Department Reorganization Checklist
The following checklist provides you with the contacts and takes you through the steps needed from a finance perspective

1. Contact Area / Person: Budget / Analyst Assignments
   • Review the MUD Table Report for your department
   • Establish new departments and revise descriptions as needed
   • Call your analyst to explain the reorganization plan
     • You may need to either complete the MUD Table Change Request Form or provide a written explanation of your department’s plan
       
       
2. Contact Area / Person: Accounting / Kara Dudas
   • Review the FRS accounts assigned to the department
     • Run the Budget DataMart MUD Table Freeze Check List in the Special/MUD folder
   • Revise FRS Screen 6 and 9 attributes as needed
     • Department/Subdepartment
     • Responsible Person
     • Mailing address
   • Create new accounts as needed: New Account Request Form
   • Determine whether an account will be used in the next fiscal year, if not, ask Accounting to delete/freeze
     
     
3. Contact Area: Payroll
   • Review employee listing from the Budget DataMart Filled Position Report
     
     • To delete/freeze an account, staff coded to the account should be recoded with a Payroll Authorization (Professional & Classified Staff, Special Payroll, Student Payroll, Grads, etc.)
     • Revised Payroll Authorizations should be submitted as soon as possible with the appropriate effective date
       • If effective date is retroactive, talk to Payroll first
       • Remember that the first payroll day of the fiscal year IS NOT July 1: Payroll Calendar
         
         
4. Contact Area: Accounts Payable / Purchasing Department
   • Encumbrances:
     • All outstanding purchase orders need to be recoded (check with Purchasing) and encumbrances cleared
     • Review all standing purchase orders, license agreements and maintenance agreements
       
       
5. Contact Area: Human Resources
   • Work Department: Annually, Human Resources issues a memo (sent to the unit head) with instructions about revising WORK DEPT for permanent and continuing employees
     
     
6. Contact Area / Person: Budget / Analyst Assignments
   • After accounts' attributes are revised with the appropriate departments/subdepartments:
     • Ledger 2 Budgets: These accounts may need to be re-budgeted due to the department reorganization
       • Submit the Budget Submission Form
       • Perm and one-time budget amounts should remain the same
     • Ledger 4 Budgets: Future year Ledger 4 budgets must reflect employees appropriately coded