SUBJECT:

Account Code Validation (PPM 300-51) and Early Index Inactivation (PPM 300-53)

In response to the needs of staff and managers looking for better ways to manage research funds, UCSD has developed two new tools: 1) Account Code Validation, and 2) Early Index Inactivation. These tools are designed to reduce the staff workload associated with reviewing and correcting transactions inappropriately charged to sponsored research funds.

The Account Code Validation tool is intended to identify account codes that are, or may be, out of compliance with applicable regulations. By identifying financial transactions with invalid account code/fund combinations at their point of entry, departments may enter their corrections immediately. This avoids the need to make corrections when the project is in the closing process resulting in delays and missed deadlines.

The Early Index Inactivation tool provides departments the means to restrict expenditures on a sponsored project. These restrictions usually apply when a contract or grant is (or is close to) exceeding the funded allocation, or near the end of the contract/grant year. This is achieved by the entry of an Early Index Inactivation Date (EIID) to the IFIS Chart of Accounts (COA) for a sponsored project's Index Number. IFIS filters out the following transaction types with dates that exceed the EIID: new payroll distribution lines, new purchase order entries, and recharges--both online data entry and batch processes. The EIID edit will occur at the point of entry so that an appropriate funding source can be determined immediately.

The policies and procedures that are associated with these tools can be found at:

PPM 300-51
http://adminrecords.ucsd.edu/ppm/docs/300-51.html

Account Code Validation Process
http://www-bfs.ucsd.edu/emf/proced/afv_act.htm

PPM 300-53
http://adminrecords.ucsd.edu/ppm/docs/300-53.html

Early Index Inactivation Process
http://www-bfs.ucsd.edu/gen/services/erlyinac/eiicovsc.htm

Managers, supervisors, and others concerned should review these guidelines. Any questions regarding this policy should be directed to either Extramural Funds Division or the General Accounting Division in Business & Financial Services.

                                                         Donald A. Larson
                                                         Controller