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Closing Projects. Research Administrator’s Council November 17, 2003. Criteria to Close Projects on BMS. Sponsored Awards (1xxxxxx): Project Status = CLOSED Award Status = CLOSED Surplus/(Deficit) > $1 or < $-1 (Cum Exp = Cum Rev) No FY activity

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Closing Projects

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Closing projects l.jpg

Closing Projects

Research Administrator’s Council

November 17, 2003


Criteria to close projects on bms l.jpg

Criteria to Close Projects on BMS

  • Sponsored Awards (1xxxxxx):

    • Project Status = CLOSED

    • Award Status = CLOSED

    • Surplus/(Deficit) > $1 or < $-1 (Cum Exp = Cum Rev)

    • No FY activity

  • Internal (5xxxxxx) and Cost Sharing Awards (2xxxxxx):

    • Project Status = CLOSED

    • Budget vs Expense/Encumbrance Variance > $1 or < $-1

      (Cum Exp + Cum Enc = Budget)

    • No FY activity

  • Capital Awards (8xxxxxx):

    • Project Status = CLOSED

    • Budget vs Expense/Encumbrance Variance > $1 or < $-1

      (Cum Exp + Cum Enc = Budget)

    • No FY activity


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Criteria for Removing Projects from Web Reports and Quick Info

  • Projects will be ‘dropped’ from the Quick Info and Web Reports when:

    • Project Status = CLOSED

    • Project Close Date (date the status of the project is changed to CLOSED) is greater than 45 days from the date the reports are run

  • Notes:

    • Project Status must be APPROVED for Web Reports to be created (not SUBMITTED or ACTIVE)

    • Project Close Date is NOT the Project Duration End Date on the Projects screen


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Procedures for Closing Projects

  • Current/ Future Projects:

    • Project must stay open until final Award Close-out is complete

    • Once SPA closes the Award, they will send a reminder message to the Business Manager to close the Project

  • Old Projects:

    • Business Managers should review the BMS for closed Awards to determine if any additional projects can be closed


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Additional BMS/AMS Changes

  • Encumbrances added to BMS:

    • Encumbrance Column added to the BMS

    • Variance Column calculation is now:

      BUDGET – CUMULATIVE EXPENSES – ENCUMBRANCES

  • Federal Funding Sources (BMS and AMS):

    • Awards with an Award Type of “PRIME-FED%” are now mapped to the Federal Funding Source rather than the Funding Source for the Customer Category

    • For Example:

      Subcontract Award from the Air Force through University of Pittsburgh formerly had GL Funding Source of 083020, now has GL Funding Source of 071000

    • Effective FY03


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