Financial Services Procedure 5 – Request for Institutional Trust Fund

General

The request for Institutional Trust Fund form, FIN-04, must be utilized by all university departments, schools, and offices to request a new Institutional Trust Fund to be established.

The university departments can obtain a FIN-04 from the Financial Services website.

Form FIN-04, Request For Institutional Trust Fund

The fund request is initiated by the requesting department.

The requesting department must complete in entirety all sections of the form except the authorizing signature of the Dean, Director or Department Head, the Office of Accounting Services Section and the Approving Signature Section.

Upon the completion of the required sections, the requesting department must submit the request to the Dean, Director or Department Head for signature. After signing, the request is submitted to the Office of Accounting Services, 270 Mossman Building.

The requesting department must also submit photocopies of correspondence, agreements, award letters, and other relevant documentation with the request.

Upon receipt of completed form and all documentation, the Office of Accounting Services will review the request and determine if the fund should be established as a Institutional Trust Fund.

Upon establishment, the Office of Accounting Services assigns a fund title, a fund number and all the applicable attributes. The fund is then entered into the Banner system with its corresponding attributes.

Preparation of Form FIN-04, Request for Institutional Trust Fund.

Page 1 – Sections to be Prepared by the Initiating Department:

DATE and ORGN CODE: Enter the date the fund is being requested and also enter the applicable ORGN code number.

DEPARTMENT NAME: Enter the name of the department that is going to be responsible for the fund.

SCHOOL/DIVISION: Enter the school/division that is responsible for the department listed above in Department Name.

SUGGESTED TITLE OF TRUST FUND: Enter a name that will easily identify the fund.

FINANCIAL MANAGER FOR FUND: Enter the full name of the person who will be handling majority of transactions for fund. This person has financial and operational responsibility for the fund. Enter name, Novell username, title and campus address for the financial manager for the fund.

OTHER PERSONS AUTHORIZED TO ACCEPT RECEIPTS AND INITIATE DISBURSEMENT FROM THE ACCOUNTS: Enter the full names of other people who will be collecting money or obligating funds from this fund. Enter name, title and Novell username per person. Funds can have only three signature authorities.

Pages 2 & 3

ANSWER ITEMS NUMBERED 7 – 11 AS THOROUGHLY AS POSSIBLE.

Page 4

REQUESTED BY (Signature): Original signature of person requesting the fund. This is normally the person responsible for the fund.

REQUESTED BY (printed): Type or print the name of person requesting the fund.

TITLE (printed): Title of person requesting the fund.

TELEPHONE NUMBER: Enter telephone number of person requesting the fund.

AUTHORIZED BY: Original signature of the Dean, Director, or Department Head who is ultimately responsible for the fund.

Sections To Be Completed by the Office of Financial Services:

OFFICE OF FINANCIAL SERVICES

OFFICIAL FUND TITLE: Name given to the fund and entered into the Banner system.

BANNER FUND NUMBER: The fund number actually assigned to the fund and entered into the Banner system.

ATTRIBUTES ASSIGNED BY: Name of the person who assigned the attributes that are entered into the Banner system.

REVIEWED BY: Initials indicating review by appropriate personnel.

APPROVAL

UNIVERSITY CONTROLLER: Original signature of the University Controller showing approval.

NOTE:

THE INITIATING DEPARTMENT WILL COMPLETE ALL SECTIONS OF THE FORM EXCEPT THE AUTHORIZING SIGNATURE OF THE DEAN, DIRECTOR OR DEPARTMENT HEAD. THE OFFICE OF ACCOUNTING SERVICES SECTION AND THE APPROVING SIGNATURE SECTION.