ORS BROWN BAG
Closeout of
Sponsored Project Funds
Michael Hay
Assistant Director, Post Award
Office of Research Services
1
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Closeout of Sponsored Project Funds
Agenda
• PI & Department responsibilities
– Pre-closeout review
– Adjustment period
– Freeze/unfreeze grant requests
• ORS responsibilities
–
–
–
–
Unfreeze requests
Closeout review
Financial report Completion
Disabling accounts
SPP # 2126 Interim & Final Financial Reports
SPP # 2128 Account Close-out
2
August 17, 2006
The Office of Research Services
The Office of Research Support Services
What Funds are Due to
Close?
• Run a Ben 133.OG report
• Shows the BA what funds have
budget end dates that are ending
soon
• Also shows the Freeze Status and
when the financial report is due to
the sponsor
3
August 17, 2006
The Office of Research Services
The Office of Research Support Services
133.ORG Report
4
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORG Summary Report
• Located in WEBI
• Two helpful tabs:
– Funds Frozen
• Froze in the last 30 days
– Funds Freezing
• Will freeze in the next 90 days
5
August 17, 2006
The Office of Research Services
The Office of Research Support Services
What is the Adjustment Period?
• Period of up to 60 days after Account end
date
– Allows for final review of project activity
so adjustments can be made prior to final
reporting
• 30/31 days:
• 45 days:
• 60/61 days:
• 90/91 days:
Account
Account
Account
Account
End
End
End
End
Date + 15 days
+ 30 days
+ 30 days
Date + 60 days
6
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Adjustment Period (cont.)
– Review the following areas (cont.)
• Payroll – Any adjustments that may be
needed must be made by the end of the
adjustment period
• Service Centers – Were these handled
appropriately
• Cost transfers over 90 days that were
done without prior approval (wrong
category used?)
• Other direct costs for allowability
7
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Adjustment Period (cont.)
• Run 134.ORG Report in BEN Financials
or Fund Summary in Business Objects
(WEBI)
– Review the following areas
• PBUD/PBIL should be equal
• Revenue vs. Expense
– Should be equal
– If not, requires further review
• F&A and Employee Benefits (EB) – Were the
correct rates appropriately applied?
8
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Final Review Prior to End of Adjustment
Period
• Review NOGA for approved carryforward, if
applicable
• Review subcontracts and respective closeouts
• Determine and address unliquidated and
unobligated carryovers
• Communicate and confirm all expenses w/ PI
• Communicate with ORS Accountant
• All adjustments must be processed by end of
the fund adjustment period
– Complete all approved, allowable, allocable and
appropriate adjustments identified during pre9
closeout review
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Freeze/Unfreeze Grant
Functionality
10
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Freeze Grants Functionality
• Tool that allows authorized research
administrators and ORS to limit activity
against an award
– Can be used during life of project and
during the adjustment period
– Can reduce cost transfers and overruns
after the end of the fund project period
– Improve timeliness and accuracy of final
financial reports
11
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Freeze Grants Features
• Awards are frozen/unfrozen at fund level
– Payroll can be frozen manually prior to the Account End
Date
– Functionality frozen automatically after Account End
Date
• New Purchase Orders/Requisitions
– Functionalities frozen automatically after Adjustment
Period End Date (APED)
• Manual Journal Entries
• C-forms
• Feeder Journal Entries
• Payroll
12
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Unfreeze Request
Fund #:
P.I.:
Sponsor:
Award:
end date:
Title:
550055
Unfreeze Request
5/21/2012
Venkman, Peter
Columbia PO# 555-2368
$50,000.00
7/31/2010
The Effects of the Sta-Puft Marshmallow Explosion on Mid-Town Manhattan
ENTER
Current
ENTER
Adjustments to be reported
Description
insert row s for object codes affected
list object code
5010
5190
5228
10,000.00
2,950.00
5,000.00
2,000.00
618.00
(1,000.00)
12,000.00 See Below
3,568.00 EB @ 31.8
4,000.00 PO# ECTO-1
ENTER CURRENT
COSTS BELOW
Direct Costs
29,937.80
1,618.00
31,555.80
Indirect Costs
17,513.85
930.35
18,444.20
Total
47,451.65
2,548.35
50,000.00
Balance
Person
Stantz
Pay Period
1/31/2012
Indirects @
57.50%
0.00
Amount
$ 2,000.00
13
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Unfreeze Request (cont.)
Name *
Raymond Stantz
Pay Period * $ Amount
OBJ Code 26-digit account that is being removed*
Jan-12
2,000.00
5010 400-4001-4-550066-5100-2000-6346
26-digit account that it is going to* Why you are requesting the unfreeze?
400-4001-4-550055-5100-2000-6346
PI Approved change in effort
14
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Unfreeze Grants (cont.)
• Submit your request to:
– School of Medicine departments
• Send worksheet and details (including documentation)
to Office of Research Services Support (ORSS) Grant
Manager with a cc to ORS Accountant
• ORSS will review and, if approved, will forward to
Research Services Accountant and cc Assistant Director
– All other Schools
• Send worksheet and details to ORS Accountant and cc
Assistant Director
– Unfreeze requests are normally addressed within two
business days
August 17, 2006
The Office of Research Services
The Office of Research Support Services
15
Unfreeze Request (cont.)
