New Grants/Contracts must have a budget code established.
New ledger 5 Grant/Contract budgets require approvals of the Vice President for Research and the Office of Finance Grants Accounting. Prior to any grant application being submitted to a grantor agency/organization, the Office of Research must review and approve the application to verify that the University can comply with the requirements stated in the award documentation.
Budget (Organization) codes are established to record accounting transactions for each grant by award year.
Once the award notice is received, the Principal Investigator (PI) is responsible for completing the Request for New Budget Unit.
- Send the Completed Request for New Budget Unit Form to the Vice President for Research or the Old Dominion University Research Foundation (ODURF).
- The Vice President for Research or the Old Dominion University Research Foundation (ODURF) will review and forward the form to General Accounting.
- The Grant Accountant and the Financial Reporting Supervisor will review all awards and supporting documentation to ensure that the required data and proper approvals are completed before pre-assigning the account number.
- New Awards - the Grant Accountant will assign the number
- Renewals - A new org account number is assigned by the Grant Accountant. The last digits will change with the FY if possible. The fund number remains the same.
- Upon completion and approval of the Request for New Budget Unit Form, the Project Directors and ODU Research Foundation, if applicable, are notified of their respective budget number.
- A copy of the grant budget is submitted to the Budget Office for processing.
- The responsible individuals must request the appropriate Banner access and be added to the Master Signature List.
Master Signature List
Individuals must be on the Master Signature List in order to sign against budget codes at University Service areas. The Finance Systems Manager is responsible for maintaining the Master Signature List for Old Dominion University. To add individuals to the Master Signature List, submit the Request to be Added to the Master Signature List form. The Budget Unit Director (BUD) for the budget (or an authorized BUD delegate) should approve the request.
Attach continuation sheets to add additional names to the signature list for the same budget. Continuation sheets must be submitted with the approval page.
If the person to be added to the Master Signature List is the Budget Unit Director, someone higher in the organizational structure must approve the request. Individuals may NOT sign the request form to approve themselves.
NOTE: Signature authority will only be granted to Old Dominion University employees.
A list of some areas that use the Master Signature List for authorization purposes is shown below.
For full information about the Master Signature List►
Banner Finance Access
Departmental staff who have responsibility for monitoring budget information in Banner must obtain a Banner account. The following accesses are available to those individuals with the appropriate approvals. Be sure to list all budgets for which you need access.
NOTE: If you move to another department, you must request access with the appropriate departmental approvals. Your Banner account will be suspended until the new access is requested and approved.
Budget Monitoring/Research - FIN_EVERYONE Banner access allows a user to review most financial inquiry forms associated with budget monitoring, chart code validation, and disbursement transaction research. Available to those who monitor budgets.
Other Financial Accesses - There are other financial access classifications available to the general campus. Visit the ITS Access Page to view a complete list of all Banner Finance Access Classes available.
BUD Audit - ITS initiates an annual audit of Banner access - please refer to BUD & Data Owner Account Audit for information.
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