Part III - UNM Finance: Practical Applications

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Standard Accounting Resource Manual (SARM)

MSC 0000 00
1 University of New Mexico
Albuquerque, NM 87131

Terminating an Index

Subject: Terminating an Index

Best Practice suggests that unrestricted indices are reviewed periodically in order to evaluate if the index is needed for future use.  There are a number of reasons to discontinue the use of an index, such as assignment to a faculty member who has separated employment or moved to another department or division.  Unused unrestricted indices should be terminated in order to minimize mispostings.

Prior to requesting that an index be terminated, department personnel should:

  1. Verify that the index does not have a budget in the current fiscal year
  2. Verify that the index has a zero balance
  3. Verify that the index does not have any payroll or other encumbrances

MECHANICS OF TERMINATIONG AN INDEX:

Sign into My UNM

Select the following:

Employee Life tab (top)

Electronic Forms (on right under Banner Resources)

UNM Banner Finance Chart of Account Requests Application

At this point you will be asked to sign in.  Do so.

Select “COA Request” (gray button)

Under Term Requests select “Term Index” (gray button)

Input index number in “Input an Index” field, then tab.  The other fields will self-populate.

Under “Requestor Comments” explain why this index is being terminated.  For example: “no longer needed.”

SUBMITTING AN INDEX FOR TERMINATION:

Select the gray “Submit Request” button.  During this part of the process the index is confirmed as a valid index that is not currently terminated.  If the request does not pass these checks, you are not able to submit the request. 

Once submitted the request goes through a more complex validation process. 

Please note that the second check is more elaborate.  FSM runs this query, and checks a lot of things for you that you would have difficulty checking in advance.  If any of the checks are failed, FSM emails a report to you, detailing what is preventing index termination.  You must remedy the issue(s) and resubmit the index for termination.  The more common reasons an index may fail this check are:

1) The index is an over expenditure index for a restricted index.  The restricted index which is using the index you wish to terminate as an over expenditure index will be listed in the report. 

SOLUTION: Go to FTMACCI and look up the grant.  Go to FRAGRNT, look up the fiscal monitor, and request that they either change the over expenditure index to one not being terminated or (if the restricted index is no longer active) remove the index.  They will use form FTMFATA to do this.

2) Encumbrances still exist on the index, even if the amount is zero. 

SOLUTION: The offending purchase order must be closed.  Use form FGIOENC to find the encumbrance numbers open on your index.  Then go to My UNM, select Electronic Forms.  Select the PO/PR Change Order Request form.  Fill it out, requesting termination of the PO.

3) Activity (budget, income, expense, transfers) still exists on the index.

SOLUTION: Move the activity to another index.  Journal vouchers can be used to move most activity.  PHAREDS must be used to move payroll activity.  Each expense account must have a zero balance.  Each income account must have a zero balance.  Transfer and reserve accounts must have a net zero balance.  Each budget account must have a zero balance.  Move all current year budget, revenue, expense and transfers off the index to be terminated.

4) The index is associated with an active detail code

SOLUTION: If the detail code begins with a “Y”, contact HSC Unrestricted Accounting.  If the detail code begins with an “N”, contact Main Campus Unrestricted accounting.  Otherwise, contact the Bursar’s office.  This core office must deactivate the detail code before the index can be terminated.

When the index passes this fail check query, it is terminated.  You will see the termination in the “User Options” area, or in FTMACCI when you query the index. 

TO VIEW THE STATUS OF YOUR CURRENT REQUESTS:

Under the COA gray button is a “User Options” gray button.  Select the “User Options” button to view the status of your current requests.