Request for New FAMIS General Ledger Account

Overview

The Financial Accounting and Management Information System (FAMIS) is the core platform for managing the districts financial data, including budgeting, purchasing, payroll, and reporting. As the district expands its programs and services, new ledger accounts are often required to accurately capture and report expenditures, revenues, and transfers.

This page outlines the purpose, justification, and stepbystep process for requesting a new General Ledger (GL) account within FAMIS. Follow the guidelines below to ensure that your request is complete, properly documented, and processed efficiently.

Why a New GL Account May Be Required

Typical scenarios include:

• New Program or Grant: A newly approved program or grant requires distinct tracking for compliance and reporting.
• Change in Accounting Structure: Reallocation of funds or restructuring of cost centers that cannot be captured by existing accounts.
• Regulatory Requirements: State or federal mandates that demand separate reporting lines.
• Audit Findings: Recommendations from internal or external auditors to improve segregation of duties or enhance transparency.

Adding a new GL account ensures that financial statements reflect the true nature of the transaction, supports accurate budgeting, and facilitates compliance with reporting standards.

Submission Process

Follow these five steps to submit a request for a new GL account:

1. Identify Need: Confirm that an existing account cannot meet the reporting requirement.
2. Complete the Request Form: Use the official FAMIS New GL Account Request form (PDF/Online). See the Required Information section for details.
3. Obtain Approvals: Secure signatures from the program manager, department head, and CFO (or designated delegate).
4. Submit to Finance: Email the completed form to finance@district.org with the subject line New GL Account Request [Program/Grant Name].
5. Track Status: Finance will acknowledge receipt within 2 business days. Expect a preliminary response within 10 business days.

Required Information

The request form must contain the following fields:

Review & Timeline

Finance evaluates each request based on completeness, compliance, and impact on the chart of accounts.

• Initial Review (02 days): Confirmation of receipt and basic completeness.
• Detailed Analysis (310 days): Verification of account alignment with accounting policies, numbering conventions, and reporting requirements.
• Approval Decision (1015 days): Final signoff by CFO or delegated authority.
• Account Creation (1520 days): Finance configures the new GL account in FAMIS and notifies the requester.

Requests that lack required documentation may be returned for clarification, extending the timeline. For urgent needs (e.g., grant start dates), include a Urgency Request note; Finance will prioritize but cannot guarantee expedited processing beyond existing policy limits.

FAQs

Can I reuse an existing account instead of creating a new one?

Only if the existing accounts purpose, fund source, and reporting line match the new requirement. Finance will advise if consolidation is possible.

What if my request is denied?

You will receive a written explanation. You may revise the request, provide additional justification, or appeal to the CFOs office per district policy.

Will creating a new GL account affect my departments budget?

No. The new account is a tracking mechanism; it does not change the total budgeted amount unless additional funding is approved.

Who can edit or delete a GL account once created?

Only Finance staff with appropriate system privileges can modify GL structures. Any changes require documented approval.