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Office of Sponsored Programs Post-Award Closing an Award 7/18/2015 Closing an Award 1 Office of Sponsored Programs Post-Award Staff Post-Award Director: Jeanne Wicks 472-1825 [email protected] Assistant Director: Mike Behne 472-6323 [email protected] Training and Web Resource Development: Ginny Gross 472-7061 [email protected] Legal Intern: Heather Smith 7/18/2015 472-7049 Closing an Award [email protected] 2 Post-Award Project Specialists Kathy Anderson 2-6326 [email protected] Deb Arent 2-6327 [email protected] Donna Douglas 2-6321 [email protected] Shelly Hardies 2-2247 [email protected] Kathi Malone 2-3430 [email protected] Joyce Schuette 2-6354 7/18/2015 [email protected] Closing an Award 3 Session Topics Prior to proposal submission Actions/reports monthly throughout the award Actions prior to end date Closeout actions after end date 0 - 30 days 30 - 60 days 60 - 90 days Afterward: Documentation/Retention 7/18/2015 Closing an Award 4 Prior to proposal submission Avoid burdensome administrative requirements. Don’t volunteer cost share. 7/18/2015 Closing an Award 5 Reports monthly throughout the award Y_UNS_83000175 - Administrative Summary WBS Supplement High level summary/breakdown by categories, such as salaries and operating expenses. Y_UNS_83000165 - WBS: Rev/Exp Summary Mid level summary/breakdown by GL Account Code such as postage and printing expense. CJ74 - WBS Detail Line Items Detailed transaction information 7/18/2015 Closing an Award 6 Actions monthly throughout the award Correct SAP reports if needed. Ask yourself . . . “Am I on track to complete this project by the end date?” Retain documentation for review and audits. Obtain cost share documentation. Complete Personal Activity Reports (PARs). 7/18/2015 Closing an Award 7 Actions prior to end date SAP workflow message = action alert! SAP workflow messages appear: • 90 – 60 – 30 days before end date • if award is in deficit status 7/18/2015 Closing an Award 8 Actions prior to end date Will an extension be needed? Cost extensions aren’t guaranteed. To request, document: - timeline progress - projected time for completion - projected completion challenges Process PARs and keep them current. Complete all required technical reports and retain documentation of their submission. Stop incurring internal charges. Liquidate commitments. “I still have money to spend . . . isn’t a good reason to extend.” 7/18/2015 Closing an Award 9 Closeout actions 30 days after the end of the award Remember . . . 90 days means that all UNL work is complete. Post-Award needs time for project completion after the department’s work is finished. 7/18/2015 Closing an Award 10 Closeout actions 30 days after the end of the award Focus on Department tasks during first 30 days . . . Pay all outstanding invoices. Remind subgrantees to submit invoices. Review and adjust SAP financial reports as needed. Complete PARs. 7/18/2015 Closing an Award 11 Closeout actions 30 to 60 days after end of award • Focus on Post-Award tasks and central billings. • Post-Award finalizes adjustments. • Post-Award reviews SAP financial reports. • Department verifies completeness and accuracy of records. • SAP intramurals post. (“24” grants) 7/18/2015 Closing an Award 12 Closeout actions 60 to 90 days after end of an award Focus on completing reports. Post-Award requests final reimbursement. Post-Award files financial report: •financial – Final 269, 272, 270 •contractor’s release •inventions & subcontracts •property certification •MBE/WBE •contractor’s assignment of: refunds, rebates, credits & amounts •final/equipment property report •cumulative claim & reconciliation statement •agency specific closeout documentation 7/18/2015 Closing an Award 13 Closeout actions 60 to 90 days after end of an award PI submits final technical or progress report. PI completes PARs. 7/18/2015 Closing an Award 14 Afterward Documentation: PARs Invoices Financial reports Copy (or evidence of) final technical or progress report Cost share (outside of PARs) Retention: 5 years after filing final report Multi-year awards Store documentation centrally Retain project notes with documentation 7/18/2015 Closing an Award 15 Audit Documentation: Invoices PARs Technical/progress reports Other information as specified in award 7/18/2015 Closing an Award 16 Wrap up Questions or comments? For more information visit: http://www.unl.edu/research/sp/sp.shtml 7/18/2015 Closing an Award 17