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Office of Sponsored Programs Post-Award Closing an Award PowerPoint PPT Presentation


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Office of Sponsored Programs Post-Award Closing an Award. Post-Award Director: Jeanne Wicks472-1825 [email protected] Assistant Director: Mike Behne472-6323 [email protected] Training and Web Resource Development: Ginny [email protected] Legal Intern:

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Office of Sponsored Programs Post-Award Closing an Award

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Office of sponsored programs post award closing an award

Office of Sponsored Programs

Post-Award

Closing an Award

Closing an Award


Office of sponsored programs post award closing an award

Post-Award Director:

Jeanne Wicks472-1825 [email protected]

Assistant Director:

Mike Behne472-6323 [email protected]

Training and Web Resource Development:

Ginny [email protected]

Legal Intern:

Heather [email protected]

Office of Sponsored ProgramsPost-Award Staff

Closing an Award


Office of sponsored programs post award closing an award

Post-Award Project Specialists

Kathy Anderson2-6326 [email protected]

Deb [email protected]

Donna [email protected]

Shelly [email protected]

Kathi [email protected]

Joyce Schuette2-6354 [email protected]

Closing an Award


Office of sponsored programs post award closing an award

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

Closing an Award


Office of sponsored programs post award closing an award

  • Prior to proposal submission

  • Avoid burdensome administrative requirements.

  • Don’t volunteer cost share.

Closing an Award


Office of sponsored programs post award closing an award

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

Closing an Award


Office of sponsored programs post award closing an award

  • 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).

Closing an Award


Office of sponsored programs post award closing an award

Actionsprior 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

Closing an Award


Office of sponsored programs post award closing an award

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.”

Closing an Award


Office of sponsored programs post award closing an award

  • Closeout actions 30 days after the end of the award

  • Remember . . .

  • 90 days means that allUNL work is complete.

  • Post-Award needs time for project completion after the department’s work is finished.

Closing an Award


Office of sponsored programs post award closing an award

  • Closeout actions 30 days after the end of the award

  • Focus on Department tasks during first 30 days . . .

  • Pay alloutstanding invoices.

  • Remind subgrantees to submit invoices.

  • Review and adjust SAP financial reports as needed.

  • Complete PARs.

Closing an Award


Office of sponsored programs post award closing an award

Closeout actions30 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)

Closing an Award


Office of sponsored programs post award closing an award

  • 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

Closing an Award


Office of sponsored programs post award closing an award

  • Closeout actions 60 to 90 days after end of an award

  • PI submits final technical or progress report.

  • PI completes PARs.

Closing an Award


Office of sponsored programs post award closing an award

  • 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

Closing an Award


Office of sponsored programs post award closing an award

Audit

  • Documentation:

  • Invoices

  • PARs

  • Technical/progress reports

  • Other information as specified in award

Closing an Award


Office of sponsored programs post award closing an award

Wrap up

Questions or comments?

For more information visit:

http://www.unl.edu/research/sp/sp.shtml

Closing an Award


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