Accounting Services Requests (resolving discrepancies)

The Office of Finance is responsible for researching and resolving errors when University departments discover inappropriate or unidentifiable expenditures against their budgets. An Accounting Service Request (ASR) form must be submitted to the Data Control Department in the Office of Finance to initiate research and resolution procedures.

1. As you reconcile your budget, any errors or unidentifiable charges need to be researched and resolved. Review your budget transactions through the Organization Budget Status Form (FGIBDST).
   
   
2. If you find errors or unidentifiable charges, complete an Accounting Service Request (ASR) form (PDF WORD) with the following information.
   1. Date
   2. Department Name
   3. Person preparing the form
   4. Telephone number
   5. E-Mail address
   6. Budget code
   7. Service Requested. If "other" is checked, provide a brief description of the service you are requesting, i.e., reallocate charges from one budget to another.
   8. Brief description of request. Attach documentation to fully explain your request. Examples of documentation: the Detail Transaction Activity Form (FGITRND) with the transaction you want researched/ resolved highlighted.
      
      
3. Please keep a copy of this form and mail the completed form to Data Control, Office of Finance, Rollins Hall. Be sure to include all back-up documentation.
   
   
4. When the ASR form and documentation are received, a Data Control staff member reviews the form and documentation.
   1. If any information or documentation is missing, the form is returned to the department outlining what additional information is required.
      
      
5. If all information and documentation is complete, the form is processed.
   
   
6. A reference number is assigned to the ASR, and a photocopy of the form is returned to the department. Please retain this copy and use the reference number when following up on the problem. Data Control is responsible for monitoring and tracking problem resolution.
   
   
7. The original ASR form and supporting documentation are forwarded to the appropriate area in the Office of Finance for research and resolution.
   
   
8. When the problem has been resolved, the correction will be posted in Banner. If no   correction will be made, the department is notified.
   
   
9. Response times can vary, depending on the research required.Generally, most issues can be resolved within three (3) weeks.
   
   
10. Questions about the status of specific Accounting Service Requests should be directed to the Data Control staff at 3-3257.Please reference the assigned number when calling.