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Office of Sponsored Programs Post-Award Closing an Award

Office of Sponsored Programs Post-Award Closing an Award. Post-Award Director: Jeanne Wicks 472-1825 jwicks2@unl.edu Assistant Director: Mike Behne 472-6323 mbehne@unl.edu Training and Web Resource Development: Ginny Gross 472-7061 ggross2@unl.edu Legal Intern:

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Office of Sponsored Programs Post-Award Closing an Award

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  1. Office of Sponsored Programs Post-Award Closing an Award Closing an Award

  2. Post-Award Director: Jeanne Wicks 472-1825 jwicks2@unl.edu Assistant Director: Mike Behne 472-6323 mbehne@unl.edu Training and Web Resource Development: Ginny Gross 472-7061 ggross2@unl.edu Legal Intern: Heather Smith 472-7049 hsmith3@unl.edu Office of Sponsored ProgramsPost-Award Staff Closing an Award

  3. Post-Award Project Specialists Kathy Anderson 2-6326 kanderson2@unl.edu Deb Arent 2-6327 darent1@unl.edu Donna Douglas 2-6321 ddouglas1@unl.edu Shelly Hardies 2-2247 mhardies2@unl.edu Kathi Malone 2-3430 kmalone2@unl.edu Joyce Schuette 2-6354 jschuette1@unl.edu Closing an Award

  4. 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

  5. Prior to proposal submission • Avoid burdensome administrative requirements. • Don’t volunteer cost share. Closing an Award

  6. 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

  7. 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

  8. 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

  9. 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

  10. 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

  11. 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

  12. 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

  13. 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

  14. Closeout actions 60 to 90 days after end of an award • PI submits final technical or progress report. • PI completes PARs. Closing an Award

  15. 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

  16. Audit • Documentation: • Invoices • PARs • Technical/progress reports • Other information as specified in award Closing an Award

  17. Wrap up Questions or comments? For more information visit: http://www.unl.edu/research/sp/sp.shtml Closing an Award

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