Overview
Submit a Ticket to Budget & Finance to request inactivation of unneeded balance sheet accounts.
Essential Information
Account owners may identify accounts under their purview that are no longer needed and can be inactivated. Additionally, account owners may identify opportunities to consolidate activity to fewer accounts, which may allow for account inactivation. In some cases, an account may be identified that has no balance and has not had activity for an extended period of time. This may prompt an account owner to review the need for the account. Additionally, an account may no longer be needed due to a change in processes or circumstances. An example is if an account is tied to a specific bank account and the bank account is closed. Note the following procedures that an account owner can take to inactivate an account:
Next Steps
- Go to https://bah.ucsd.edu/financial/index.html
- Search for Internal Controls and Accounting Dashboard
- Select GL Period Net Activity Balance By Fiscal Year from the list of reports.
- Click Select all to select all entities. Click Finish.
5. Where it shows “HTML”, click and select “Excel” to download the file.
6. In the downloaded report, identify the accounts that are owned by your area.
(If an account shows a blank cell under a fiscal year, that indicates there was no activity. If it shows a zero, it indicates that there was activity, but that it netted to zero. If the cell shows an amount, that is the net total activity. This report does not include account balances.)
7. To determine the current balance of the account, run the General Ledger Transaction Details report in the Internal Controls and Accounting Dashboard of the Business Analytics Hub.
8. Select the accounting period and the account and click Apply.
9. Export the Report.
10. If the account is no longer needed, but has a balance, move the balance out prior to requesting inactivation.
11. Obtain approval to inactivate from the appropriate financial officer / VC office, e.g. an email reply approving inactivation.
12. Submit a Service Now ticket to request inactivation. Select Budget & Finance, then Get Help.
13. In the drop down options, select the following:
-Ask a Question or Make a Request
-Financial Accounting, Chart of Accounts
-Chart of Accounts Inquiries
-Complete the Subject and Description and upload attachments including the reports mentioned above and emails showing approval to inactivate.
-Click Submit.
Questions?
If you need any additional assistance, please Submit a Ticket