Office of Research and Development (ORD)

And

Restricted Funds (RF)

BUSINESS PROCESS AND PROCEDURES FOR

AWARD CHARTSTRING SET-UP

In order to establish a chartstring in the eUMB system the following processes and procedures are implemented by ORD and RF.  The steps to be followed are:

1. For new awards received by ORD from a sponsor ORD is responsible for initiating the first phase of the creation of a chartstring. 
2. In order to ensure that the information used to establish the chartstring is accurate ORD requires that certain information be validated by the lead department in which the new award chartstring resides.  ORD prepares for review by the department administrator and/or faculty member an email with an attached Award Transaction Form (ATF) in which ORD requests confirmation/validation of  the following information: 
3. eUMB owner department code
       Activity type
       Cost bases for billing — actual expenses or fixed price/deliverable basis (PCBU)
       eUMB sponsor type
       eUMB pi EmplID number
   The department administrator and/or faculty members reviews the  information defined above,  and either confirms/validates that the information provided is correct.
4. The department administrator and/or faculty member notifies ORD that the information is accurate and correct. This step should be done via email.
5. In the event that the department administrator and/or faculty member does not respond within four days from the original email, ORD will send a reminder.
6. A third reminder is sent to the department administrator and/or faculty member  with a request to respond within three days.
7. If ORD does not hear back from the department administrator and/or faculty member within three days, the request to setup a new chartstring is forwarded to RF.
8.  If the department administrator and/or faculty member does not agree with the information provided, the department administrator and/or faculty member will contact ORD for further discussion.  The final determination will be made by ORD.
9. ORD sends original or revised ATF to RF with a copy to department administrator and/or faculty member.
10. If department administrator and/or faculty member see that what is being sent is not what had been agreed to a follow up email should be sent to both ORD and RF
11. If Restricted Funds accepts the proposed chartstring, then a new chartstring is established and an award notification is sent to the department administrator and/or faculty.
12. If Restricted Funds questions the information, an email will be sent to ORD and the department administrator and/or faculty  with the  RF proposed changes.
13. If ORD agrees with the changes proposed by RF, ORD will revise ATF and change information in MIS/FMPro systems, and will provide to the department a revised award transaction form.
14. If ORD disagrees with the proposed changes ORD will provide to RF the basis for retaining the information as originally proposed with a copy to the department administrator.

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