About nonsponsored budget exclusion (and combo code deactivation)

Request Form (pdf)

Information/instructions (pdf)

Purpose & information

This process will close an expense budget at the Fund-DeptID-Program-FinEmplID-Chartfield1(CF1)-Chartfield2(CF2) level for the current fiscal year to prevent unauthorized expense transactions.  Exclusion of a chartstring expense budget will close the expense budget to all transactions and will deactivate all combo codes for that chartstring.

Exclusion is for a fiscal year.  The chartstring may be reopened in a future fiscal year (for expense activity and combo codes) by creating a budget for the future year.  A chartstring may have a balance and still be closed for the current fiscal year.  However, transactions to process corrections (remove inappropriate charges or balances, including HSAs and transfers out) will not pass budget check after budget exclusion.  Entered budgets will still appear in EFS and on reports, but expenditures will not post.

A chartstring closed for expense transactions through this process will not be reopened by a budget journal entered during the fiscal year of the exclusion even if the budget journal posts correctly. Contact controller@umn.edu for assistance in reopening a budget closed in error.

Nonsponsored budget exclusions should be requested only when expense transactions are being posted inappropriately and normal steps to stop activity (notifying payroll accounting personnel, ISO billers, cluster personnel, etc.) have been unsuccessful. It is not necessary to request budget exclusion if there is no unwanted activity.

Cost share expense transactions on a chartstring that has been closed through this process will not pass budget check, but cost share combo codes for the chartstring remain active.  Combo codes for cost share chartstrings are managed using procedures for sponsored projects.  Contact your grant administrator for further information.