How To: Request New (or Change Existing) Expenditure Type or Object Code
Important Notice: Requests for New or Changed Expenditure Types or Object Codes will not be processed during the period beginning August 1 and ending October 1 each year due to year-end accounting requirements.
Who does this? Department Staff
When? Existing Expenditure Types or Object Codes do not meet department's needs
How? The department must complete an online form including a clear explanation as to why existing Expenditure Types or Object Codes are not meeting department's needs
Request New (or Change Existing) Expenditure Type or Object Code (4 steps)
![step 1](/was/20151211033644im_/http://web.stanford.edu/group/fms/fingate/img/step-1.gif)
Review existing Expenditure Types and Object Codes to confirm that existing codes do not meet department's need.
Available Resources: Expenditure Type Definition & Rules , Object Code Listing and Object Codes: 46XXX Revenue Definitions.
![step 2](/was/20151211033644im_/http://web.stanford.edu/group/fms/fingate/img/step-2.gif)
As appropriate, meet with your manager, Principal Investigator, Budget Officer and/or local accounting staff to review and finalize the request, including business justification.
![step 3](/was/20151211033644im_/http://web.stanford.edu/group/fms/fingate/img/step-3.gif)
Complete online form to:
- Request change to an existing Expenditure Type or Object Code, or
- Request new Expenditure Type or Object Code.
- Click Submit button when all required fields have been entered.
![step 3](/was/20151211033644im_/http://web.stanford.edu/group/fms/fingate/img/step-4.gif)
Save or print the acknowledgement page for future reference.
What Happens Next?
- Requests are reviewed upon receipt. Requesters will be contacted if clarification or additional information is required.
- All requests are compiled on a monthly basis (at the end of the first week of each month for the four weeks prior.
- The second week of each month, the Central Office Chart of Accounts Committee meets to review and discuss open requests and agree on disposition.
- As needed, committee members will contact individual requesters for clarification, to discuss alternate solutions, and to come to a mutual agreement on next steps.
- The last week of each month, requesters with approved requests will receive an e-mail notification from Controller's Office staff in Financial Analysis & Information Reporting (FAIR) confirming that their request has been implemented.
Questions?
- Call Matt Savage at 1-650-723-8682, or email FAIR.