Replacing an FRS Account
Checklist for Departments

1. Work with the Accounting Office if a new account needs to be established.

2. Check that subcodes are valid in the new FRS account (e.g. 0710 Auxiliary Enterprise revenue is valid in Ledger 3 accounts but not in Ledger 4). If a subcode is invalid in the new account, the department will need to process a transfer voucher to correct the subcode.

3. Move transactions from the old account to the new account.  Accounting can transfer current year transactions to the new account once the account is established, if the request is made. Budgets, receipts and expenditures can all be transferred.

4. The department will need to process Payroll Authorizations to move personnel from the old account to the new account. Be careful if using the first payroll date of  the fiscal year as the start date on the payroll authorizations; the first payroll date of  the fiscal year IS NOT July 1. See the Payroll Office website, payroll calendar to get the correct date.

5. The department will need to work with Purchasing and/or Accounts Payable to move the open encumbrances from the old account to the new account.

6. The department will need to notify all billing departments that use the old FRS account number that there is a new FRS account number to be billed.  For example, Telecommunications must be contacted for telephone charges; see the online FRS Quick Reference Batch Reference Scheme to determine which areas bill your FRS account.

7. Have the Accounting Office freeze the old account once current year activity has been transferred to the new FRS account.

8. Have the Accounting Office delete the old account when encumbrances are zero, the Budget Balance Available is zero and the Payroll Authorization changes are seen in FRS.

Updated: 7/21/08