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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) 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 the GL will no longer accept charges posted to that 33-digit string.
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.
All disabling of Chart of Account values is performed by the Office for Sponsored Research (OSR).
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 three of the following criteria are met:
- The project end date/budget end date has expired and no extension is anticipated.
- Revenues equal expenditures.
- All reports have been submitted and the final figure equals expenditures.
For more information, please see Monitoring the Subactivity Disabling Process.
Monitoring the Subactivity Disabling Process
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) 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 the GL will no longer accept charges posted to that 33-digit string.
OSR must ensure that all segments marked for disabling are effectively disabled by Applications Administration (App Admin).
There are two verification steps in the process:
- OSR performs an internal check on the 25th day of each month and on the 2nd day of each month, before a file is produced and sent to App Admin. Find out more about the OSR internal check.
- App Admin performs a check of their own prior to disabling. They notify OSR (see Contacts) by e-mail if they reject any value. Find out more about the Applications Administration check.
A pre-validation file called "Coa_toAdapt_OsrRpt_Dis.doc" is produced twice a month (on the 25th preceding the close and on the 2nd, the day the file is sent to App Admin) listing all the segments marked for disabling. The report may include an error code. The absence of an error code indicates that the value will be sent to App Admin in the next feed. The presence of an error code indicates that the value no longer meets the requirements for disabling, thus the value will not be sent to App Admin.
Action plan:
The values not ready to be disabled must be cleaned up by an OSR Financial Analyst (SRFA). Each SRFA should run a Period Expenses Report (PER) for the rejected value only.Example:
The rejected value is subactivity 0404 (264082^Y4,). The SRFA should run a PER on Activity 264082, Subactivity 0404, ALL Tubs, ALL Orgs, ALL Funds, and ALL Roots.If the value was rejected by HURIS, the PER must not balance to $0.00. The SRFA and the department must work together to clean up this account.
No further action is necessary. Once the account is cleaned up, it will be automatically picked up in the next feed.
Applications Administration Check
After App Admin disables CoA values on each close, a reconciliation report called "Recon_Update_Dis_0000.doc" is produced. The first section of the report lists the values rejected by App Admin. All values rejected by App Admin will be manually updated to "D3."
Action plan:
The OSR Financial Analyst (SRFA) must determine the cause of the rejection and rectify the problem.The SRFA must run a Summary Actuals Report to determine the source of the problem.
Once the problem is corrected, a request must be sent by the SRFA to update the status of the Chart segment back to "D1" for disabling. The SRFA must attach a copy of the Summary Actuals Report and the latest Period Expenses Report as evidence that the problem was corrected.
Note the Summary Actuals Report parameters selected:
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