Chart of Accounts Maintenance Procedures

For Budgeters and Staff

The process to request a new fund, organization, or index code – or to update any of these elements in the
district’s chart of accounts – is as follows:

To initiate your request, contact the appropriate individual:

• Capital Project Funds (incl. Measures E & C): Tonette Torres, x-6148, [email protected]
• Financial Aid Scholarship Funds: Mario Murillo, x-6271, [email protected]
• Foundation Funds: Kathy Nguyen, x-6923, [email protected]

For all other funds:

• Foothill College: Red Lucas, x-7363, [email protected]
• De Anza College: Martin Varela, x-8857, [email protected]
• Central Services: Sirisha Pingali, x-6261, [email protected]

The above individual will work with you and with the respective district accountant responsible for
the related funds to review and approve your request.

For Accountants or Analysts

1.  a) To request a new fund or org code, or to make a change to an existing fund or org code, the
request should include the following:

• Indicate type of request: New, Update or Terminate
• Fund code and description (maximum 35 characters)
• Organization code and description (maximum 35 characters)
• Statement of purpose for the request
• Original requestor’s name, title, department, campus, phone number, and email

     b) To request a new index code, or to make a change to an existing index code, the request should
include the following:

• Index code and description (maximum 35 characters)
• Complete FOP string (Fund, Org, Program)
• Financial manager’s name

    c) To request a new account code, download the Account Code Request Form then complete, and submit to Esperanza Contreras, [email protected] for approval and processing.

2. The accountant or analyst should send these requests via email to Martin Varela, [email protected] and Esperanza Contreras, ContrerasEsperanza@fhda.edu for processing.

3. Martin will update the Chart of Accounts in Banner Finance and will email the appropriate accountant
or analyst that the request has been completed.

4. If a new index code is added, Esperanza Contreras will update the iFOAP search application, and will
communicate to the accountant or analyst upon completion.

5. The campus analysts and Foundation accountant can now proceed with setting up approval queues as
needed.