2.4. Establishing an Index

Definition

Index: Also known as a subsidiary account which may be one of several accounts, which make up a larger or main account. The purpose of an index is to keep records in greater detail than is possible on the General Ledger’s master (or main) accounts.

Procedure

To have a new non-research Index established, do the following:

1. Prepare a written request, approved and signed by the department chair/ director. Include the following information in the request:

1. The source and amount of funding.
2. A budget for expenditures.
3. The time period for the project.
4. The name of the financial manager.
5. The letter or other documentation from the sponsor (or other provider of funds) which prompted the establishment of the account, if available.
6. Additional information as necessary.

2. Forward the memo to the controller.

The controller or the responsible accountant in Accounting Services will notify the financial manager of the number assigned to the new account.