Finance Administrative Policies and Procedures
Section: 1- Accounting
Policy Procedure: 1-2.02
Subject: Establishing a New UDAK
Effective Date: 8/1/2003
Responsible Department: Controller

Overview

The chart of accounts contains all information regarding the organization of financial records for MUSC. The elements of the chart of accounts are contained in the SmartStream user defined accounting key (UDAK). Additional information about the structure of the chart of accounts can be found on the SmartStream Web Based Training Page.

This procedure provides guidelines for the establishment of a new non-sponsored UDAK on the chart of accounts. For establishing new UDAKs for sponsored projects, please see Procedure 4-1.01.

Procedures

Complete and submit a Chart of Accounts Maintenance Request (CAMR) on line.

Forms

Chart of Accounts Maintenance Form

Instructions

Complete a CAMR form to request the establishment of a new non-sponsored UDAK as follows:

1. Check add box

2. Enter entity. See entity definitions under UDAK Components

3. Enter unit number

4. Enter project number - College of Medicine departments assign project numbers for their non-sponsored UDAKs. The Office of Research and Sponsored Programs assigns project numbers for University Research Council awards (institutional sponsored research). For all other non-sponsored projects, leave this field blank .

5. Enter reporting code. The appropriate codes for the projects source of funds and function. See definitions under UDAK Components

6. Enter project title

7. Enter the name of the individual responsible for the project (principal investigator)

8. Enter the principle investigator's employee number

9. Enter a detailed description of the source of funds

10. Enter a detailed description of function or purpose of the activity to be recorded in the UDAK

11. Enter the name of the individual completing the form (requestor)

Enter the requestor's phone number

Enter the requestor's GroupWise e-mail address. e-mail notification will be sent when establishment is complete.

Click the submit button

Sample Completed CAMR