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