If you are setting up a PI chart string or any chart string that belongs specifically to a faculty member please use their Employee ID in the manager field so that they can view the chart string in the research portal.
The fund type must match the fund attribute - even if you are setting up a discretionary string (i.e., PI string) a 172 should have a project type of self-supporting (SSUP).
Choose the correct attributes - all projects need FUND, CLASS and a purpose matching the type of string (gifts use GIFT_Purpose, endowments use END_purpose, all others use Current_purpose).
The class should align with the activity supported on the project.
The description must be unique so be specific. (i.e., Dr. Smith PI rather than Chair PI).
Questions & Attachments
Reason for request (question #1) should be more detailed than “to capture Dr. Smith’s revenue and expense”, a better description includes type of revenue and expense (i.e., string for new PI Dr. Smith’s non-sponsored research expenses, professional development, travel and clinical trial close-out revenue).
Funding source for question #2
If funding is from another department or an affiliate please attach an email from them indicating their support.
If it is a small amount from within your department just answer the question, no email required.
If it is a large amount from within the department include documentation (i.e., offer letter, feel free to redact all sensitive areas of the letter).
If it is a Dean’s commitment or NMCAT funds just indicate that, we can verify.
If this is a grant or subcontract –
If this is an internal award from Northwestern please attach email.
If this is from an affiliate or another source please include an email from OSR indicating that it shouldn’t be set up as a sponsored project.
Always include signed contract or whatever documentation that you have.
If you are submitting a gift request
Include June Ulrey’s email address (firstname.lastname@example.org) in the list of those to be notified.
Gift transmittal documentation (including check or electronic payment receipt) should be attached.
If you are setting up a 160 –
Include all documentation that you have.
Do not request a chart string until this has been approved by both Cost Studies and FSM.
Most chart strings should include a budget – if you have already budgeted for this new activity on another existing chart string, choose “Orig zero budget” and then do a portal budget journal moving the budget once the chart string is set up. If it hasn’t been budgeted on another chart string complete the budget template available from the Budget and Planning website.
Always mark that the budget is “Recurring” on the budget template.
Complete Fund, Dept., Account, and Increase/Decrease Amount columns. Do not complete Current Budget or Revised Budget columns.
Do not include cents on budget – round to nearest dollar.
Check that the correct account is used, budget only accounts are not used on non-sponsored chart strings (e.g., 70000).
Check that the correct fringe benefit rate is used when budgeting salaries.
Both expense and revenue on the budget worksheet must be completed, and must equal each other.