Program 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 Program.
- Affirm that any payroll paid against a ShortCode that contains this Program has been moved to another ShortCode.
- Affirm that all outstanding accounts payable amounts that contain this Program 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 Program.
- Notify service units of either a change in chartfields/ShortCode or cancellation of service, which ever is appropriate.
Financial Reports Responsibilities
- The request to inactivate a Program must be made using the "Request for New or Change in Existing Program" form.
- Confirm that the department is aware of their responsibilities as noted above.
- Confirm that no other organization is using this Program. If the Program is in use by another organization, it cannot be inactivated. It is not appropriate to request the other organization(s) to cease activity on the Program. However, if ShortCodes exist that map to the Program that cannot be inactivated, the department should still be allowed to terminate the legacy account (ShortCode) to represent their intent not to use this Program in relation to their organization.
- Confirm that the Program has a zero balance for all relevant chartfield combinations.
- For balance sheet accounts, with the exception of institutional and balancing cash (the two should net zero), the Program must have a zero balance on each account for each chartfield combination.
- Current year revenues and expenses should net to zero for each chartfield combination that the Program has been a part of.
- After the zero balances have been confirmed, the Program should be inactivated and the department notified within five (5) business days. The Program will be inactivated effective the first day of the next month as a new effective dated row.
- Review inactive Programs (on a monthly basis) to ensure that no inactive Program has a carrying balance.
- Coordinate and communicate Financial Operations general policy and procedures for inactivating Programs, as they are further developed and/or modified.