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April 8, 2002

Re: Closing of Accounts/Reconciliation

For Administrators or Managers of an agency account.  Each year we ask you to report to us if your fund
is active or inactive. Please review your current Trial Balance Report (NA10/NA11) to determine if
your account should be closed.  In order to close an account, we first need to determine the cash balance.
A positive (debit) cash balance indicates there are unused funds to be returned to the original source of
funding. A negative (credit) cash balance indicates the account is in deficit and further action is needed as
described below.

To Return Funds

If there are funds remaining in an inactive account (debit balance), they should be returned to the original
source of funding.  By accessing the “VENA” table in CUFS, you can determine if a vendor code is set up
for the original source of funding. If one matches the information in your file, notify us of the vendor code
and the complete address.  If it does not appear in the CUFS table, we ask you to call the source of funding
asking for their Federal Tax ID # and complete address. Refund checks will be sent to your department for
mailing.

To Clear Deficit Funds

Monthly Trial Balance reports are mailed by Polina Khait (p-khait@northwestern.edu or 491-3870) and
you should contact her regarding any distribution of report issues.  Issues regarding account opening/closing
or items to be researched should be directed to Mary Kay Hallisey.  E-mail is read every day and you will
receive a timely response.

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