Rev 04/08
AS458, “REQUEST FOR PROJECT NUMBER”
INFORMATION SHEET
Purpose
The project number is a five digit number used to identify a specific activity or group of activities to be accounted
for as a unit. These activities may span multiple accounts or be designated for one account only. Project
numbers are assigned consecutively by Accounting Services, and carry forward balances across fiscal years. At
present, project numbers can be used on deposit transmittals, accounts payable, and journal vouchers. The HRM
system has not yet been modified to use project numbers for payroll purposes.
Setup
The department requests a new project number from Accounting Services by completing Form AS458, “Request
for Project Number”. The department designates the proposed project name, the accounts which are approved
for use with the project number, and the span of time the project is expected to be active. Accounting Services
will notify the department contact when the project number has been assigned. Normal processing time is within
a few days after receipt of the request in Accounting Services.
Reporting
When a transaction is processed using the project number, the GLS system performs an edit for the
account/project number compatibility and the date of use. Each month, transactions associated with project
numbers are reflected on separate account ledgers. Also, a monthly project ledger is generated which groups all
of the project number activity together across all approved accounts.
Project Number Status
A new project number will be given an “active” status. Once a project number has reached its end date
(designated by department) the system will assign it an “expired” status. Transactions will not be processed on
“expired” numbers, and the edit will give an error message. If a project number needs to be extended, the
department should send a memo to request a new end date, and the project can be activated once again. After a
project number has been “expired” for an entire fiscal year, the system will assign it a “deactivated” status.
Changes in Account/Project Number Compatibility
To expand or modify an existing project numbers set of valid accounts, send a memo to Accounting Services.
Please do NOT send another AS458, since duplicate project numbers are likely to be set up. Any changes to
project numbers can be submitted by memo.
