MEMORANDUM No. NCAS-96-0026

To:            Chief Fiscal Officers

From:        Chuck Cooper
                Assistant State Controller

Subject:    Inactivation of Closed Capital Improvement Budget Codes

In order for agencies to reflect its capital improvement (CI) budget codes as closed on the North Carolina Accounting System (NCAS), the company/account/center combination must be changed from activate to inactive status. This procedure should be followed for any budget codes currently active in NCAS that should be closed, whether they are from fiscal year 1996 or prior years. Please note that this procedure will only be used when the entire budget code is closed, not for projects within a budget code.

This process can be handled on-line using screen 287 in the General Ledger (GL) module of NCAS or through a batch process. OSC would like to assist agencies with the batch account inactivation process for closed CI budget codes.

Agencies should work with Office of State Budget and Management (OSBM) and OSC-Cash Management to determine which CI budget codes are to be closed. After OSBM certifies to Cash Management that the budget codes are closed, the agency should contact their OSC systems accountant at 733-0178 with a list of the CI budget codes to be closed. Please contact your OSC systems accountant by July 31, 1996 so that your agency can be included in the batch process. The systems accountant will then verify with Cash Management and OSBM that these budget codes are closed. Upon verification, OSC will inactivate all company/account/center combinations within these budget codes. The BD725 report has been modified so that these inactivated budget codes will not be included on the report.

If you have any questions, please contact your OSC systems accountant at 733-0178.

CC/aes