Guide to Completing FIS Master Record Forms
When to Use
FIS Master Record Forms are used to create or change Cost Centers (CC), Internal Orders (IO) and Funds Center (FC).
Steps
- Determine if you need to change an existing account, or if you need to create a new one.
- Click on the appropriate form, complete and submit to the appropriate office.
Form Fields
The following is an explanation of the fields that need to be completed on the Master Record Forms.
Master Record Data
This section is where you record the contact person, department name and address and the name of the master record.
| Form Field | Explanation |
|---|---|
| Contact Person | This is the person who can answer questions relating to the request, and should be notified when the request has been processed. |
| Date | Enter the date of the request. |
| E-mail Address | Enter the email of the contact person. |
| Phone | Enter the Phone Number of the contact person. |
| FC Manager | Enter the AMS User ID for the person who has signing authority on the account. If you know the persons name, but not the user ID, you can find it by going into SAP and choosing SAP Menu > Office > AMS User Display. |
| Faculty/ Division | Enter the name of the Faculty/ Division that the master record relates to. |
| Address | Enter the address for the master record. This is usually the departmental address. |
| Name (FC, CC, IO) | Enter the name of the master record. There is a maximum of 20 characters permitted, including spaces. The format should be Faculty: Dept: Purpose of FC. (i.e. A&S:Physics:Std Labs) |
| Description (FC, CC, IO) | Enter the description for the master record. There is a maximum of 40 characters permitted, including spaces. The format should be Faculty: Dept: Purpose of FC. (i.e. A&S:Physics:Student Labs) |
| Parent FC | On the FC forms, a parent FC is required. FC’s are organized in hierarchies and the master record will be placed under this parent account. |
| Self Funded Unit | On the FC forms, Self Funded Units should be identified if applicable. Self Funded Units are projects housed in operating units which exist because they generate their own source of funds. The funds generated are expected to only be applied to future expenses of that unit. |
| Cost Center Group | On the CC forms, a cost center group is required. CC’s are organized in hierarchies and the master record will be placed in this group. |
| Settlement Cost Center | On the IO forms, a settlement cost center is required. Internal Order’s are temporary cost tracking accounts. The costs tracked in them must be eventually moved or settled to a long term cost tracking account, such as a cost center. You can indicate more than one cost center to settle to, with the breakdown based on percentage. |
| Internal Order Group | On the IO forms, an internal order group is optional. IO’s are organized in hierarchies, the master record will be placed in this group |
| PI Cost Center | On the PI form’s, you can indicate if you would like a cost center to be created for the PI’s FC. The CC would be the same number as the FC, and will allow for better planning and reporting. |
Linking Table Information
Enter the Cost Center and/or internal Orders to be linked to a Fund Center for planning/budgeting. The linking table establishes Funds Management to Controlling links that are most commonly used when processing documents. This information is important to establish the rules of how controlling plans should match the correct Fund Center budgets. If you are requesting both a new Cost Center and Fund Center for the same cause, please indicate that here (new CC/new FC) do not input a CC or FC number. Your FAST team representative will ensure that they are linked.
Authorizations/ Approvals
This section must be completed, or the request cannot be processed. Please ensure that the names are legible.
Once the form has been completed and signed, please fax to the number located on the top of the form. You will be contacted when the request has been processed.