Contracts and Grants Accounting. Award Closeout Process Effective May, 2016
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1 Contracts and Grants Accounting Award Closeout Process Effective May, 2016
2 Confluence of 3 Factors: Internal and external focus on compliance and oversight Uniform Guidance ( Closeout) SAS-115 (internal review process to ensure accurate and complete transactions) CGA metrics and monitoring CSS and department best practices for award management Need a solution to the problem of post-close charges New tools for award lifecycle management 2
3 Closeout Process Upon issuing the final financial report/invoice to the sponsor, CGA will perform the following steps in the PeopleSoft C&G System: 1. Ad-Hoc deficit clearing on individual awards 2. Change the Activity status from Ended to Final 3. Change the contract status to Closed 4. Place billing plans on hold Run the COA inactivation and GL check process 3
4 Award s Status Values and Transactions 4
5 Award s Status Values and Transactions (Cont d) 5
6 Award s Status Values and Transactions (Cont d) 6
7 Closeout Timeline 7
8 Tools available for award management Termination notices (90/60/30/0 Day) No additional s from CGA staff Need your help to keep contact information updated CGA: updates RA information in PeopleSoft C&G module ( Post Award Administrator ) Department/CSS: updates Department Contact fields in PeopleSoft C&G module Payroll Personnel System (PPS) Suspense Correction component Simplified payroll suspense clearing Highlights of upcoming enhancements: Ability to handle corrections to benefits over $1000 Ability to process PET requests for bi-weekly vacation accruals where the gross earnings are zero New HR online COA validation for Earnings Distribution and Position Data PI Portfolio Expense accrual process Queries and metrics for award closeout provides visibility and allows monitoring of closeout timeliness 8
9 Things to consider during award closeout Different closeout timelines NIH and NSF awards: 120 day closeout period UCB as Subrecipient: day closeout period Closeout Exception Requests Only rare and extreme circumstances such as system outages or significant BFS reporting issues NO CLOSEOUT REVISIONS without prior approval. Cost Share Contribution Reports Submitted with Closeout Certification Form Certified by PI and supported with documentation CGA analysts will review in advance of closeout if time available 9
10 Things to consider during award closeout No Cost Extensions CGA is monitoring late closeouts due to pending NCEs CGA will only suspend the closeout process (for a pending NCE) or extend the award (for an approved NCE) upon written direction from SPO/IAO Awards in Deficit Final invoice is based on actual expenses recorded on the GL CSS/Department must proactively perform cost transfers timely (during the adjustment period) to bring total expenditures to equal or below budget limit
11 Things to consider during award closeout Deficit Clearing Process Deficit clearing will be performed on an Ad-Hoc basis (effective May 2016) on individual awards in deficit at the time of award closeout. The deficit clearing process will also run monthly for closed awards in deficit. There will be no reversal of deficit clearing except in extreme and exceptional cases and only after obtaining CGA approval CSS RAs/Department cannot process any journal entries after the award is closed; remaining deficit amount (including payroll, if any) will be cleared by the deficit clearing process Deficit clearing is necessary to inactivate a fund. Inactivating funds prevents expenses from posting to closed awards 11
12 Update contact information Post Award Administrator- maintained by CGA Department Contact Maintenance maintained by department/css URL: Path: Controller s Office website>training>ra Grants WorkCenter and other BFS Procedures>Other BFS Procedures>Department Contact Maintenance.pdf 12
13 Questions? 13
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