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Document: External Funds

Date: Rev. 2/27/03

Effective: Immediately

Revised by: CPD

Background:

External funds are the equivalent of chartfields at the University level, i.e. 32501 011000 65701. They are used in the system during posting to indicate the total amount that is to be paid to each different account from a single invoice. If the correct external fund code is not attached to each OSCAR fund code, the invoices will be paid from the wrong account. New external funds are rarely added. The most likely occasion is the establishment of a new endowment. In that case, there is a new University level chartfield for the endowment and it must be added to the system before the individual Felix funds are added.

Menu Access:

Order and Receiving Subsystem (O)
Additional Ordering and Receiving Functions (A)
Financial Functions (F)
         enter initials and password
Maintenance of Financial Files (M)
         enter initials and password
Fund File Maintenance (F)

Adding a New External Fund:

1. Select External fund code file (E)
2. Locate the first blank line for your new account
3. Enter the line number
4. Enter the line number again (usually 1, this time)
5. Enter the name of the new external fund and the chartfield. (in caps)
6. Quit (Q)
7. Make changes permanent? (Y)
8. Verify that heading is correct on the screen before exiting

Printing:

If a copy of the list is needed, the best way is to print screen just the relevant screens or send the print job to your e-mail. Using the print command will print all of the blank lines as well.

Updating the External Fund on a Specific Fund Record:

[This is rarely done anymore since the only new external funds established are related to new endowments.]

Menu Access:

Order and Receiving Subsystem (O)
Additional Ordering and Receiving Functions (A)
Financial Functions (F)
         enter initials and password
Maintenance of Financial Files (M)
         enter initials and password
Fund File Maintenance (F)

1. Locate fund code to be updated in the list (e.g. che1, andl, rjdc3)
2. Enter the number of the fund to display the full record for the fund
3. Enter the line number of the field to be updated (usually 07 -- external fund)
4. Change number to new number
5. Quit (Q)
6. Make changes permanent? (Y)
7. Verify that heading is correct on the screen before exiting

---

APPENDIX:
External Fund Code List as of 12/2/99

[This list is now very out of date; but it gives you an idea of what the file in Felix looks like.]

EXTERNAL FUND CODES

       EXTERNAL FUND NAME

000 > MONOGRAPH - 204436-741
001 > CONTINUATION 204436-742
002 > TRADEMARK 210884-741
003 > ROTARY (DEVELOPMENT)
004 > FRIENDS 538498
005 > RESEARCH FOUNDATION
006 > TEST
007 > DEPOSIT ACCOUNT
008 > PREPAY
009 > CLAIM ON PLAN
010 > READING ROOM SUPPORT
011 > CREDIT
012 > COST SHARING
013 > DEPT. SUPPORT
014 > HUMANITIES
015 > ARCEN 520190-741
016 > BROOK 520835-741
017 > BASCH-S 520355-742
018 > BASCH-M 520355-741
019 > BURN 520978-741
020 > CASPL 521165-741
021 > CLA31 521288-741
022 > CLA82 521290-741
023 > CLARK-521274-741
024 > COLE 521368-741
025 > DENNEY 521680-741
026 > GAMMA 522408-741
027 > GUTHRIE 522832-741
028 > HENRY 523148-741
029 > LIB ENDOW 524184-741
030 > LORD 524300-741
031 > MASSIE 524254-741
032 > MCPHE 524741-741
033 > MEEK 524829-741
034 > MEL52 524859-741
035 > MENDEL 524873-741
036 > NEH89 538732-741
037 > NEH92 650604-741
038 > ORTON 525531-741
039 > OUTHW 525564-741
040 > PFENG 525722-741
041 > PLUMB 525827-741
042 > POMER 525866-741
043 > PRUDE 525948-741
044 > SEGALL 539118-741
045 > SGALS 539118-742
046 > SHARP 526546-741
047 > SIEBT 526614-741
048 > SMART 526679-741
049 > STAMB 526897-741
050 > SVEHLA 527098-741
051 > VANDR 527450-741
052 > VET ALUM 527489-741
053 > WASHB 527567-741
054 > FECH 522152-741
055 > RF EES 682919
056 > RF MEJ/JDC 682499
057 > RF INT FY95
058 > RF AFR 684357
059 > RF EAC/EAJ 682498
060 > RF TEL 684458
061 > NEH FY95 - 659050-741
062 > RF#709203 rmej6 & rjdc6
063 > RF#710243 rees6
064 > RF#712564 reaj6,ak6,ac6
065 > 526234-741 rudph
066 > RF#716851 RIST6,EDU,AGI
067 > DENNEY 521680-742
068 > rf#735483/730840 rmj6a
069 > RF#733163 RAFR6
070 > RF#737243 REES7
071 > RF#737972 reac7,eak7,ea
072 > JENKS 523442-741
073 > RF741582 rmej7/rjdc7
074 > 650604 NEH97
075 > RF#744316rist7,edu7,agi
076 > RF749835 rafr7
077 > RF765728 rmej8/rjdc8
078 > RF764817/734332 rees8
079 > RF#765710 REAC8,EAK,EAJ
080 > LADD ENDW 521585-741
081 > NEH99 659228-741
082 > KRUMM 523833-741
083 >
084 >
085 > 311085-741 hilandar rus

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