Account Creation and Control

Financial Accounting and Reporting (FAR) services include creating new budget groups and subaccounts, assigning budget groups to new units, and closing accounts. FAR does not update SPAA accounts (26 accounts); questions regarding 26 accounts should be directed to the Office of Sponsored Projects.

New Budget Group Creation

Financial Accounting and Reporting (FAR) creates all new budget groups except for 26 accounts. (For 26 accounts, contact the Office of Sponsored Projects).

New account request forms
To have a new account or budget group created, first fill out the appropriate form:
Forms listed with "*" are interactive PDF documents.

Approval of forms
All requests should be approved by the Dean's Office and then sent to the appropriate person for approval:
14 accounts: Elvia Rosales, Director, Budget Office
18 accounts**: Virginia Oviedo, Finance Manager oa.sc@austin.utexas.edu
     **These must be accompanied by an approved Service Center Rate request
19 accounts: Financial Accounting and Reporting
20 accounts: Elvia Rosales, Director, Budget Office
26 accounts: Consult the SPAA section regarding 26 accounts
29 accounts: Financial Accounting and Reporting
30 accounts: Financial Accounting and Reporting
32 accounts: Financial Accounting and Reporting
36 accounts: Sandhya Akella, Finance Manager AustinDL-oa.plt@austin.utexas.edu
41 accounts: Financial Accounting and Reporting

Processing of forms
After approval the new budget group request is sent to FAR for processing. After the budget group is created in the accounting system, email messages are automatically sent to the unit head and to the electronic office manager for the unit code to which the budget group has been assigned. The original approval letter is sent to the accountant who oversees the account.

FAR reviews and processes new budget group requests once a week. During peak periods processing occurs more frequently.

New Subaccount Creation

Financial Accounting and Reporting creates all new subaccounts in existing budget groups, except for 26 accounts. For 26 accounts, contact the Office of Sponsored Projects.

Who may request
A request to create a new subaccount must come from someone with manual signature authority for the budget group. (The GBS command in *DEFINE lists signers for a budget group.)

How to request
Make a written request including:

  • the budget group
  • new subaccounts wanted
  • desired budget pooling
  • Dean's approval (if required by your C/S/U)

Send the request to Financial Accounting and Reporting (FAR).
Campus mail address: K5300
Fax number: 512-471-1651
Email: oa.far@austin.utexas.edu
Or hand deliver to MAI 132

Time
FAR's normal processing schedule is to process requests at 7:30 a.m. and 1:00 p.m. daily. However, during peak periods processing may take up to a week.

Assigning Budget Groups to Unit Codes

All assignments of existing budget groups to unit codes are done by Financial Accounting and Reporting (FAR). When budget groups are transferred to a new unit code, they are blocked from certification in the expense certification system. Therefore, FAR requests that departments verify and state that all expense certifications are up to date before processing a unit code change. FAR does not update existing unit codes or create new unit codes. Requests to create or update unit codes (rather than budget groups) require completion of a Signature Desk Request Form.

Who may request
Requests to move a budget group from one unit to another must come from someone with manual signature authority for the budget group. (Note: The GBS command in *DEFINE lists signers for a budget group.)

How to request
Make a written request, including:

  • the budget group
  • the unit code the budget group should be moved to
  • Dean's approval
  • a statement confirming that expense certifications are up to date

Send the request to Financial Accounting and Reporting.
Campus mail address: D8700
Fax number: 471-1651
Email: oa.far@austin.utexas.edu
Or hand deliver: UTA 3.302

Time
FAR's normal processing schedule is to process requests at 7:30 a.m. and 1:00 p.m. daily. However, during peak periods processing may take up to a week.

Account Status Changes

Financial Accounting and Reporting (FAR) updates the status of accounts on all existing budget groups, except for 26 accounts. Regarding 26 accounts, contact the Office of Sponsored Projects.

Inactivation and closing of accounts
Available statuses are active and inactive. When an account is inactive, no entries can be processed against it. Inactive budget groups that have free balances of zero are closed and deleted by the accounting system at the end of the second fiscal year without account activity.

Procedure
Normally the accountant responsible for a budget group notifies FAR when an account is ready to be inactivated. However, departmental requests to inactivate an account can be submitted by a person who has manual signature authority for the budget group. (The GBS command in *DEFINE lists signers for a budget group.)

How to request
Make a written request.
Send information about the account(s) to Financial Accounting and Reporting:
Campus mail address: D8700
Fax number: 512-471-1651
Email: oa.far@austin.utexas.edu
Or hand deliver: UTA 3.302

Time
FAR's normal processing schedule is to process requests at 7:30 a.m. and 1:00 p.m. daily. However, during peak periods processing may take up to a week.

Closing Accounts with No Recent Activity

Financial Accounting and Reporting (FAR) closes inactive accounts except for 26 accounts. Regarding 26 accounts, contact the Office of Sponsored Projects.

Except for 26 accounts, each year FAR identifies all accounts that have had no income or expense activity during the previous two completed fiscal years. FAR also identifies each account that has a zero free balance or a very small balance. FAR then takes action on those accounts, as follows.

Any account with a zero free balance is inactivated. Then at the end of the second fiscal year without any activity, it is deleted by the accounting system.

Inactive accounts which have funds remaining are reviewed by the Vice President for Business Affairs. With his approval, accounts with very small balances are lapsed.

All other accounts are brought to the attention of either the Dean or the unit head so that the funds can be expended and the account can be closed.

Budget groups identified as having had no activity for the fiscal year, and which also have free balances of zero, are moved to an institutional unit code. This helps to eliminate clutter in departmental unit codes. Accounts in the institutional unit code will never have any expenses or funds in them.