A request to inactivate a SmartKey should be made when:
- An award/project ends and all transactions are complete and ready for close
- A SmartKey is set up in error
1) Submission and request for inactivation of the SmartKey assumes the following have been completed by the requesting department:
- All charges are appropriate and all unallowables are completely transferred off; there are no items in suspence related to this SmartKey
- All feeder systems that were originally hitting this SmartKey have been notified of the new SmartKey to use where appropriate
- Any open Purchase Orders have been updated based on inactivation of this SmartKey
- Any RST’s submitted have been fully processed.
- All collaborative departments have been notified of inactivation of this SmartKey
- Requesting department has obtained all appropriate approvals based on school level requirements
2) OGCA will:
- Will review to make sure department has met above requirements
- Will review for unallowable and restricted costs
- Will ensure that all allowable costs have been billed
- Will ensure that all cash has been received from sponsor
- Will review F&AC
- If approved, the request will be submitted for processing and an email will be sent to requestor as well as the master department when appropriate
- If rejected, an email will be sent to the requestor with reasons for rejection
3) Timetable – Please keep in mind that the OGCA review process, billing and collection of outstanding payments will occur prior to submission of SmartKey inactivation – delays can occur at this stage. Once a request is reviewed, approved and submitted for processing, requestor and the master department will receive an email which notifies them of approval and submission. Please allow 2 full business days after you receive the approval email for the inactivation to be completed
4) Resources – The request to inactivate form can be found on the OGCA website here