OHSU

Internal Billing How Do I...?

Q: What’s a FAID?

FAID = Fiscal Authority ID number. A FAID is a code acts as the electronic authorization for internal transactions that go through the Internal Billing System (IBS). The FAID number is used in conjunction with an account or alias to verify the purchaser has obtained fiscal authority before making a purchase. 

 

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Q: How is the FAID determined?

The FAID number is 8 digits. The first four digits are alpha characters and represent a department using a department code. The last 4 digits are numeric and randomly generated. IBS Administration assigns all FAIDs.  

 

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Q: Is Fiscal Authority assigned at the ORG level?

Yes. The IBS hierarchy follows the OHSU Purchasing hierarchy, which is ORG based. This means a person will have access to all Funds, Missions, Objects, Programs, Providers, and Locations. Projects are also tied to ORGs in the Grants system, which map to a FOMOPPL ORG. If an ORG has multiple Projects, access will be granted to all Projects under one ORG.  

 

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Q: Does the FAID replace the account or customer name?

No. A customer provides the FAID in addition to providing the account to charge and the customer name. The IBS reports (IBS Account Activity and Project Activity), will reflect the he customer name and the Fiscal Authority name.

 

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Q: Who do I contact if the first 4 digits of my FAID are incorrect?

Please contact IBS Administration and it can be corrected immediately.

 

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Q: I can’t find my department code on the list.

Please contact IBS Administration and they will either help find a suitable department or create a new department code to meet your needs.

 

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Q: How do I delegate my FAID?

Individuals with fiscal authority may delegate the FAID in a few ways:

  1. Provide the user with your FAID.
  2. Request a FAID for a specific person (Please complete the FAID request form.)
  3. Request additional FAIDs for yourself that you keep track of and pass out for specific people or purposes.

 

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Q: I requested an FAID for someone below me, why can’t I have their FAID number?

The FAID is to be used at the discretion of the owner. We are delegating authority to that person and that person will be responsible for charges with their FAID number, therefore, CFS cannot give that information out to anyone but the person assigned a FAID.

 

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Q: What’s the purpose of the Department Code (first 4 digits)?

The purpose is to help service centers identify where the FAID came from. Most service centers use customer name and number to identify the person that placed the order. If they are unable to contact that person, the department code on the FAID helps to provide a department to contact.

 

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Q: I’ve lost my FAID / My FAID has been misused.

IBS Administration can assign a new number at any time. Please contact IBS Administration for a new number.

 

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Q: I haven’t received my FAID.

You automatically receive an FAID if you are in the Oracle Purchasing Hierarchy. If you are listed in the hierarchy and have not received your FAID, please contact IBS Administration.

 

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Q: How do I get a FAID if I don’t have Fiscal Authority?

Someone with Fiscal Authority may request a FAID for you by completing the FAID request form.

 

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Q: Why are some service centers exempt?

Service centers may be exempt from taking the FAID if they meet the fiscal policy by some other means. They either obtain fiscal authority via a form with signature, or the Comptroller may also exempt a service center.

 

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Q: I have a service center, how do I request exemption?

Complete the FAID Exemption Request form and send the form to IBS Administration. It will be reviewed by CFS and the Internal Auditor.

 

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Q: Why doesn’t the FAID number show on my reports?

We have limited security on our reports and this number may be viewed by anyone, so we have opted to only include the name of the fiscal authority. The FAID may be obtained by the fiscal authority from the service center.


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