• Are not necessary to:
– Prepare budget journals
– Pay already encumbered amounts on
an existing P.O.
– Unfreeze advance accounts (request
an extension of advance account)
16
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORS Responsibilities
17
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORS Reporting Period Tasks
• Review Due Reports Report to determine if
Financial Report is to be completed that month
• Report is run through WEBI and pulls information
from PennERA and BEN to determine if a final
report is due
18
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORS Reporting Period Tasks
(cont.)
Fund Responsible
Fund Code
Org (FC)
Grant Gift External
Fund Sponsor
Id (FC) Desc (FC+)
Fund Desc (FC)
Report Due Date (FC) Account End
Done
(FC)
0120
545905
10007931 NATIONAL INSTITUTES OF HEALTH
5-R01-EY-016464-05
5/26/2012
2/28/2012
1587746
1705856
0120
552825
10022286 NATIONAL EYE INSTITUTE/NIH/DHHS
3-R01-EY-016464-04S1
5/27/2012
2/29/2012
118133.2
121236
0311
553101
10024201 GREEK MINISTRY OF EDUCATION AND RELIGION
ACCT CONT 127836
5/29/2012
5/1/2012
13722.93
13754
0120
554278
10024092 NATIONAL SCIENCE FOUNDATION
BCS-0962118
5/27/2012
2/29/2012
19415
19415
0120
556127
10028511 RUSSELL SAGE FOUNDATION
98-11-03
5/28/2012
3/31/2012
525
2535
0101
556226
10028926 LEAKEY FOUNDATION
N/A
5/13/2012
4/15/2012
12506.03
13200
4130
556424
10028193 DEPARTMENT OF THE ARMY
W81XWH-11-1-0203
5/12/2012
2/14/2012
117572.7
117951
0227
556659
10030220 NATIONAL SECURITY AGENCY
H98230-11-1-0341
5/26/2012
2/28/2012
88305.62
89322
0227
556731
10030224 NATIONAL SECURITY AGENCY
H98230-11-1-0340
5/26/2012
2/28/2012
86728.58
93288
0152
556765
10030223 NATIONAL SECURITY AGENCY
H98230-11-1-0365
5/26/2012
2/28/2012
124999
124999
0311
556822
10030320 NATIONAL SECURITY AGENCY
H98230-11-1-0367
5/26/2012
2/28/2012
86369.36
99925
0222
556823
10030216 NATIONAL SECURITY AGENCY
H98230-11-1-0366
5/26/2012
2/28/2012
73913.93
99431
0310
556879
10031823 INSTITUTE OF INTERNATIONAL EDUCATION
N/A
5/28/2012
4/30/2012
1
22382.14
22382.14
0310
556881
10031823 INSTITUTE OF INTERNATIONAL EDUCATION
N/A
5/28/2012
4/30/2012
1
125614.6
125614.6
0103
556932
10017889 UNIVERSITY OF TENNESSEE
R073018184
5/28/2012
3/31/2012
0225
557465
10027155 UNIVERSITY OF TEXAS MEDICAL BRANCH
11-074/PO #UOSPC-0000000617
5/28/2012
3/31/2012
Count:
16
SumTotalExpense
SumPBIL
1
1
1
99999.6
100000
35094.66
35094.66
31.25%
19
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORS Reporting Period Tasks
(cont.)
• Email will be sent requesting closeout
information
• Email should contain the following
information:
– Fund Number
– PI Name
– Award Amount
– Current Balance
– Deadline for response
20
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORS Reporting Period Tasks
(cont.)
Good morning,
You have the following final reports due for May. Please review all expenses to verify that they are allowable and allocable to the project.
Also, please address any outstanding encumbrances and/or overdrafts that are remaining on the award.
FUND 550055--The PI is Peter Venkman and the sponsor is the Columbia University. There is a balance of $2,548.35.
I will need an update on the reportable status of these awards as soon as possible.
If there are any unfreeze requests that you may have, submit them no later than May 11th.
Also, please ensure that all encumbrances are cleared. Please note that all finals will be submitted no later than the day they are due.
If no action is taken to bring the grant to a close or no status is given to me by the end of the month,
I will assume that the report can be submitted. Any remaining balance will be returned and overdrafts charged back to the department.
Thanks,
21
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORS Reporting Period Tasks
(cont.)
• ORS Accountant reviews the following
standard issues
- Terms and conditions of award and sponsor
reporting requirements
– Review the 734 report in WEBI
– Check PBUD/PBIL for accuracy
– Reconcile EB’s, F&A and Cash
– Allowability of Costs
– Review 252 report for stale dated checks
– Review Cost Transfer Report
August 17, 2006
The Office of Research Services
The Office of Research Support Services
22
ORS Reporting Period Tasks
(cont.)
