http://www.depts.ttu.edu/opmanual/OP62.23.pdf

Intra Institutional Voucher Form

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An Intra-Institutional Voucher may be used by approved service centers to bill departments for services provided. The service department is responsible for maintaining appropriate billing documentation and financial manager approval for the charged FOP. The service department shall provide any necessary documentation to Financial Services and Tax or Sponsored Program Accounting and Reporting, and Auditors upon request. AFISM and Financial Services and Tax are training the large Service Center Departments to process intra-institutional vouchers via the Gateway, Small service centers may route the paper form to Financial Services and Tax for approval and entry into the system.

Instructions

An Intra-Institutional Voucher may be used by approved service centers to bill departments for services provided. All fields are required to process an intra-institutional voucher, or it will be sent back for completion. The service department is responsible for maintaining appropriate billing documentation and financial manager approval for the charged FOP. The service department shall provide any necessary documentation to Financial Services & Tax, Sponsored Programs Accounting & Reporting, and auditors upon request.

Field	Description
	REVENUE
Chart, Fund, Organization, and Program	Supply the chart, fund, organization, and program codes in the revenue section.
Account	Supply the appropriate account code(s) to properly define the revenue being recorded.� Revenue account codes begin with a 5 and can be found in the account section of the following site:� http://www.depts.ttu.edu/afism/reference/codecharts/
Amount�	Supply the amount of revenue associated with the account code� listed.� The sum of the revenues must equal the sum of the charges.
Description	Supply a description of the activity being charged.
	CHARGE
Chart, Fund, Organization, and Program	Supply the chart, fund, organization, and program codes in the expense section.
Account	Supply the appropriate account code(s) to properly define the expense being recorded.� Expense account codes begin with a 7� and can be found in the account section of the following site:� http://www.depts.ttu.edu/afism/reference/codecharts/
Amount�	Supply the amount of expense associated with the account code� listed.� The sum of the revenues must equal the sum of the charges.
Description	Supply a description of the activity being charged.
Department	List the name of the department associated with the service activity.
Preparer Name	Supply the preparer name.
Phone Number	Supply the telephone number where preparer may be contacted.
Address	Supply the preparer's Mail Stop.

After the form has been completed, please deliver to Drane Hall, Room 221, via mail to Mail Stop 1091 or email the form to fst.forms@ttu.edu.

Upon receipt of the intra institutional voucher, it will be reviewed by the accountants for completion, timeliness, and appropriateness based on funding.

Special considerations:

Transactions with a charge to a state or sponsored fund must follow additional purchasing guidelines.

Please, refer to OP 62.26 for additional information on Intra-Institutional Vouchers. If you need further information, please contact the accountant who manages the associated fund.

Revenue Form

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The Revenue form may be used to clear deposits from the clearing fund and account code to the appropriate revenue or expense FOAP. Please attach any documentation associated with the deposit and forward to Financial Services and Tax for entry. Sponsored Programs Accounting and Reporting (SPAR) will have no procedural changes for their deposits. Departments with a large volume of revenue journal vouchers will be trained to enter their JVs through the Gateway, a feed into the Banner finance system. Departments that use the Gateway shall provide any necessary documentation to Financial Services & Tax, Sponsored Programs Accounting & Reporting, and auditors upon request. Departments not selected for the initial testing of the Gateway may process their revenue JV’s by routing the paper form to Financial Services & Tax for approval and entry into the system.

Instructions

The Revenue form may be used to clear deposits from the clearing fund and account code to the appropriate revenue or expense FOAP. Please attach any documentation assoicated with the deposit and forward to Financial Services and Tax for entry. Departments shall provide any necessary documentation to Financial Services & Tax, Sponsored Programs Accounting & Reporting, and auditors upon request.

Field	Description
	Revenue
Chart, Fund, Organization, and Program	Supply the chart, fund, organization, and program codes in the revenue section.
Account	Supply the appropriate account code(s) to properly define the revenue being recorded. Revenue codes begin with a 5 and expense codes begin with a 7. A list of the appropriate revenue or expense codes can be found at the following site http://www.depts.ttu.edu/afism/reference/codecharts/
Amount�	Supply the amount of revenue associated with the account code� listed.� The sum of the revenues must equal the sum of the clearing activity.
Description	Supply a description of the activity being charged.
	Clearing Fund and Account Code
Chart, Fund, Organization, and Program	Supply the chart and clearing fund associated with the original deposit.� The organization and program are not required.
Account	Supply the clearing account code used in the orginal deposit.
Amount�	Supply the amount of the transactions being cleared.�� The sum of the revenues must equal the sum of the clearing activity.
Description	Supply the deposit document number used to post the cash to the clearing account code.
Department	List the name of the department associated with the revenue activity.
Preparer Name	Supply the preparer name.
Phone Number	Supply the telephone number where preparer may be contacted.
Address	Supply the preparer's Mail Stop.

After the form has been completed, please deliver to Drane Hall, Room 221, via mail to Mail Stop 1091 or email the form to fst.forms@ttu.edu.

Upon receipt of the Revenue Form, it will be reviewed by the accountants for completion, timeliness, and appropriateness based on the fund class.

Special considerations:

To research revenues allowed on certain fund class please visit the following site.

http://www.depts.ttu.edu/afism/training/documents/codeSerchDemo.htm

Rate Development Worksheet		.xls

Instructions Instructions for the Rate Development Worksheet: Submit the Rate Development Worksheet with Fund Request Form for fund classes 17A – Service Centers, 18B – Education Based Activity, and 31A – Auxiliary Enterprises. Also use on existing Funds / FOPs for any rate adjustments and changes. The worksheet has multiple tabs for an unlimited number of rate calculations. An example tab with notes is provided within the worksheet for further assistance.

SPAR Forms

The forms below are for Sponsored Programs and Reporting (SPAR). To visit the SPAR Forms page, click here.

Open/Close All Form Descriptions

Cost Transfer Justification Form

AFISM: