University f Pittsburgh Office f the Cntrller General Accunting PRISM ACCOUNT REQUEST APPLICATION (PARA) Frm Instructins September 2017 PARA The PRISM Accunt Request Applicatin (PARA) is a web-based applicatin develped t enable departments t submit a request fr a new PRISM Accunt (except fr Entity 04 Endwments and RDFs, Entity 06 Plant, and Entity 05 Research Accunts). Overview T submit a request fr a new PRISM Accunt, visit the Frms sectin n the General Accunting website and select the link fr the Accunt Request Frm. Sign in t PARA with yur University Cmputing Accunt t access the request frm. Instructins n hw t cmplete the frm are als available n the site. The fllwing is an verview f the features and requirements f PARA. The request frm cannt be saved. Therefre, it is imperative that yu gather all required supprting dcumentatin and pertinent infrmatin befre initiating yur request. Supprting dcumentatin fr the new accunt must be cmpleted and available t uplad alng with the request. Refer t Exhibit A at the end f this dcument fr mre infrmatin. Funding Surces: Identify University accunts intended t fund the new accunt. Only checks actually received and depsited t the restricted hlding accunt shuld be nted as such. Accunt Activities and Expenditures: Identify all accunt activities and expenditures that are applicable t the accunt. Determine the predminant activity. Review the frm fr accuracy and cmpleteness. Nte: Yur request will nt be prcessed unless all steps are cmpleted. Upn cmpletin and submissin f yur request, a unique Request ID will be assigned t yur request. An acknwledgment f receipt will be emailed t yu, as the requestr, as well as the RC Business Manager. If yu have questins r wuld like t send additinal infrmatin regarding the request, simply ntify General Accunting via email at prismaccuntrequests@cf.pitt.edu. T ensure prper delivery f any additinal infrmatin, please include the Request ID. New accunt requests will typically be reviewed and prcessed within five business days. The timeframe fr cmpletin f requests will vary depending n the type f request. Cmpletin f yur request may be delayed beynd five business days if we must cntact yu fr clarificatin r additinal infrmatin. Updated: September 15, 2017 Page 1
PARA Lgin 1. Once yu have gathered all dcuments and infrmatin relevant t yur request, lg in t PARA via the Frms sectin f the General Accunting website at http://www.cf.pitt.edu/ga/frms.html. Step 1 - Create PRISM Accunt Request Respnsible Persn Name: This field is fixed and cannt be edited. Jb Title: Enter yur wrking title. Preferred Email Address: Review fr accuracy and update as needed. Campus Address: Review fr accuracy and update as needed. Preferred Phne: Review fr accuracy and update as needed. Fax: The fax number is ptinal. Updated: September 15, 2017 Page 2
Respnsibility Center Infrmatin Select the requesting department s Respnsibility Center frm the drp-dwn bx. Select the respnsible University department r New department frm the drp-dwn bx. Enter a Preferred Department Series Value if desired. Accunt Type Infrmatin Type the title f the accunt being requested. Nte that PRISM allws 240 characters in this field but nly 30 will be shwn n mst financial reprts. Purpse & Justificatin: Type a brief descriptin f the intended purpse f the requested accunt. Attach cpies f all relevant dcuments that specify expenditure restrictins such as frmal prgram authrizatin memranda r dnr agreements. Start Date: Type r select the earliest date by which the new accunt is needed. Expected Duratin: Select either Indefinite r Specific Date. If Specific Date is selected, type r select the expected end date f the accunt. Indicate the type f accunt being requested by selecting ne f the fllwing: Entity 02 Operating Represents cre University peratins that are funded primarily by tuitin, the State Apprpriatin, and Educatin & General Sales and Services. Departmental hard fund budgets are allcated annually as part f the University s Planning and Budgeting Prcess. Entity 02 Balance Sheet Assets and liabilities assciated with cre University peratins and requires a purpse value. Entity 03 Cst Center Self-supprting business enterprise activities including: Specialized Service Facilities Central Supprt Services Infrmal and Prfessinal Educatinal Prgrams Auxiliary Enterprises Cst Center activities are supprted by revenue frm external custmers and/r interdepartmental cst recvery frm ther University departments. Reference the University f Pittsburgh Financial Guidelines fr detailed infrmatin n Cst Centers. Entity 03 Balance Sheet Assets and liabilities assciated with cst center peratins and requires a purpse value. Updated: September 15, 2017 Page 3
Entity 04 Restricted Represents funds restricted by nn-gvernmental dnrs fr specific purpses, prgrams, departments r schls. Such dnatins have a charitable r philanthrpic intent and generally cme frm parties external t the University and its related entities. Entity 04 may als include certain funds which are nt restricted by a dnr. These may include internal (nn-dnr) funds set aside as departmental reserves, hlding accunts, r ther accunts nt restricted by external dnrs. Select either Accunt with Dnr Restrictins r Nn-Dnr Restricted Accunt based n the dcumentatin prvided as supprt fr the new accunt. NOTE: T ensure cmpliance with Generally Accepted Accunting Principles, it is critical that Entity 04 accunts d nt cmmingle dnr-restricted and internally restricted funds. If a prgram r initiative expects t include a mix f dnr and internal funding, separate accunts must be established. Entity 07 Gvernment Student Lan Gvernment-funded revlving student lans (e.g., Staffrd Lans). Entity 09 Agency Represents resurces held by the University (the Agent) fr rganizatins r entities (the Principal) external t the University (e.g., a student, staff r alumni assciatin; a prfessinal r scientific rganizatin in which faculty r staff are fficers r editrs) that are nt subject t the University's cntrl. Entity 47 University Student Lan Revlving lan funds that are established by gifts frm utside dnrs r bard designated funds. Operating Expense Apprver: Enter the name f a Pitt emplyee wh is assigned the rle f Cst Object apprver fr the respective Department Accunt charges in the Cncur Travel & Expense Applicatin. Restricted Funds Expense Apprver: Enter the name f a Pitt emplyee wh is assigned the rle f Cst Object apprver fr the respective Restricted r Agency Accunt charges in the Cncur Travel & Expense Applicatin. Grant Funds Expense Apprver: Enter the name f a Pitt emplyee wh is assigned the rle f Cst Object apprver fr the respective Prject Accunt charges in the Cncur Travel & Expense Applicatin. Overdraft Accunt: If requesting a Restricted r Agency accunt, yu must prvide a 5-digit department value t cmplete the 32-digit Operating (Entity 02) accunt t charge verdrafts. Updated: September 15, 2017 Page 4
Funding Surces Prvide the estimated annual ttal f all funding surces. Indicate the type f funding surce(s) expected t supprt the expenditures f the requested accunt by checking all funding surces that apply. If mre than ne funding surce is identified, indicate the primary funding surce by selecting the radi buttn ( ). Yu may nly select Gift presently in the University Hlding Accunt nce yu have cnfirmed the gift has been received and depsited t the University s restricted gift hlding accunt. Specify the amunt. If the funding surce is Other, prvide a detailed explanatin f the surce. If Interdepartmental Cst Recvery has been selected, indicate in the crrespnding bx if a new IDC Authrizatin cde is needed fr prcessing charges. If a new cde is being requested, the IDC Prcessr sectin f this frm must be cmpleted. Select Transfer frm Anther University Accunt if the funding fr the new accunt is frm an existing University accunt ther than the restricted hlding accunt. Activities and Expenditures List the accunt numbers Prvide the estimated annual ttal expenditures f the requested accunt. Indicate the type f activity r activities expected t be supprted thrugh the expenditures f the requested accunt by checking all activities that apply. If mre than ne activity is identified, indicate the predminant activity (i.e., largest prprtin f expenditures) by selecting the radi buttn ( ). Prvide a valid detailed explanatin fr any f the fllwing selectins: Central Executive Administratin Central Supprt Other This selectin shuld rarely be used. Unless yu are requesting an Entity 02 r Entity 03 Balance Sheet accunt, exhaust all ther pssibilities befre making this selectin t avid a delay in prcessing yur request. Check all ther activities that apply. Updated: September 15, 2017 Page 5
Financial Reprt Distributin (Required fr Entity 02 Operating and Entity 03 Cst Center Accunt Requests Only) Recipient: Cmplete all fields fr each recipient. Type the RC GL Mart Financial Data Apprver s name. Refer t RC GL Mart Financial Data Apprver list. Once yu receive ntificatin f the new accunt number frm General Accunting, yu are required t prmptly cmplete and submit the nline GL Data Mart Frm fr Entity 02 Operating and Entity 03 Cst Center accunts. Certificatin Please read the terms f this Certificatin carefully. Certificatin: I hereby certify and acknwledge that as the respnsible persn fr the abve named accunt, I agree that the accunt will be perated in accrdance with all University f Pittsburgh plicies and prcedures, that fr restricted agency accunts available revenue will be in excess f expenses at all times, and that the accunt is subject t terminatin by the University at any time. If yu accept the terms, please click Cmplete Step 1. A cpy f this accunt request will be delivered via email t yu, the requester, as well as the RC Business Manager(s) as cnfirmatin f yur acceptance f the certificatin. Updated: September 15, 2017 Page 6