Cost Transfers - Fund (by Journal Type): 550055
ALL CLEAR - MTH
01 Intra Gds/Svcs
Orig Trans
Date
CNAC
ORG
FUND
OBJ
PROG
CREF
400
4303
550055
5340
2802
2987
VENKMAN, PETER
XXXXXXXXXXXXXXXXXX
25.00
400
4303
550055
5340
2802
2987
VENKMAN, PETER
XXXXXXXXXXXXXXXXXX
25.00
XXX
XXXX
000011
5340
XXXX
XXXX
PI
Desc
Orig Batch ID
Debit
CELL STOCK ROOM
01 Intra Gds/Svcs
Credit
50.00
4082.AIS.03/29/12.05 29-MAR-2012 16:37:16
01 Intra Gds/Svcs
Sum:
50.00
50.00
Sum:
50.00
50.00
15 G&C UN90
CNAC
ORG
FUND
OBJ
PROG
CREF
400
4303
014001
5228
3407
2987
400
4303
550055
5228
2802
2987
PI
Desc
Orig Batch ID
Orig Trans
Date
SOM DESIGNATED
67430 Payables 31186866:
JUL-11
A 564648
VENKMAN, PETER
XXXXXXXXXXXXXXXXXX
67430 Payables 31186866:
JUL-11
A 564648
15 G&C UN90
4613.KAM.08/31/11.03 31-AUG-2011 13:10:52
Sum:
Debit
106.57
106.57
106.57
400
4303
014001
5340
3407
2987
SOM DESIGNATED
4082.AIS.03/29/12.05 29-MAR-2012
MAR-12
16:37:16
25.00
400
4303
014001
5340
3407
2987
SOM DESIGNATED
4082.AIS.03/29/12.05 29-MAR-2012
MAR-12
16:37:16
25.00
400
4303
550055
5340
2802
2987
VENKMAN, PETER
XXXXXXXXXXXXXXXXXX
4082.AIS.03/29/12.05 29-MAR-2012
MAR-12
16:37:16
400
4303
550055
5340
2802
2987
VENKMAN, PETER
XXXXXXXXXXXXXXXXXX
4082.AIS.03/29/12.05 29-MAR-2012
MAR-12
16:37:16
15 G&C UN90
4613.SUE.04/30/12.01 30-APR-2012 13:49:02
15 G&C UN90
Count:
3
Credit
106.57
25.00
25.00
Sum:
50.00
50.00
Sum:
156.57
156.57
440.57
440.57
23
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORS Reporting Period Tasks (cont.)
• Review Revenue
• 4600, 4620, 4630, 478X, 4822, TIF, Program
Income & Other Revenue
• Review remaining balances or deficits
• ORS will communicate any issues identified and
request a response from the BA
• If the ORS Accountant does not receive a
response regarding closeout the report will be
issued and an email will be sent stating what was
reported to the sponsor.
24
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORS Reporting Period Tasks
(cont.)
• Overdrafts
– ORS will contact department regarding
resolution
– If no response is received by report due date,
fund will be reported up to award amount and
ORS will process journal to transfer resources
from departmental fund to grant fund to offset
overdraft via object code 4822
SPP # 2129 Chargeback of Overdrafts and
Disallowances
August 17, 2006
The Office of Research Services
The Office of Research Support Services
25
ORS Reporting Period Tasks
(cont.)
• Unexpended Balance
– Will be reported to sponsor
– Carryover will be processed and/or requested as
appropriate
– Residual cash will be remitted to sponsor according
to agreement
– Carryovers and/or unliquidated obligations will be
determined and handled as appropriate
26
August 17, 2006
The Office of Research Services
The Office of Research Support Services
ORS Reporting Period Tasks
(cont.)
• Final Financial Status Report (FSR)/(FFR)
Submission
– Financial report will be issued by ORS no later
than due date
– A copy will be sent to department and a copy will
be scanned into our imaging system (Acorde)
– ORS will process any closing entries based upon
final reports
27
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Disabling Funds
• How does a fund get Disabled?
– ORS runs 717.RA report in BEN
Financial weekly
• To identify funds that meet disable
requirements
– If the fund is eligible for disabling
ORS checks “Enable” flag
• Enters date in BEN Financials
28
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Requirements to Disable Funds
1.
2.
3.
4.
5.
6.
7.
8.
Financial Report must be submitted if requiredLast FIN Report Filed=Next FIN Report Due
FSRD and FSRI s/b posted reflecting Direct and
Indirect Costs reported
PBIL=PBUD=FSRD+FSRI=Total Expenses reported
and on the G/L
No Encumbrances can remain
Object Code 1220 Receivable must =0
Equipment in Object Code 183X/187X must be
transferred to School Surrogate Accounts via an
Object Code 4826 Equipment Transfer
BRIM (ORS billing system) is reconciled (requires
ORS action)
All stale dated checks have been satisfactorily
addressed
August 17, 2006
The Office of Research Services
The Office of Research Support Services
29
Getting Assistance on
Closeouts
• For financial matters:
– Contact ORS accountant or PostAward Assistant Director
• Regarding extensions, requests for
budget or other modifications to
agreement, or non-financial
matters:
– Contact your Contract Administrator
30
August 17, 2006
The Office of Research Services
The Office of Research Support Services
Questions???
31
August 17, 2006
The Office of Research Services
The Office of Research Support Services