Department ID Add Request (aka Edit Request)
Guidance for CALS Departments
Department ID adds are when one department requests to have their department ID (formerly known as UDDS) added to a project not belonging to their department or division. Additions are needed when shared edit information was not provided at the time of award and during the award set up stage. Edits are added to allow ease of purchasing and payroll processes when collaborations exist between principle investigators working in different departments and colleges. An edit add is not the same as requesting a subproject ID.
Even though edits are granted to another area, the award department is responsible for the entire award. The award department must work with the other department and create a management plan/business practices to ensure purchases are being documented, tracked, and reconciled. The department provided edits must provide the award department with copies of purchasing card receipts, requisitions, internal services, direct payments, and payment to individuals documentation.
F&A note, if the project charges F&A, F&A follows the department ID. Any possible return amounts will be based on department ID expenditures. This means F&A return calculations amounts will not go to the prime department as originally anticipated.
There is no formal campus or division process and the request can be accomplished via email.
What is needed:
- A request from either the award department or the department being added.
- Approval from both departments
- If another college or center edit/department ID is being added, approval from their Dean’s office as well as from a CALS Business Services representative.
Once all approvals are gathered, the CALS Business Services Accountant will send project and Dept. ID information to the assigned Research and Sponsored Program Office representative to add the edits the Shared Financial System (SFS).