SECTION 5: Account Numbers and Account Requests EBS

Accounts are created and edited in an e-docs in the financial system. At the Main Menu, click “Account” under “Lookup and Maintenance/Chart of Accounts”. From here, you may look up an account to edit, or you may click “create new” in the upper right corner to create a new account. All account e-docs route to the Fiscal Officer and to the Controller’s Office for approval. Upon Controller’s Office review, other routing/approvals may be required based on the type of account being processed.

1. Revolving Accounts (primarily Designated (D) and Auxiliary (X) Fund accounts)
   1. Required procedures for establishing revolving accounts are listed at: "Revolving Account Policies".
   2. When creating the account, please note that the indicated sources of income, and types of expenditures should be related.
      1. Internal Audit regularly audits accounts to determine that operations are in conformance with the information indicated on approved account request forms.
      2. Service Center Billing Rates – Revolving accounts which render services or sell goods to users on a recurring basis (including federal grants administered by CGA) must have rates approved by the Office of Financial and Cost Analysis every 2 years, at a minimum. The Service Center Billing Rate Policy details these procedures.
2. Clearing and Deposit Accounts - These accounts may be established when deposits must be held for disbursements to others (e.g., sales tax collections to be remitted to the State of Michigan). New account requests should outline the nature of the proposed new account or amendment to existing account. Please include all required information on the Account e-doc, including a detailed description of the purpose of the account.
3. General Fund account requests will route for approval by the Office of Planning and Budgets.
4. Trust account requests must be arranged through the Office of Investments and Trusts, telephone 355-5018.
5. Fellowship and Grant/Sponsored Research Accounts
   1. Refer to Section 23, concerning Fellowships; refer to Section 315, concerning Gift and Grant or Sponsored Research accounts.
   2. Any further questions concerning Fellowship accounts should be directed to the Office of Fees & Scholarships, Hannah Administration Building, 426 Auditorium Road Rm. 140; questions concerning Gift and Grant or Sponsored Research accounts should be directed to the Office of Contract and Grant Administration, Hannah Administration Building, 426 Auditorium Road Rm. 301.
6. Scholarship accounts must be arranged through the Office of Financial Aid.
7. Agency Accounts - Please refer to Section 6