• Financial Regulations
• Finance Processes
  • Forms
  • Assets
  • Cash Handling and Banking
  • Financial Assurance
  • Financial Planning and Reporting
    • Managing budgets, forecasts and reporting
    • Month-end tools
    • Maintaining the Chart of Accounts
      • Organisational restructures
      • Need for new department code
      • Documents, forms and reports
    • Accruals accounting
    • Reports Library
    • John Fell OUP Research Fund
    • Trust funds
    • Reports Working Group
    • General Ledger Working Group
    • Year end
    • Business Intelligence
  • Internal trade
  • Inventory
  • Payments
  • Payroll
  • Projects
  • Purchasing
  • Research
  • Sales
  • Subsidiary Companies
  • Taxation
  • TRAC
  • Treasury
• Oracle Financials
• Expenses and Advances
• Training and Learning
• Insurance
• Pensions
• Communications
• A-Z
• Contact us

Need for New Department Code

1. Initiate new code

The organisational structure is circulated annually to divisions by the Planning and Resource Allocation Section (PRAS), with a request for details of any amendments that may be required. Proposed amendments are discussed by PRAS with relevant divisional officers, before the finalised version is published on the web.

Requests to add a new unit to the organisational structure can be made by completing the New Unit form (41kb), and submitting it to PRAS.

2. Agree new code

Where a new code is approved, it will be generated by the committee (unless documented as part of the request where a specific coding is required). Once agreed, the new code is communicated to all Finance Division Process Owners and to the relevant department. The new default code is then set up in Oracle Financials (GL) by the Head of Financial Reporting.

3. Complete Oracle Financials set up

A New Department (1,453kb) form must be completed by the new department to collect all relevant information required, including module responsibilities, cost centre details etc. This form should be completed and submitted to the Financial System Management Team (fsm@admin.ox.ac.uk) including the associated forms:

• New Cost Centre (242kb) (the FSM team can help you set up the standard set of Cost Centres needed for a new department)
• New Location Code (145kb) (if relevant)
• Change User (257kb) / Multiple Changes to Multiple Users (426kb) / Same Change to Multiple Users (147kb) (as appropriate)
• New User (217kb)
• Enable & Set up: Internal Trade (123kb) (if relevant)

The FSM team will liaise with BSP as required and you will be notified once the set up is completed.

Note: It is important to ensure that the appropriate signatory details are communicated to the Finance Division in support of the new set up.

Contact details

For further information, please contact:
Finance Systems Manager (University access only)
Telephone: 01865 (6) 16052
Head of Financial Reporting (University access only)
Telephone: 01865 (6) 16084

• Back to top
• Recommend this page