the office of research services the office of research support services 1 august 17, 2006 closeout...

The Office of Research ServicesThe Office of Research Support Services

1

August 17, 2006

Closeout of Sponsored Project Funds

Michael HayAssistant Director, Post Award

Office of Research Services

ORS BROWN BAG


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August 17, 2006

Closeout of Sponsored Project FundsAgenda

• 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 ReportsSPP # 2128 Account Close-out

http://www.finance.upenn.edu/vpfinance/fpm/2100/2126.asp



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August 17, 2006

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


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August 17, 2006

133.ORG Report


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August 17, 2006

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


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August 17, 2006

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: Account End Date + 15 days• 45 days: Account End + 30 days• 60/61 days: Account End + 30 days• 90/91 days: Account End Date + 60 days


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August 17, 2006

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


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August 17, 2006

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?


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August 17, 2006

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 pre-closeout review


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August 17, 2006

Freeze/Unfreeze Grant Functionality


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August 17, 2006

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


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August 17, 2006

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


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August 17, 2006

Unfreeze RequestFund #: 550055 Unfreeze Request 5/21/2012P.I.: Venkman, PeterSponsor: Columbia PO# 555-2368Award: $50,000.00end date: 7/31/2010Title: The Effects of the Sta-Puft Marshmallow Explosion on Mid-Town Manhattan

ENTER ENTERCurrent Adjustments to be reported Description

insert row s for object codes affected

list object code5010 10,000.00 2,000.00 12,000.00 See Below5190 2,950.00 618.00 3,568.00 EB @ 31.85228 5,000.00 (1,000.00) 4,000.00 PO# ECTO-1

ENTER CURRENTCOSTS BELOW

Direct Costs 29,937.80 1,618.00 31,555.80

Indirect Costs 17,513.85 930.35 18,444.20 Indirects @ 57.50%

Total 47,451.65 2,548.35 50,000.00

Balance 0.00

Person Pay Period AmountStantz 1/31/2012 2,000.00$


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August 17, 2006

Unfreeze Request (cont.)

Name * Pay Period * $ Amount OBJ Code 26-digit account that is being removed* 26-digit account that it is going to* Why you are requesting the unfreeze?Raymond Stantz Jan-12 2,000.00 5010 400-4001-4-550066-5100-2000-6346 400-4001-4-550055-5100-2000-6346 PI Approved change in effort


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August 17, 2006

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


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August 17, 2006

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)


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August 17, 2006

ORS Responsibilities


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August 17, 2006

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


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August 17, 2006

ORS Reporting Period Tasks (cont.)

Fund Responsible Org (FC)Fund Code (FC)Grant Gift External Id (FC)Fund Sponsor Desc (FC+) Fund Desc (FC) Report Due Date (FC) Account End (FC)Done SumTotalExpenseSumPBIL

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 1 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


0152 556765 10030223 NATIONAL SECURITY AGENCY H98230-11-1-0365 5/26/2012 2/28/2012 1 124999 124999



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 99999.6 100000

0225 557465 10027155 UNIVERSITY OF TEXAS MEDICAL BRANCH 11-074/PO #UOSPC-0000000617 5/28/2012 3/31/2012 1 35094.66 35094.66

Count: 16 31.25%


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August 17, 2006


• Email will be sent requesting closeout information

• Email should contain the following information:– Fund Number– PI Name– Award Amount– Current Balance– Deadline for response


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August 17, 2006


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,


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August 17, 2006


• 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


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August 17, 2006


ALL CLEAR - MTH

CNAC ORG FUND PROG CREF PIOrig Trans

DateDebit Credit

400 4303 550055 2802 2987 VENKMAN, PETER 25.00

400 4303 550055 2802 2987 VENKMAN, PETER 25.00

XXX XXXX 000011 XXXX XXXX 50.00

01 Intra Gds/Svcs Sum: 50.00 50.00

01 Intra Gds/Svcs Sum: 50.00 50.00

CNAC ORG FUND PROG CREF PIOrig Trans

DateDebit Credit

400 4303 014001 3407 2987 JUL-11 106.57

400 4303 550055 2802 2987 VENKMAN, PETER JUL-11 106.57

15 G&C UN90 Sum: 106.57 106.57

400 4303 014001 3407 2987 MAR-12 25.00

400 4303 014001 3407 2987 MAR-12 25.00

400 4303 550055 2802 2987 VENKMAN, PETER MAR-12 25.00

400 4303 550055 2802 2987 VENKMAN, PETER MAR-12 25.00

15 G&C UN90 Sum: 50.00 50.00

15 G&C UN90 Sum: 156.57 156.57

Count: 3 440.57 440.57

Cost Transfers - Fund (by Journal Type): 550055

01 Intra Gds/Svcs

OBJ Desc Orig Batch ID

5340 XXXXXXXXXXXXXXXXXX

5340 XXXXXXXXXXXXXXXXXX

5340 CELL STOCK ROOM

4082.AIS.03/29/12.05 29-MAR-2012 16:37:16

15 G&C UN90

OBJ Desc Orig Batch ID

5228 SOM DESIGNATED 67430 Payables 31186866: A 564648

5228 XXXXXXXXXXXXXXXXXX 67430 Payables 31186866: A 564648

4613.KAM.08/31/11.03 31-AUG-2011 13:10:52

5340 SOM DESIGNATED 4082.AIS.03/29/12.05 29-MAR-2012 16:37:16

5340 SOM DESIGNATED 4082.AIS.03/29/12.05 29-MAR-2012 16:37:16

5340 XXXXXXXXXXXXXXXXXX 4082.AIS.03/29/12.05 29-MAR-2012 16:37:16

5340 XXXXXXXXXXXXXXXXXX 4082.AIS.03/29/12.05 29-MAR-2012 16:37:16

4613.SUE.04/30/12.01 30-APR-2012 13:49:02


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August 17, 2006

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.


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August 17, 2006


• 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




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August 17, 2006


• 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


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August 17, 2006


• 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


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August 17, 2006

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


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August 17, 2006

Requirements to Disable Funds

1. Financial Report must be submitted if required-Last FIN Report Filed=Next FIN Report Due

2. FSRD and FSRI s/b posted reflecting Direct and Indirect Costs reported

3. PBIL=PBUD=FSRD+FSRI=Total Expenses reported and on the G/L

4. No Encumbrances can remain5. Object Code 1220 Receivable must =06. Equipment in Object Code 183X/187X must be

transferred to School Surrogate Accounts via an Object Code 4826 Equipment Transfer

7. BRIM (ORS billing system) is reconciled (requires ORS action)

8. All stale dated checks have been satisfactorily addressed


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August 17, 2006

Getting Assistance on Closeouts

• For financial matters: – Contact ORS accountant or Post-

Award Assistant Director

• Regarding extensions, requests for budget or other modifications to agreement, or non-financial matters:– Contact your Contract Administrator


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August 17, 2006

Questions???

the office of research services the office of research support services 1 august 17, 2006 closeout...

Documents

days slide

pre closeout review

days funds freezing

account end date

fund adjustment period

account closeout slide

review fa

allowability slide