Effective September 24, 2009, Handbook F-8 is revised to include the procedures for closing areas and districts and realigning associated finance numbers.
[Revise title of handbook to read as follows:]
Handbook F-8, General Classifications of Accounts and Finance Numbers
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Introduction to Account Numbers and Other Accounting Codes
Account Numbering System
[Move “How to Find Account Numbers and Descriptions” at the end of the handbook directly under “Notification of Account Changes”.]
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[Revise title of “Other General Ledger Codes” as follows:]
Finance Numbers
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Assignment of Finance Numbers
[Revise to read as follows:]
The manager of Field & International Accounting, Headquarters, is responsible for approving all changes for finance numbers. The Eagan Accounting Service Center (EASC) is responsible for maintaining the Finance Number Control Master (FNCM), which is the central repository of finance numbers.
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Other Codes
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[Add new section after Finance Data Control Codes to read as follows:]
Procedures for Closing Areas and Districts
Closing a District Office
n Customer Service (CS) district finance numbers will be realigned to the gaining area.
n All unallocated plan finance numbers will be realigned to the gaining area if the gaining district already has an active unallocated plan finance number.
n All entities in the closing district will be realigned with the gaining district.
n If a closing district is split between two different districts, the area office will make the determination geographically as to which finance numbers will be realigned to each gaining district.
n If a closing district is split between two different areas, the two gaining areas will make the determination geographically as to which finance numbers will be realigned with each area, and then determine the gaining district within the area it will be assigned.
n Realignment of finance numbers of a closing district to a gaining district may involve creating new MPOO codes and FDC codes to the gaining district’s hierarchy tables in FNCM.
n Bank account numbers and SDOs of the closing district finance numbers may need to be added/changed in FNCM in the gaining district’s attribute tables.
Closing an Area Office
n Area offices that are closing will be realigned to another area office.
n Any finance numbers under the closing area must be realigned to a gaining district, within the gaining area.
Discontinuing Finance Numbers
n Any finance number that is no longer needed in service due to the realignment may be discontinued. Allow at least 30 days to deactivate the finance number to enable any last minute adjustments prior to closure. All deactivated finance numbers must have an active finance number to map the historical data to.
n CS district finance numbers (Admin) that are closing should have all historical data mapped to the gaining area admin finance number.
All realignments for districts and areas must be submitted on a spreadsheet by district/area to Field & International Accounting, Headquarters, with the following information:
n Finance Number.
n Old BA .
n Old PFC.
n Old FDC.
n Old MPOO Code.
n Old Bank Account Number.
n Old SDO.
n New BA.
n New PFC.
n New FDC.
n New MPOO Code.
n New Bank Account Number.
n New SDO.
Information regarding realignment of a district or area must be submitted to Field & International Accounting, Headquarters, no less than 2 months prior to the request of the alignment.
All realignment and discontinuance of finance numbers must be submitted to Field & International Accounting, Headquarters, for approval.
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— Field & International Accounting,
Controller, 9-24-09
