Grant Control Table and Indicators

There are two purge indicators (PI) on the Grant Control Table Maintenance/Inquiry (Screen 29):

• Y - Agency ready to have purged if all necessary conditions are met.
• N - Agency not ready to have grant purged.
  

The final purge process does not look at the end date on the Grant Control Table Maintenance /Inquiry Screen. A purge indicator of 'Y' is the first purge criteria. Do not set the indicator to 'Y' until you are sure that you are completely through with the Grant, and have no need for either the online information or additional reports. 

The final purge process looks for the 'Y' purge indicators, then runs through the various edits, and then either purges the record or retains it with explanations. If a Grant is purged in error, SCO will not re-establish the financial information in STARS. However, the information is still available in IBIS. Contact servicedesk@sco.idaho.gov for guidance.

Grant Purge Questions

Ask the following questions:

• Is the Grant ready to purge?
• Is the Grant completed?
• Do you need the online records in STARS or additional reporting on DAFR reports in the next year?
• Have you fully liquidated all related encumbrances?
• Have you recorded all receivables?
• Are there documents of any type still active on the Document File?
• If the Grant has multiple Phases and the 'GL by Grant' indicator is a 1 on all of the Phases, are all of the amounts of the GLs on the trial balance $0.00 at the Grant level?  If yes, then all of the Grant Phases should purge. If the trial balance has equal but offsetting Total Fund Balances and Total Nominal Accounts, then all the Grant Phases should purge because the Fund Balances and Nominal Accounts will close to zero during the FYE close.  If there other GLs with balances on the trial balance, then the Grant/Phase may not purge.
• If there are multiple Phases and the GL by Grant indicator is '2' on all the Phases, request the trial balance report at the Grant Phase level, and use the analysis above for each individual Phase.
• If there are multiple Phases with a mixture of '1' and '2' on the Phases, request the trial balance report at the Grant level and the Grant Phase level, and use the above analysis at both the Grant and Grant Phase level. 
• If someone changes the 'GL by Grant' indicator at some point during the life of the Grant or Grant Phase, and you encounter problems trying to purge the Grant or Grant Phase, contact the DSA HelpLine for assistance. 'GL by Grant' indicator:
• 0 – Posts at the fund/fund detail level
• 1 – Posts at the fund/fund detail Grant level
• 2 – Posts at the fund/fund detail Grant/Phase level
• An important feature on Grant Maintenance screen is that if you change any of the controls discussed above after the Grant/Phase is established in STARS, the DSA Helpline receives an email message immediately and SCO will call your agency to ask why there was a change.

Grant Purge Criteria Test

• Purge Indicator - The Purge Indicator must be 'Y'.
• Document File - Document File is checked for any related documents with balances.
• Cash Control File – The Cash Control file is checked for any cash balances at the appropriate Grant or Grant Phase level.  If the current Cash Post Level indicator is '0' and you find a balance that tells you that the Cash Post indicator must have been changed at some point, call the DSA HelpLine for guidance.
• General Ledger – The General Ledger is checked for balances at the appropriate Grant or Grant Phase level.  If the current GL by Grant indicator is '0' and you find a balance, it means that the GL by Grant indicator must have been changed at some point - call the DSA HelpLine for guidance