Disabling is the technical process of no longer allowing charges to post to a 33-digit string. Sponsored business owners have defined the business process of disabling a sponsored account when the account is fully reconciled (Expenses + Income = zero and expenses =Final Figure) and all outstanding reports have been filed. At this point, the account is flagged in the system to be disabled in the general ledger and GMAS. The GL will no longer accept charges posted to that 33-digit string if the account is disabled.

When an award is terminated, the Chart of Account (CoA) values assigned to that award must be disabled or inactivated to reject subsequent accounting transactions.

In order to provide meaningful data in GMAS and CREW reports, it is important that OSP and the department work together to reconcile accounts and regularly close out those project segments that have ended.

All sponsored chart of account values should be disabled or inactivated within 120 days after the project end date. This disabling can take place when all five of the following criteria are met:

• The project end date/budget end date has expired (by at least 90 days)
• A final figure has been entered
• The sum of revenues and expenditures equal zero
• All reports have been submitted
• There are no open segment revisions

Disabling Sponsored Accounts: High Level Summary

Once a final figure has been entered and an account is reconciled, Subactivity/Activity combinations will automatically disable. After all accounts in a segment are disabled, then the segment will be manually closed. Funds values are automatically sent to disable following the segment disabling. Currently, Activity values do not disable in GMAS.

COA Sponsored Accounts Disabling Order:

• Subactivity
• Segment
• Fund

The Subactivity Disabling Process
Every month GMAS performs a query against the sponsored account data base. The query returns accounts whose "account end date" is more than 90 days old, the account status is not "closed" and a final figure has been entered (0.00 is an acceptable final figure).

This process occurs on the 4th of every month. Accounts that satisfy the subactivity disabling criteria are then disabled by 10th of that month.

The Segment Disabling Process
A list of segments with no active accounts is distributed to your OSP financial analyst quarterly. All segments with no active accounts are manually closed by the 2nd month of that quarter.

The Fund Disabling Process
Funds are sent to automatically disable the third month of each quarter, after the segment has been closed.

DISABLING FAQ's

• How can I tell if my account is disabled?
  • Navigate to the segment home page, select accounts and the account status is the second to last column on the right. If the account is disabled then the status will read 'Closed'.
• What are the different GL statuses in GMAS and what do they mean?
  • Active: can transact to the GL
  • Closed: can no longer transact to the GL
  • Validated: account has been set up in GMAS, is in the process of being authorized by CSMA and will be active within a matter of hours. GMAS send Chart of Account values to the GL 4 times daily.
  • Under Development: account set up still in process. Most Under Development accounts are "shells" created for pending subagreements.
  • At Risk: sponsor agreement has not been finalized. Department may spend on these accounts, but will assume financial responsibility per the fully signed At-risk Account Request Form if the award is not fully executed.
• My account is over 90 days old and is still open! How can I figure out why?
  • Link to Judy's disabling trouble shooting document: NEED DOCUMENT
• Do activity values disable in GMAS?
  • No.