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 incorrect postings.

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
  4. Verify individual submitting index request has the Department Chart of Account Requester BAR role.

MECHANICS OF TERMINATIONG AN INDEX:

Sign into my.unm.edu.

Be sure you are on the Employee Life tab. This information is located in the upper left corner of the page.

Select Index Termination Application from the UNM Business Applications menu along the right side of the page.

Enter the index you are requesting to terminate and complete the form.

SUBMITTING AN INDEX FOR TERMINATION:

 Enter the index you want to terminate in the search bar. The system will first confirm that the index is valid and currently active. If no index is returned, the index entered is not a valid active index. If the index has open items that must be resolved before termination, they will display on the right side of the screen. You may click "Email Me Pending Items" to receive a list of those items.

If the index is eligible to be terminated, you may add comments before sending the request through approvals (if necessary) and click "Submit Request" button. If the request requires approvals, you may click "My Pending Requests" button to view its current approval status and to see which queue it is in. You may also click "My Completed Requests" button to view a log of fully completed index termination requests.

If the index does not require approvals and has no open items, it will be terminated upon submission and you will receive a confirmation email.

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 the Shopping home page of LoboMart and select the Change Order Request form in the "Internal Forms" section of the page..  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.