Request a Multi-Year Event Fund Setup

To request a multi-year event fund setup, please email the following information to UAF-Budget@alaska.edu:

Proposal # generated from FRAPROP
Complete the “Main” and “Personnel” tabs of the FRAPROP* Banner form, specify the PI code (generally a Dean, Director, or Program Manager), and the fiscal contact.

Scope of Work
Include the proposal #, a brief description of the event, and the event start and end dates.

Period of Performance
Include the proposal # and the requested start and end dates of the “grant” in Banner. This period may be substantially greater than the event itself, but should not include an end date more than 90 days following the conclusion of the event. The submitter may integrate this information in to the scope of work if cited clearly.

Budget
Include the proposal # and the full financial summary of the event (in tabular format). Specify requested expenditure and revenue budget by major category and org code. The event’s budget must balance revenue-to-expenditure. The submitter may integrate this information in to the scope of work if cited clearly.

Budget Justification
Include the proposal # and the full financial details of the event (in discussion format). Specify the event’s expected expenditure and revenue activity by expense/revenue type and quantity. For example, “catering expenses for fifty participants at $100 each,” or, “revenue from fifty participants at $200 each.” 

* For assistance with FRAPROP entry, scope of work, or budget preparation please see OSP's Proposal Preparation webpage for general guidelines usable with multi-year event fund setups. NOTE: Just as with OGCA, OSP is not involved in the setup of these fund types unless it involves a grant or contract.

 

OFA will review the proposal and, if approved as a multi-year event fund type, will generate both a grant number (in the format of “E00001001”) and a fund number for the event. OFA will assign unrestricted fund numbers in the range of 151000-151999 and restricted fund numbers in the range of 390000-390999. The fund number will include the following attributes:

  • Fund Type – FM (unrestricted) or F2 (restricted)
  • Predecessor fund – FDUCON (unrestricted) or FMUCON (restricted)
  • Bank – FC
  • Bank Receipt Bank Code – FD

The Financial Manager will be responsible for fund oversight and closeout (per UA AAM A-24) within ninety (90) days of the fund termination date. OFA will run quarterly reports to identify funds nearing or exceeding their end dates and communicate closeout requirements to the Financial Manager as well as extend the fund when warranted.

What if an event does not qualify?

Other Event Tracking Options – If OFA determines an event does not meet the requirements set forth above to qualify as a multi-year event fund type, the department can still track these events through other means. Unique org code identifiers (typically Public Service, or PS program type) and/or activity codes can be very useful for this activity. Please contact OFA for assistance with setting up and deploying either or both of these options.