All-in-One Segment Maintenance Request Form

All-in-One Segment Maintenance Request Form

This is the new and improved all-in-one segment maintenance request form. Use this form to request:

a new department(s)
a new cost center(s)
a new supplemental(s)
a description change to an existing segment value
deactivation of an existing segment or segment combination
changes to an organizational structure

Essential & Helpful Links:

Multiple Departments and/or Multiple Cost Centers - download, fill out and attach this file to your request

Bronco Hub Training Portal - find job aids, video tutorials, and other training resources

All Segment Values Report - refer to this report for a listing of descriptions, status, and use for each of the segments

Funding Segment String Context - a guide to understanding financial transaction coding at Boise State

There is always room for improvement. If you have a suggestion or idea for improving this request form, please email gl_maintenance@boisestate.edu.

Preparer Name*

Preparer Email Address*

Requesting Department*

Select

Dept ID*

Enter the five-digit department number.

Business Manager for the Department*

Notification-1

Enter email address below.

Notification-2

Enter email address below.

Request Type*

Select

New Department Value*

*Requires 5 digits

Department Description*

Please enter the mail stop for this new department*

Check box if the department will be used as a Human Resources organization*

(Ex) Chemistry, Campus Recreation

Select

Enter a maximum of three division administrators for HR approval*

Will you need a new cost center for this department?*

Select

Proceed to the Department Approval Information section.

Department Approval Information

Review Approval Workflow Matrix.

Enter the Name of the Funding Source Person for the Requested Department Value*

This approver will be required for all purchases.

Enter the Name of the Department Head for the Requested Department Value*

This approver will be required for purchases over $10,000.

Enter the Name of the Dean or AVP for the Requested Department Value*

This approver will be required for purchases over $25,000.

Enter the Name of the VP for the Requested Department Value*

This approver will be required for purchases over $50,000.

Department Budget Information

You must attach a budget worksheet to your request. The link is in the Upload Additional Files section.

Enter the Name of the Approver for Budget Transfers*

Enter the Name of the Second Approver for Budget Transfers

*Optional

New Cost Center Information

You must attach a budget worksheet to your request. The link is in the Upload Additional Files section.

New Cost Center Value Requested*

*Requires 7 digits

New Cost Center Description*

New Supplemental Information

PLEASE NOTE: Using alpha-numeric values will not display correctly in your account analysis reports (AAR) due to an export formatting issue.

Example: BSU1234567 will only display as 1234567.

We recommend you provide a value that is only alpha or numeric for better AAR display results.

Due to Smartsheet restrictions, you are required to add an attachment before submitting your request. We apologize for this inconvenience. Please attach a blank sheet in any format.

New Supplemental Value Requested*

*Requires 10 characters, beginning with the prefix assigned to your area/unit.

If this is the first time you are requesting a supplemental value, please contact gl_maintenance@boisestate.edu before submitting your request.

Supplemental Description*

If there are instances when your new supplemental value(s) will always be required, enter the information below.

(Ex) Always use this value with department 12345.

Description Change - Segment Type*

IMPORTANT: Please keep in mind that a description change will only be approved if it does not change the segment's original intent and purpose. Any change in its use will require a new segment request.

Natural Account description changes are reserved for the Controller's Office use only.

Select or enter value

Description Change - Segment Information

If you are updating a faculty cost center description, please note:

The naming convention for FSU cost centers should be:

“FSU-Faculty Last Name, First Initial-Fiscal Year Start Date”

Example: FSU-Buster, B – FY23

Due to Smartsheet restrictions, you are required to add an attachment before submitting your request. We apologize for this inconvenience. Please attach a blank sheet in any format.

Segment Value to Update*

Segment's Current Description*

Find the current description in the All Segment Values Report

Segment's New Description*

*Controller's Office Use Only

New Fund or New Account Value Request

These requests can only be submitted by the Controller's Office staff.

If you need a new fund or account, please email controller@boisestate.edu.

Account Type

Select or enter value

Account Value

Account Description

Fund Type

Select

Fund Value

Fund Description

Program Code Change

*For use by OSP only.

These requests can only be submitted by OSP.

If you have questions regarding a program code change, please email corrienewland@boisestate.edu.

Cost Center Value*

Current Program Code*

New Program Code*

Reason for Change*

Please explain the reason for the program code change.

Program Code Information

A program code is how we functionalize expenses. While an account code indicates what an expense is, a program code indicates the purpose or function of the expense. Functionalizing expenses is required for different reporting purposes across campus, including university financial reports, IPEDs, and various federal and state reporting. To select the correct program code for a new cost center, you MUST know the purpose of the cost center's spending. In other words, you must know what the funds will be used for, NOT where the funds are coming from.

Program Code information!

Program Code Pro Tips!

Program Code*

Find the above cost center's assigned program code in the All Segment Values Report

Select

Program Code Justification*

Please explain how the EXPENSES will continue to align with the cost center's program code. Find additional context here: Program Code Descriptions. If the expenses will NOT continue to align with the program code, please use an existing cost center with the appropriate program code, or request a new cost center. A cost center's program code generally CANNOT be changed.

By checking this box, you confirm that you understand that a cost center can have only one program code and that all expenses/spending must align with that program code.

Program Code Confirmation*

Payroll Information

You can also request a payroll combination here.

If this segment will be used for payroll, enter the Fund, Department, and Cost Center (FDCC)

(Ex) 1001.12345.1234567 Separate multiple FDCCs by a comma

Segment Deactivation

Due to Smartsheet restrictions, you are required to add an attachment before submitting your request. We apologize for this inconvenience. Please attach a blank sheet in any format.

By checking the box, I have confirmed that there are no active employees with costing in this segment.

Note: Validate using Active Employee Funding and Pay Report

All assignment costing for active employees has been removed.*

Segment deactivated?*

Select or enter value

Segment or String Value*

Example: Fund.Department.CostCenter 1001.12345.2345678

We cannot deactivate a string beyond the FDCC.

Note: Local funding sources and Appropriated funding sources should have a zero balance.

*Required for cost center and department values.

Budget and/or expenses have been zeroed out.*

Enter any additional information you wish to provide.

Changes to Organizational Structure

Describe the change being made and the value(s) that is impacted.*

Provide details on the structural change you would like to make.

(Ex) Moving a department and/or a center to a different college or department.

Due to Smartsheet restrictions, you are required to add an attachment before submitting your request. We apologize for this inconvenience. Please attach a blank sheet in any format.

*Please Note: A consultation with Administrative Accounting is required to discuss this change.

Upload Additional Files*

For multiple department and/or cost center requests:

*Review Protips for additional information.

Budget Worksheet - must be attached to requests for new department(s) and new cost center(s).

For multiple supplemental values requests attach the Multiple Supplemental Value spreadsheet.

For various segment deactivations, please attach a spreadsheet.

For organizational structure changes, attach a sheet fully detailing the changes.

Drag and drop files here or

Send me a copy of my responses

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