User Guide to Request for Non-Sponsored Oracle Project

The form is used to request for Non-Sponsored Oracle Project Instructions Request Type: Select either initial or modified checked box. If modified is checked, please provide current project number in the space provided.

Requester Information: Enter Name, Campus Telephone, Email Address, and Date Required.

Organization: Provide the name of the organization [as shown in GMS module] that will have ownership of the project.

Source of Funds: Provide the funding source that will be used to fund the project activity i.e. conference fees, sponsorships, donations, etc.

NACUBO Function: Functional classification of expenses is required by the National Association of College and University Business Officers. (see definitions below)

Description, Purpose & Benefits: Provide a complete description, purpose and benefit for the project activity as this will help determine project values.

Budget: If budget is approved for the new project, type the information in the budget section.

Key Members: Key Members must print name and sign the form. There are three important Key Member roles defined - Project Manager, Alternate Approver & Project Reviewer. Project Manager and Alternate Approver roles should be assigned to Exempt employees only.

Conflict of Interest Acknowledgement: The Project Manager must print name, sign, and date the form. Non-Budget Request: Requests for new designated projects [start with a "2"] that are revenue generating and can be special and infrequent activities not anticipated in the annual operating budget and not prohibited by the Rules and Regulations of the Board of Regents will now require approval from Divisional Vice Presidents as a result of the revised HOP policy for Administrative Cost. Examples include a training program, seminar, conference workshop, clinic, exhibition, or authorized services of relatively short duration for which an admission or participation fee will be charged. Route completed form to Accounting and Reporting at AccountingandReporting@utrgv.edu. Note: Incomplete forms will be returned to requester.

Project Manager (PM) PM assumes the overall responsibility for a project. The PM acts as an approver and is responsible for verifying the legitimacy, appropriateness, and necessity of transactions recorded against the project. The active PM is responsible to submit the semi-annual certifications for the entire period regardless of whenthe PM was assigned this role (refer to disclaimer note on form).  The PM is also responsible for all assets assigned to the project. If the Project Manager assumed this role during either of the Certification Periods, it is the new Project Managers responsibility to submit a partial off-line certification (in writing) from the outgoing Project Manager, covering transactions during the certification period to the point oftransition. If the outgoing PM is no longer on campus, request this from the outgoing PM's staff.

Alternate Approver (AA) During the Project Manager's absence (or by request), the AA acts as the approver on behalf of the PM, verifying the legitimacy, appropriateness, and necessity of transactions recorded against the project.

Project Reviewer (PR) PR is responsible for reviewing each transaction posted against the project, ensuring its accuracy and validating that sufficient source documentation exists (paper form or electronic data residing in Oracle). The PR also reviews the non-standard transactions reflected on the GMS Custom Exception Approval screen. The transactions represent items which were not initially authorized (via workflow) by the Project Manager or Alternate Approver. Examples: postage charges, physical plant work orders, or other Inter-Departmental Transfers.

Project Dean/Director (PDD) PDD is responsible to ensure that the PM assigned to the project is in compliance with the semi annualcertification for each period.

Rev. 06/03/2016

NACUBO Function Codes

000010 - Instruction Formally organized and/or separately budgeted activities that are part of the University's program to communicate educational content (instructional program), including general academic, vocational/technical, special session, community education and preparatory /remedial activity. Excludes academic program administration, except where instructional activities constitute an important role of the administrator.

000020 - Research Scientific, technical and humanistic investigation, including institutes and research centers aswell as individual and/or project research.

00030 - Public Service Non-instructional services to individuals and groups external to the institution, including community service programs, cooperative extension services, and public broadcasting.

000040 - Academic Support General planning and administrative support of the University's primary missions, including provision of resources that assist the previous three primary missions, such as educational materials (libraries/museums), media and technology services, development ofcurricula, and development of academic personnel skills.

000050 - Student Services Includes admissions and records, student recruitment activities, student counseling, financial aid administration, health services, social and cultural activities (intramural athletics, studentnewspapers, and student organizations), and related student program administrativeactivities.

