Changes in Finance

The streamlined financial structure transforms the accounting structure and provides easy-to-use account numbers to manage travel, purchases, start-up funds, sponsored program funds, etc.

Informational Documents

Click to view or download the informational single-page documents covering “What’s Changing, What’s Not” and/ or “New Account Numbers and You.”  “What’s Changing, What’s Not”  was first offered during the pause announcements. “New Account Numbers and You” provides some information on what the new account numbers look like and how they will be used in other systems, such as Concur or Ariba. New account numbers will be distributed by business or financial managers to account owners.

What's Changing and What's Not in Finance
"What’s Changing, What’s Not"

“New Account Numbers and You”
“New Account Numbers and You”

Frequently Asked Questions

Account numbers are either orders or WBS elements.

Account numbers are either orders or WBS elements.

The new faculty allocation structure allows the faculty to see all accounts in one view.

  • It also allows the department to identify and segregate resources allocated to faculty for their individual activities.
  • Only allocations that are not considered departmentally managed or owned are incorporated into the faculty structure.

See the chart below as reference.

faculty allocations be organized

Business or financial managers are distributing the new account numbers to account owners.

The account assignment in Concur for travel requests and expense reports have been updated to reflect the new account structure. Similar to today:

  • Type an asterisk (*), followed by the Order or WBS Element number, excluding any leading characters such as ‘F’ or search by text. 

The below screen shot is included in the Create and Submit Travel Requests:

How do I use the new account number in Concur

The (Accounting) Account Assignment section has been updated to reflect the new account structure. Those creating requisitions or assigning cost in Ariba will see the following update:

  1. The account assignment should be either F (Order) or P (Project).
    1. The F is an order number.
    2. The P is a WBS element. WBS elements are used for sponsored program service grants, faculty allocations and construction projects.
  2. Following are screenshots from the Creating Requisitions in Ariba:

Creating Requisitions in Ariba

First, your financial or business manager will walk through account balances and available reporting.

Second, the AIMS (Account Information Management System) or previously recognized as GM AIMS will be updated. The structure will now include both grants and non-grants assignments.

A summary of accounts as well as the ability to dive deeper into individual accounts will be available late July.

Fiscal approval is no longer required on transactions less than $1,000.  This decreases cycle time and speeds up payment processing.

  • Those initiating and processing transactions are responsible for validating the transaction is allowable, allocable and reasonable.
  • Transaction audit reports will be reviewed regularly. 

Fiscal approval changes were announced in Purdue Today  ‘Transform Purdue project to update, streamline, simplify fiscal approval and workflow process’ April 16, 2018 article. 

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