Department (Organization) Inactivation Process
Departmental Responsibilities
- Ensure that any balance/overdraft on the Statement of Activity is transferred to another set of chartfields.
- Request that the appropriate Financial Operation fund area(s) inactivate or re-map all ShortCodes that include this Org.
- Affirm that any payroll paid against a ShortCode that contains this Org has been moved to another ShortCode.
- Affirming that all outstanding accounts payable amounts that contain this Org have been paid and there are no other pending AP transactions (PO or Non-PO).
- Update default chartfields for any Pcard that defaults to this Org.
- If a higher Org is to be inactivated, all Orgs reporting under it should be relocated to another destination on the UM_ORG_SECURITY tree via the "Request for New or Change in Existing Org Code" form. M-1 forms may need to be submitted to Documentation Library to ensure a consistent level of access after a higher Org has been inactivated.
- Notify service units of either a change in chartfields/ShortCode or cancellation of service, whichever is appropriate.
- Ensuring that any accumulated worklist items have been completely worked.
Financial Reports Responsibilities
- The request to inactivate an Org must be made using the "Request for New or Change in Existing Org Code" form.
- Confirm that the department is aware of their responsibilities as noted above.
- Higher Orgs can only be inactivated once all Orgs reporting under it have relocated to another destination on the UM_ORG_SECURITY tree.
- Confirm that the Org has a zero balance for all chartfield combinations.
- For balance sheet accounts, with the exception of institutional and balancing cash (the two should net zero) and fund balance, the org must have a zero balance on each account for each chartfield combination.
- Current year revenues and expenses combined with fund balance should net to zero for each fund/organization/program/project grant combination. No Org should be inactivated if a program and/or project grant is still carrying an active balance within it.
- After the zero balance has been confirmed, the Org should be inactivated and the department notified within five (5) business days. The Org will be inactivated effective the first day of the next month as a new effective dated row.
- Review inactive Orgs on a monthly basis to ensure that no inactive Org has a carrying balance.
- Coordinate and communicate Financial Operations general policy and procedures for inactivating department (Orgs), as they are further developed and/or modified.