Use this step-by-step guide to expire an account
Each step must be completed before beginning the next step.
*KFS = Kuali Financial System
Prepare an Account for Expiration
Step A: Things to Remember
Once an account is expired, the account number cannot be used on any document in KFS or on a Procurement Card or AggieTravel or AggieBuy. This means, for example, that you will have difficulty paying for unpaid purchases. You will also be unable to go back and balance the account by moving expenses or appropriations.
All recharges fed into the General Ledger for expired accounts will be accepted through the end of the current fiscal period. After that time, these charges will post to the continuation account.
If you realize an account has expired and one or more of these steps has been missed, you will need to reactivate the account by removing the expiration date.
Step B: Finish Pending Transactions
All pending documents must be fully approved before the account expires. The Transaction Log (54) query in FIS Decision Support can be used to locate all financial documents in the financial system that are awaiting approval.
In order to run the query, you must select either a Fiscal Year/Period combination, or a Start/End Date combination. However, when you run the query to include pending transactions, it will return all pending transactions - regardless of any date range you choose.
To list pending transactions, on the query input screen, change the selection for the radio box titled Show Entries from Applied to Pending.
Click on the document number on the resulting report to find out the actual status of the pending document.
Step C: Remove Encumbrance Balances
Follow the steps in the Lien Clearing Information guide to remove all outstanding encumbrances on the account.
The following steps should not be completed until all pending transactions are finished and encumbrance balances have been removed and these updates are recorded in Decision Support.
Step D: Zero Out Balances (Consolidation/Sub Account/Account)
Run Transaction Listing (2), selecting Project, Sub Account and Object Consolidation in the Subtotals section to view the balances.
- First, look at the overall account balance. If the account is in overdraft, either move expenses to a different, but appropriate account, using a General Error Correction document or use a Budget Adjustment (BA) document to transfer the amount needed to cover the overdraft from another account in the same UC Fund. If the account reflects a credit balance, then move the unspent balance to another account with the same UC Fund Number using a Budget Adjustment document.
- Second, look at the balances by Consolidation, Sub Account and Project. If the overall account balance is zero, but the account reflects balances in the Object Consolidations, Sub Accounts and/or Projects use a Budget Adjustment document to re-budget within the account to bring the Object Consolidations, Sub Account and/or Project balances to zero. After the next fiscal close, the account will no longer appear on your DS reports.
If the account is extramurally-funded and does not reflect a zero balance, contact the appropriate staff member in Contracts & Grants Accounting for assistance in addressing the balance.
Step E: Expire Billing IDs
Run the Billing ID Lookup (74) query to get a list of any billing IDs that have been set up for the account. Use the Billing ID document to expire all billing IDs tied to the account. Refer to Deactivating a Billing ID for assistance.
Step F: Inactivate Account Delegates (Best Practice but not required)
Step G: Inactivate Sub Accounts
If there are any sub accounts associated with the account, process a Sub Account document for each sub account to inactivate it. Make sure there are no routing documents/pending transactions using the sub account and that the sub account balance on the ledger is zeroed out before inactivating the sub account.
Step H: Remove Base Budgets
Remove base budget amounts using a Budget Adjustment document.
Step I: Reassign Procurement Card Account or Cancel Card
To determine if the account is assigned to a Procurement Card, run the Credit Card Payment Lookup (KFS) (391) in FIS Decision Support. Enter the account and a date range of at least one year, to ensure that you capture whether or not an active Procurement Card is assigned to the account. If you get any results, the account is assigned to a Procurement Card.
If your department wants the Procurement Card to remain active, the account manager assigned on the current account should process a Procurement Cardholder (PCDH) document to assign a new account to the card. The new account must be one that is assigned to the current fiscal officer/account manager.
If the Procurement Card needs to be canceled or assigned to an account other than one managed by the current fiscal officer/account manager, follow the instructions on the Procurement Card website for canceling a card.
Once all of these steps have been completed and all of the documents have been approved, you are ready to expire the account.
Process an Account Document
Step A: Start the Account Document
- In the Kuali Financial System (KFS), select the Account document from the Main Menu, Chart of Accounts channel.
- On the Account Lookup, enter the account number and click on the Search button; in the search results, click on the Edit link.
- Enter a Description in the Document Overview tab (this text will appear on Decision Support reports).
Step B: Finish the Document
- Enter today's date as the Account Expiration Date.
- Enter a continuation account in the Account Responsibility tab in the Continuation Chart Of Accounts and Continuation Account fields. See the Continuation Account webpage for more information.
- Click Submit.
- Your document will then route to the fiscal officer and any existing organizational review hierarchies for approval.