Impact of New Chart of Accounts

Queen's launched a new Chart of Accounts on November 30th, which will improve consistency and access to information across the University. With more information, they will also be longer than the codes used in the past. All forms that require account information have therefore been redesigned to accommodate the new Chart of Accounts. To learn more, please visit:

• Understanding the New Chart of Accounts
• Looking Up Your New Accounts
• Looking Up Account ID Codes

Forms Redesign

Each of the new Finance forms has been completely redesigned and rebuilt. The final number of new forms totals approximately half the number of Finance forms formerly in use. The reduction in number is largely due to the streamlining of multiple cheque requisition and travel expense forms into one each.

As these forms start to be used, it is anticipated that some revisions will be required during the transition process. Therefore, please check this page to ensure that you are using the most current version of any given form. The revision date is included in the table, in the file name for the form, and in the footer of each form.

Printing Forms

In order to be environmentally friendly, the forms have been designed so that by default, neither the Instructions nor the Submission Methods will print. However, checkboxes have been built into each form to allow either or both of these sections to print if desired.

As well, in April 2010, the "look and feel" of the forms was updated to remove the black heading bars to save toner.

In order to accommodate the required information, three of the forms have been designed in landscape mode and therefore can only be printed in landscape mode:

• General Ledger - Journal Entry
• Deposit Transmittal
• Travel Expense/Advance

Adobe Reader

All of the new forms are accessed and filled out using Adobe Reader, and they have been constructed to allow users to save and/or reuse partially or fully completed forms. Please note that you must have the most current version of Adobe Reader installed to use these forms.

Note: The  icon is for forms that are new or have been updated within the past month.

Form #	Form Name	Replaces ...
FIN-FRM-001	General Ledger (GL) - Journal Entry (2011-03-24)	Journal Entry
FIN-FRM-002	Chartfield Request (2011-03-24)	Request to Establish a New Restricted Endowment Account Request to Establish a New Account (Non-Endowment)
FIN-FRM-003 FIN-FRM-010	Cheque Requisition (GST/PST) (2010-09-07) Cheque Requisition (HST) (2011-08-03)	Cheque Requisition - Regular Supplier Cheque Requisition - Independent Contractor Cheque Requisition - Travel Agent Cheque Requisition - Entertainment Cheque Requisition - All Others Certification for Missing Receipts
FIN-FRM-004	Stop Payment Request (2011-03-24)	N/A (new form)
FIN-FRM-005	Deposit Transmittal (2011-03-24)	Deposit Transmittal
FIN-FRM-006	Travel Expense/Advance (travel prior to April 1/12)  (2011-05-10)	Travel prior to April 1/12 Cheque Requisition - Travel Advance Travel Expense (Domestic) Travel Expense (International) Certification for Missing Receipts
FIN-FRM-006	Travel Expense/Advance (travel after March 31/12)  (2012-04-01)	Travel after March 31/12 Cheque Requisition - Travel Advance Travel Expense (Domestic)  Travel Expense (international) Certification for Missing Receipts
FIN-FRM-006A	Travel Policy Exception (2012-05-22)	N/A (new form)
FIN-FRM-007A	PeopleSoft Finance Security Access Request (2009-07-21)	Request for Access to General Ledger Accounts (Request to Access FINS, BI and DIDE)
FIN-FRM-008	Account Signing Authority (2011-07-04)	Electronic Signing Authority
FIN-FRM-009	Request to Transfer Funds to Endowment Capital (2012-04-05)	N/A (new form)
FIN-FRM-301	Funding for CFI Research Projects (2011-03-28)	N/A (new form)
FIN-FRM-302	Request for Forward Exchange Contract (2011-03-28)	N/A (new form)

 

Salary Requests

If you need salary information added to the mapping table, please fill out the Salary Requests Template and return it by email to: finance@queensu.ca.

Strategic Procurement Services (SPS) Forms

Two Procurement Card forms have been updated to accommodate the new Chart of Accounts, and a new SPS form (Supplier Request) has been created to use with the new administrative system. Changes have also been recently made to the "Exception To the Procurement Policy Request" form (previously known as "Single or Sole Source Certification"). All of these forms (see list below) are available from the Strategic Procurement Services site.

• P0001 - Exception To the Procurement Policy Request
• P0002 - Procurement Card Application
• P0003 - Procurement Credit Card Pickup Form
• P0004 - Procurement Card Change Request
• P0005 - Supplier Request (new form)

Human Resource Forms

Six Pension and Insurance forms that used to be available on the Financial Services website are now available on the Human Resources website:

• Beneficiaries Under the Pension Plan (Cover Letter)
• Waiver of Pre-Retirement Death Benefit
• Beneficiary Change - Pension Plan
• Beneficiaries - Life Insurance (Cover Letter)
• Beneficiary Change - Life Insurance
• Beneficiary Change - Optional Life Insurance

Six other Human Resources forms are being revised to accommodate the new Chart of Accounts. The updated versions of these forms will be available on the Human Resources website as of November 23rd:

• Employment Requisition Form (Blue Sheet)
• Term Adjunct Appointment Data Sheet
• Health Sciences Academic Appointment Data Sheet
• Academic Appointment Data Sheet
• Academic Related Appointment Data Sheet
• Research, Grants & Contracts Salary Form

Other finance-related forms are available on the Human Resources website:

• Salary requisitions
• Student contracts