Recharge Centers - Journal Entries
This job aid contains instructions on the setup and transaction processes for Recharge Centers.
Last Revision: November 2020
For a Department to become a Recharge Center, a license must be obtained. To acquire the license, the Department must submit a license application either to SPF (for grant license) or to FR&O (for non-grant license – which should be very rare). Once the Department is granted the license, individuals who will be initiating transactions for that Department must be granted the appropriate page and workflow security.
Refer to the University’s policy for additional information on grant licensed Service Centers and Recharge Centers on the University Policies's website.
Please refer to the charts below for additional instructions on the setup and transaction processes for Recharge Centers:
Set Up
- Step
- Application: apply for the Recharge Center license for your Department. *grant license or non-grant license
- Grant License
- Submit application to Sponsored Projects Finance [email protected]
- Non-Grant License
- Submit e-mail request to the Controller’s Office – these requests should be rare. To do so, please submit an incident to the Finance Service Center directed to Security Operations.
- Additional Resources
- Application Form for Grant Licensed Recharge Centers: Request via email to: [email protected]
- Step
- Attributes
- Grant License
- Account and Department Attributes updated by FR&O
- Non-Grant License
- Account and Department Attributes updated by FR&O
- Additional Resources
- ChartField Request Form: Columbia Specific, General Ledger, ChartField Request Form, ChartFields
- Step
- Security Setup: request appropriate security role for individual(s) who will initiate transactions for the Recharge Center Department
- Grant License
- Initiator Role: Grant License Initiator Approver Role: Internal Transfer Approver
- Non-Grant License
- Initiator Role: Non-Grant License Initiator Approver Role: Internal Transfer Approver
- Additional Resources
- All security roles must be requested by the user through the Columbia University Financial Systems Security Application which can be found in the Service Catalog of ServiceNow.
Transaction
- Step
- Entering Internal Transfers in ARC
- Grant License
- Internal transfer must be initiated by the person(s) with the Grant License Initiator role
- Non-Grant License
- Internal transfer must be initiated by the person(s) with the Non-Grant License Initiator role
- Additional Resources
- Navigation in ARC: Columbia Specific, General Ledger, Internal Transfer Journal Entry
- Step
- Recharge Center Accounts
- Grant License
- Must use Recharge Center accounts in ALL transaction lines Recharge Center Accounts have been set up in the following series of Accounts: 4xxxx for revenues, 69xxx for recoveries and 6xxxx for expenses
- Non-Grant License
- Must use Recharge Center accounts in ALL transaction lines Recharge Center Accounts have been set up in the following series of Accounts: 4xxxx for revenues, 69xxx for recoveries and 6xxxx for expenses
- Step
- Project
- Grant License
- A separate Project should be set up for each license and the grant license number will be recorded as an attribute of this Project. Only those costs that are associated with this license may be charged to this Project and any recoveries should also be credited to this Project.
- Non-Grant License
- Use of a separate Project to track expenses, recoveries and/or revenues is recommended, but not required.