000060 - Institutional Support Assistance and support for the administration and operation of the University or a givencampus as a whole, as opposed to support of specific programs or units. This includes University or campus-wide executive management (governing board, planning,programming, and legal functions), fiscal services (investment, financing, business, andaudit functions), general administrative and logistical services (human resources, spacemanagement, procurement, parking, communications, stores, printing/photographic, andsafety functions), administrative computing services, and constituency relations (community,alumni, governmental, and fund raising relations).

000070 - Operation and Maintenance of Plant

Include expenses normally incurred for such items as custodial and utility services; repairs and ordinary or normal alterations of buildings, furniture, and equipment; care ofgrounds; maintenance and operation of buildings and other plant facilities; security; earthquake and disaster preparedness; safety; hazardous waste disposal; property, liability, and all other insurance relating to property; space and capital leasing; facility planning and management; and central receiving.

000080 - Scholarships and Fellowships Includes expenses in the form of grants to students, resulting from selection by the institution or from an entitlement program. The category also includes trainee stipends, prizes, and awards.

000090 - Auxiliary Enterprises An operation that provides goods or services to students, faculty, or staff and that charges

If assistance is needed in determining the function please contact Planning and Analysis at ext. 2195.

Rev. 06/03/2016

Request for Non-Sponsored Oracle Project

Initial

Modified ___________

Requested By Campus Phone

Email Address Date Required

Source of Funds Project Owning Organizaiton

NACUBO Functions (see definition on page 2 of Instructions)

Budget Items

Provide description of proposed expenditure (travel, M&O, etc.) below.For salaries and wages, include FTEs and positions involved. For scholarships, include the number of awards and the amount of each award. Attach additional pages if necessary.

Amount Requested

Amount Approved

Total Funding* Conflict of Interest Acknowledgement: Project Managers have the responsibility to ensure that they are independent from transactions in their accounts in both reality and appearance. Independence may be potentially compromised by non-work relationships that exist with: vendors, employees, donors of scholarship or other funds, scholarship recipients, sponsored project funding agencies, potential future employers, etc. I acknowledge my responsibility to manage my project(s) free of Conflicts of Interests. If I believe I may be in a Conflict of Interest situation, I will disclose it the Vice President of Finance and Public Policy, so that the University can provide guidance in managing it appropriately. * Purchasing Disclaimer: I (we) understand that improper use of orders of less than $5k (Small Purchase Orders - SPO) through the e-commerce system (iShop) may result in my (our) personal liability for unauthorized transactions or the termination of SPO privileges. I (we) agree to accept responsibility for the proper use of SPO's. I (we) agree to comply with Handbook of Operating Procedures, Section 8.2.3, Purchasing Department guidelines, Purchasing Ethics, UT System employee ethics and standards of conduct, and any other requirements as determined by the Director of Material Management. I (we) understand I (we) and any support staff that will create SPO's for our project must attend training before access to SPO's is granted. *SPO Training is required to approve purchases or transactions through iShop.  Questions regarding iShop or SPO Training can be sent to ishop@utrgv.edu.

By signing the form, the Project Manager and the Alternate Approver agree to the terms and conditions above.Key Members SPO Training Print Full Name (First, Middle, Last) Signature

Project Manager *

Alternate Approver *

Project Reviewer

Grant Accountant

Project Dean/Director

Non-Budget Request: If this is a non-budget request, approval of Divisional Vice President is required (see definition on Page 1 of Instructions).

Divisional Vice President

(Print Name) (Signature) (Date)

ACCOUNTING USE ONLY

Projects/Grants Values

Project Type Project Number

Project Name Project Description

Start Date Task

Supplier Funding Source Labor Funding Source

General Ledger ValuesFund Funding Source Organization Project NACUBO

Admin Cost % ______________ Initials ________________________ No Yes

Rev. 06/03/2016

Description, Purpose, and Benefits (Please be specific)