Checklist for completing the
Request to Change the Master University Department Table (MUDT) Form

**Use this form if you need to ADD, CHANGE, FREEZE**

ADD

• Department
• Subdepartment
  • Are you an Academic area?
    • If you are, the initial process for adding a department or changing a department name requires the approval of the Board of Trustees.  See ACADEMIC DEPARTMENTS below.
  • New FRS Account requests are the responsibility of the Department.
    • Use the Accounting Office’s Account Request Form

CHANGE

• Department Name
• Subdepartment Name
• Department Head
• Other department attribute indicated on the MUDT Form (e.g. Acting Department Head)
  • There may be a need to change a Unit. If there is, contact your Budget Analyst.  Find your Budget Analyst on the Budget Office website
  • If existing FRS accounts need to move to a new department, send the list of accounts with the new department name and number to the Accounting Office (Kara Dudas)

FREEZE

• Department
• Subdepartment
  • Make sure that no employees are coded to the department in Genesys.  The work department and affiliated department may differ from the paying department.  On a Payroll Authorization (PA), the work department is located on the top left corner, and the paying department is on the same line as the FRS account number; if the affiliated department differs from the paying department, it is added in the remarks section of the PA.
    • Email Jackie Brenn in Human Resources to notify her that the department needs to be frozen.  Human Resources will determine whether any employee(s) are assigned to that work department.  If there are employees assigned to the department, Human Resources will advise the department as to the procedure to move employees to the appropriate work department.  If there are no employees assigned to the department, Human Resources will forward the email to Budget and copy the requestor with the confirmation that the department can be safely deleted. 
  • Make sure that FRS general ledger and subsidiary ledger accounts with these attributes have been either changed to a different department or subdepartment or are scheduled to be deleted (see FRS account attributes on Screen 6) or run the Budget DataMart MUD Table Freeze Check List in the Special/MUD folder
    • Email Kara Dudas in Accounting to set the account to delete, verify that the account(s) has been changed in FRS
  • Please note that the unit's organizational chart should clearly show that the department is no longer part of the current structure.
  • In addition to the above, academic units must also obtain Board of Trustee approval before they decide to freeze a department.

Before completing the MUDT Form, take a look at the MUD Table on the Budget Office website.  This will help you to complete the form.  Executive level, unit, department, subdepartment, campus and department head are displayed.  An ‘A’ indicates department/subdepartment combinations that are currently valid.  Departments are never removed from the table, they are just frozen.  If you need to reactivate a department, note this on your request.

Note on Unit:  This is generally initiated by the Budget Office or the Office of the CFO.  Contact your Budget Analyst if you have a question or concern regarding the Unit (School).

ACADEMIC DEPARTMENTS

ADD a new department or CHANGE a department name:

• Academic departments must first receive approval from the Board of Trustees (BOT).  To make this request:
  • A memo is sent from the Department Head to the Dean describing the reasons for the request.
  • The Dean approves and forwards a memo to the Provost supporting the request.
  • The Provost forwards the request to the BOT for approval.
• Upon BOT approval, the Department provides the Budget Office with:
  • Documentation of Board approval (e.g. minutes from the BOT meeting).
  • The completed MUDT Form.

COMPLETING THE FORM

ADD

• Department
• Subdepartment

To complete the MUDT Form:

• Check ‘Add’ at the top of the form
• Check the attribute that you are adding:  Department or Subdepartment
• Provide a reason for the request
• Provide the proposed data
  • Unless you are requesting a new subdepartment, the subdepartment is usually General (AA)
• Skip the sections to provide current data
• Complete the Department Head information
  • If the department head has not yet been named, use ‘Vacant’
• Have the appropriate person sign the form
• Forward the form and necessary documentation to the Budget Office at Unit 2095

CHANGE

• Department Name
• Subdepartment Name
• Department Head
• Other department attribute indicated on the form (e.g. Acting Department Head)

To complete the MUDT Form:

• Check ‘Change’ at the top of the form
• Check the attribute that you are a changing:  Department, Subdepartment, Department Head
• Provide a reason for the request
• Provide the proposed data
• If Department Head information is not changing, omit and note on the form
• Have the appropriate person sign the form
• Forward the form and necessary documentation to the Budget Office at Unit 2095

FREEZE

• Department
• Subdepartment

To complete the MUDT Form:

• Check ‘Freeze’ at the top of the form
• Check the attribute that you are freezing:  Department or Subdepartment
• Provide a reason for the request
• Complete the form
• There is no need to complete Department Head information
• Have the appropriate person sign the form
• Forward the form and necessary documentation to the Budget Office at Unit 2095

Please be sure to send the completed form to the Budget Office at Unit 2095 with any necessary documentation (i.e. organizational charts, official announcements).  If this form is for a Department Head change only, please send it directly to Jackie Brenn, Human Resources, at Unit 5075 with a copy of the signed Payroll Authorization or other Official Announcement.