Finance New FOP Help Video

How to Request a FOP Combination Change

Complete Video Transcript:

How to use the Finance New FOP system to request a change for an existing FOP combination.

From the Finance New FOP home screen, select FOP and Org Maintenance, from either the Common Task side bar or under the Functions dropdown menu.

On the FOP and Org Maintenance screen, select the chart. Then, select, change an existing FOP combination.

To complete the change an existing FOP combination form, start by entering the fund code for the FOP you are wanting to change.

Next, enter the old organization code.

Then select the old program code from the dropdown list.

Once the new combination request is completed, the old FOP combo is invalidated. If there has been any activity on the old FOP in the current fiscal year, that activity will need to be moved.

If there has been activity on the old FOP, select Yes for the first question, otherwise select No. You can provide details as needed in the additional information box at the bottom of the form.

If there are scholarships attached to the old FOP, the FOP will need to be updated in the Scholarship Tracking System. Please contact the Scholarship Office at the addresses specified.

In addition to updating the scholarship tracking system, there are two other actions that may be required for the FOP change to be completed.

If there are encumbrances on the old FOP, they must be moved. Contact procurement services at techbuy.purchasing@ttu.edu to move those encumbrances.

If payroll has posted to the old FOP, the budget office will need to process a labor redistribution. Send a completed Labor Redistribution form to the budget office at ambud@ttu.edu.

Continue down the form to enter the new FOP combination components. 

The fund code will populate automatically, then enter the new org code and select the new program code from the dropdown list.

Enter the projected percentage of research related expenses.

Select the effective date. This will be today’s date or a future date.

Continue down the form to enter the request reasoning and additional information.

It is important to enter a detailed reason for the FOP change. Please specify why the old org and/or program are no longer suitable and must be changed.

Enter any additional information that may be helpful to the FOP change process.

Then, once all fields are complete, select Save and Submit.

A notification will appear, stating: record inserted. The request will then route through approvals. Email notifications alert the originator and approvers when actions are required or completed.

To view requests and approvals progress, open the Inbox, located in the Functions dropdown menu or on the home screen under the Common Task side bar.

The status code shows where the request is in the approvals queue. Approved requests will remain visible for 7 days. Rejected requests are automatically removed after 21 days, if no action is taken to resubmit.

Thank you for listening. Accounting Services hopes this video has been helpful.