UAFR - Fund/Program Code Termination Dependency Procedures

Terminating an individual C-FOAPAL code segment prevents future transactions from posting to that specific code. Terminating C-FOAPAL segments that are no longer needed is a good business practice as it can prevent misclassified transactions from posting to the unused code segments.

Funds and Program codes cannot be terminated until dependencies associated with the codes have been cleared.

If a Program code is being terminated in conjunction with a Fund code, do not request the program code to be terminated until the fund is ready to be terminated. The Program code may be needed in the fund termination process.

1. Login to EDDIE.
2. Select Folders, Public Folders, and Finance Standard Reports.
3. From the Folders list, select FIDR_Fund_Code_Dependency_Report if terminating a Fund code or FIDR_Program_Code_Dependency_Report if terminating a Program code.
4. Select the Refresh button at the top of the report:
   
5. Enter the Chart into the Enter value for CoA field and and enter the Fund or Program code into the Enter value for Fund Code and Enter value for Program Code fields as appropriate.
   1. Results will show all “Roles” (FINMGR, GLDC, etc) associated with the Fund or Program code as well as any dependencies that need to be resolved before the Fund or Program code can be terminated. See below for the types of dependencies and the steps necessary to remove them.

Types of Dependencies and Actions to Clear Them

FGBENCD – Open Encumbrance

• Document begins with an "R"
  • This is a Requisition. Unit will need to work with Purchasing to remove the encumbrance.
    • There may be multiple sequences for the requisition, and each sequence needs to be closed. (Sequence detail can be found in Banner Form FGIENCD).
      • See the UPAY – Viewing Encumbrance Details Using FGIENCD job aid for further details.
    • If assistance is needed with closing a requisition, send a Service Desk Request to Purchasing.
      • Requisitions from prior fiscal years must be closed with a Journal Voucher.
• Document begins with a "PR"
  • This is a Payroll encumbrance. Unit will need to update all job records to other C-FOAPALs and then work with UAFR payroll experts to remove the encumbrance. (UAFR Payroll uafrpayrollacctg@uillinois.edu)
• Document begins with an "E"
  • This is an Encumbrance. Units with journal voucher authorization can make adjustments to remove a general encumbrance by following the UAFR – Adjusting a General Encumbrance job aid. 
• Document begins with a "P"
  • This is a Purchase Order encumbrance. Units will need to work with Purchasing to remove the encumbrance.
• Document begins with "IC"
  • This is an Indirect Cost encumbrance. Unit must work with the applicable Sponsored Programs office.

Incomplete or Unapproved Invoices

• Consult with University Payables (UPAY) to resolve any incomplete or unapproved invoices associated with the Fund or Program code.

NBRJLBD – Labor Distribution or NBRPLBD – Position Labor Distribution

• Unit will need to work with their unit Human Resources (HR) to have the positions closed or moved to a different C-FOAPAL. See below for some resources for clearing labor dependencies:
  • UIC: Determine who to contact by logging into U of I Box and then reviewing the HRFE College Contact List.
  • System HR Front End Training
    • The ‘Position Creation and Maintenance’ job aid located within the System HR Front End site contains procedures on changing C-FOAPALs.
  • NOTE: Even if the report indicates “0 Active Jobs associated with Position”, if position numbers are listed, these need to be resolved before the code can be terminated.

Index Codes

• Index codes do not prevent termination of a Fund or Program code. Index codes associated with a Fund or Program code being terminated will automatically be terminated by UAFR when the associated Fund code or Program code termination request is processed.

TBRACCT – AR Detail Codes

• Status Ind = N
  • Detail codes have been inactivated, no additional steps needed.
• Status Ind = Y
  • Determine if Detail code is Financial Aid related and/or term based.
    • Consult the crosswalks (columns E, F/G).
      
    • Search column B “DETC” of the crosswalk spreadsheet for the Detail code in question.
    • If column E “TRMBASED” is “Y”, this Detail code is term based.
      • To inactivate or update the code, reach out to Billing Services at bursarbillservices@uillinois.edu to request updates/terminations.
    • If column G “DCAT_DESC” is “Financial Aid”, this Detail code is financial aid related
      • To inactive or update the Detail code, contact the Office of Financial Aid at the respective university to request updates/terminations.
  • If Detail code is not related to financial aid nor term-based, the unit will need to request termination of the Detail Code using the Detail Code Request Form.

FRRINDD – Indirect Cost Rev

• Unit will need to work with the respective Budget Office to have the respective Object codes updated with a new C-FOAPAL.

FGBOPAL – Active Fiscal Year Rev/Exp BBA

• If a Program code is used with any fund other than self-supporting fund (SSF), it cannot have a Budget Balance Available (BBA). 
  • Work with the respective Budget Office to have the budget adjusted so that BBA is $0.
    • UIUC and UIS users: Adjust a Budget - UIUC and UIS
    • UIC users: Log in to U of I Box and then review Adjust a Budget - UIC
• Self-supporting funds are allowed to have a cash (51000) balance or a balance in account 7nnnn. UAFR will work with the unit upon submission of the fund termination request to clear these balances.

FGBGENL – Fiscal Year General Ledger (GL) Balance

• For funds other than self-supporting funds, the GL fund balance, as well as the current balance for each GL Account code, must be $0 before a fund can be terminated.
• Self-supporting funds are allowed to have a cash (51000) balance or a balance in account 7nnnn. UAFR will work with the unit upon submission of the fund termination request to clear these balances.

Once dependencies have been cleared, Fund and Program code termination requests should be submitted by the unit as an email request to uas@uillinois.edu. There is no form to be completed for a Fund or Program code termination.

If you have any questions, please reach out to the applicable subject matter expert based on if you have questions regarding a Program code or a particular type of Fund code by searching within the Business & Finance Who to Ask.