An index is a 7-character code used to indicate a specific combination of Fund, Organization, and Program codes (FOP). An index is required when entering any transaction into IFIS. The first 3 characters of an index are your department prefix. You can find your department's indexes in FinancialLink. You can also see a list of index prefixes (PDF).
The first index that points to a specific FOP is the master index.
- When you receive a new sponsored project fund, the Office of Post Award Financial Services (OPAFS) assigns you a master index.
- If you will receive non-sponsored project funds (such as 19900A general fund or 07427A opportunity fund) in an FOP that has not been used before, you must request a master index from General Accounting before you can receive that funding.
You can have more than one index pointing to the same FOP. This way, you can keep track of expenditures for different activities, even if they are on the same FOP. You accomplish this by setting up a subsequent index (index copy).
Inactivating an index
When the activity associated with an index ends, you should cancel or inactivate the index. When you inactivate an index, no more activity can be recorded against it. You can also reactivate a previously inactivated index, if needed.
Early index inactivation
If an index needs to be active for existing transactions, such as payroll or invoice payments, but you want to prevent new transactions on that index, you can set up an early index inactivation date. After the date you choose, the index cannot be used for new payroll distribution lines, new travel transactions, new purchase order entries, or recharges (both online data entry and batch processes). This is useful for managing expenses for sponsored projects when the end date of the contract or grant is near.
If your department receives a permanent budget allocation (e.g., for 19900A general funds or 07427A opportunity funds), the allocation will be received at the beginning of the fiscal year on what is called a budget index. This index is also called the BD index, as the fourth and fifth characters in these indexes are B and D. Each FOP can have only one budget index. If you will be receiving new permanent funding using a previously unused FOP, request a budget index from the Campus Budget Office.
You can change an index title after the index has been set up, if needed.