FAI is responsible for the approval and set up of new foundation accounts in FINANCIALS and in the ADVANCE System. (The ADVANCE System is a donor database maintained by University Advancement Services).  FAI strives to set up new accounts as quickly as possible after receipt of the request.  Requests are normally set up within 24-48 hours, depending on the time of the day the request is received, assuming all information needed to establish the request in both the Financials system and the ADVANCE system has been provided. 

With the upgrade of the Financials system to version 9.1 (effective 3/26/2012) requests should now be submitted via the Chartfield Request System (accessible through MyPack Portal).  This system will automatically capture the information needed to establish the fund in both the Financials system as well as the ADVANCE system.  The routing process for these requests is as follows:

College Initiator --> College Approver --> Adv. Services --> FAI (two levels)

In order to obtain access to the Chartfield Request system you must have gone through the appropriate training.  If you need access and training please contact Mike Dickerson at madicker@ncsu.edu. 

Specific instructions for the Chartfield Request System are located at: click here

Prior to the implementation of the new Chartfield Request system, requests were initiated via the New Fund Request Form.  Instructions for the use of those forms, which will be discontinued in the fairly near future, are noted below:

New Fund Request form [MS Excel] (click to see the Instructions for the New Fund Request form [MS Word]).  Review and approval of the New Fund Request form ensures that all information required for set up of a new account in FINANCIALS and ADVANCE has been provided. Required file documentation includes endowment agreements, exemption justification, etc. and that the account is an appropriate foundation fund.   Procedures include:

1. The New Fund Request Form is completed by the development officer, development office staff or other campus personnel according to instructions on the back of the form. If persons other than college-level development office personnel initiate the New Fund Request, it should first be routed to the development office for review and approval.

2. After the development officer has reviewed and approved the form, it should be sent to Advancement Services for review, signature and forwarding to FAI.

3. FAI staff reviews and approves forms on a daily basis and follows up on all documentation or information, which is missing or unclear.

4. After approval, the FAI staff will:

• Set up account in FINANCIALS and ADVANCE

• E-mail account numbers to the development officer after accounts have been assigned.

• Make a copy of approved New Fund Request form for FAI files.

• Mail the original signed copy of the New Fund to the development officer.

5. New Fund Request FAQs