Step 2 - Add Attachments t Accunt Request Attachments are required fr all requests. Reference Exhibit A fr attachment requirements fr each Accunt Type. Acceptable file frmats include Micrsft Office files, image files, text files, and PDF. A maximum f five dcuments, each up t 10 MB in size, can be attached t this request. Use the Chse Files buttn t select the desired file(s). Prvide a descriptin fr each file. Click Remve t prevent the file frm being upladed. Click Uplad Attachment(s). Verify the Existing Attachments. Once an attachment file has been upladed, click Remve in the Existing Attachments list t remve the file befre submitting the request. Select Return t Step 1 t return t the previus page if necessary. Yur request will nt be prcessed unless all steps are cmpleted. Select Cmplete Step 2 and Submit Request nce all desired attachments have been upladed t cmplete yur request. Updated: September 15, 2017 Page 7
Exhibit A PRISM Accunt Request Data and Attachment Types Supprting dcuments and/r frms are required t be upladed when submitting yur request. Acceptable file frmats include Micrsft Office files (including Outlk email files), image files, text files, and PDF. The type f dcumentatin required is dependent upn the accunt type being requested. Accunt Type Entity 02 Operating Entity 02 Balance Sheet Supprting Dcumentatin A request fr an Entity 02 Operating Accunt requires dcuments that justify a new accunt. Attach cpies f budget dcuments and relevant emails. A request fr an Entity 02 Balance Sheet Accunt requires dcuments that justify a new accunt. Attach a detailed explanatin f General Ledger entries pertaining t the accunt. Entity 03 Cst Center A brchure, email r mem describing the prgram is required fr all Entity 03 accunts. A cst mdel that has been reviewed and apprved by Research & Cst Accunting is als required nly if the cst center charges spnsred prject (Entity 05) accunts. Entity 03 Balance Sheet Entity 04 Restricted A request fr an Entity 03 Balance Sheet Accunt requires dcuments that justify a new accunt. Attach a detailed explanatin f General Ledger entries pertaining t the accunt. Required data n the request frm includes: Entity 02 Overdraft Accunt Amunt f gift held in University Restricted Hlding Accunt (if applicable) Additinal dcumentatin must include: FOR ACCOUNTS WITH DONOR RESTRICTIONS: Relevant dcuments that specify dnr restrictins such as dnr agreements, letters, memranda, prpsals, emails, etc. Apprpriate signatures, apprvals, and authrizatins. Budget and dnr reprting dcumentatin, if applicable. Dcumentatin must be as specific as pssible and clearly describe the dnr restrictins. Vague r incmplete dcumentatin will be questined and/r returned. FOR NON-DONOR, INTERNALLY RESTRICTED ACCOUNTS: Dcumentatin clearly identifying the surce f internal funding. Relevant dcuments specifying any restrictins n the use f the funds, as applicable. Crrespndence frm senir management (e.g. deans, chairs, senir administratrs, etc.) indicating the intended use f the funds. Apprpriate signature, apprvals, and authrizatins. NOTE: T ensure cmpliance with Generally Accepted Accunting Principles, it is critical that Entity 04 accunts d nt cmmingle dnr-restricted and internally restricted funds. If a prgram r initiative expects t include a mix f dnr and internal funding, separate accunts must be established. Updated: September 15, 2017 Page 8
Accunt Type Entity 09 Agency Supprting Dcumentatin Required data n the request frm includes: Entity 02 Overdraft Accunt Dispsitin f remaining funds in the event the fund purpse ceases Example attachments include: Dcuments supprting the purpse f the fund Dcuments that supprt the accunt as agency rather than a restricted accunt Dnr agreements if the accunt is funded by a gift Entity 07 Gvernment Student Lan Entity 47 University Student Lan A request fr an Entity 07 Lan Accunt requires a Federal Gvernment letter advising f the new Lan Prgram. A request fr an Entity 47 Lan Accunt requires a dnr letter t include the repayment terms if applicable. Updated: September 15, 2017 Page 9