UCSD Blink: How to Inactivate an Index

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Blink Home > Finance > How to Inactivate an Index

How to Inactivate an Index

Summary: When the activity associated with an index ends, you should cancel or inactivate the index to prevent new transactions from being recorded against it. Follow the instructions below to inactivate the index.

Note: All transactions referencing the index must be completed before you inactivate it.

What to do		How to do it
1	Obtain the COA Index Inactivation form.	Print a copy of the Index Inactivation Form.
2	Complete the top section of the form.	Complete the following fields: Index Title Fund In the Inactive Effective Date field, enter a month and year. Note: The earliest possible date you can select is the month following the month in which you submit the form.
3	Complete the Payroll and Other sections of the form.	To successfully complete these sections, you must be able to check No next to each item. For more information, consult your operating ledgers to make sure that no more transactions are pending on the index.
4	Complete the fourth section of the form.	Obtain the signature of the individual in your department who is authorized to approve index inactivations. This person is often the fund manager. Complete the remaining fields in this section.
5	Submit the form.	Keep a copy of the Index Inactivation request for your records. If the index is a budget index (fourth and fifth characters of index are B and D), send the complete, approved request to the Campus Budget Office (CBO), Mail Code 0936. After CBO approval, CBO will forward the request to General Accounting for inactivation in IFIS. If the index is associated with an OPAFS fund, send the complete, approved request to OPAFS, Mail Code 0954. If the index is associated with a General Accounting fund, send the complete, approved request to General Accounting, Mail Code 0953. If the index is associated with a Disbursements fund, send the complete, approved request to Disbursements, Attention: Robin Posner, Mail Code 0955.