oregon health & science university sponsored projects administration closeouts john caruso,...

Oregon Health & Science University

Sponsored Projects Administration

Closeouts

John Caruso, Education CoordinatorSponsored Projects Administration



Audience

This course is intended for “department administrative staff”—including department administrators, division managers, department fiscal managers, department effort coordinators, etc.



Introduction

This course looks at reporting responsibilities and the fundamental procedures to be followed for a successful closeoutCloseout represents the final administrative actions on a sponsored project—comes at the end of a project budget periodThe closeout of a project occurs when all adjustments have posted and all reporting requirements have been metThere is one process for closing a project and additional requirements for closing an award



30- and 90-Day Letters

SPA sends the PI and the Dept Admin 30-Day Letters and 90-Day Letters to alert them of pending Project End DatesPIs and Dept Staff should already be aware of all Award/Project End Dates on their ownView award/project demographics in OGA



Closeout Process

When?– Once the period of performance has expired, the clock starts

ticking for final reports—generally 60-90 days

What?– All final deliverables as dictated by the Terms and Conditions

of the individual award

Why?– Release of final payment, and release from award obligations



The Successful Close Out

Successful award Closeout means:– Documenting and assuring the fulfillment of the

Terms and Conditions of the award– Preparing and submitting all of an award/project’s

final reporting documents—these include progress reports, final invention statements and financial reports



Terms and Conditions

In order to correctly follow all the Terms and Conditions of an award, you need to know what they areHow do you find them?Read your award document—the Notice of Grant Award (NOGA), contract



Expanded Authorities

Expanded authorities may be provided in the award documentUnder Streamlined Non-Competing Application Process (SNAP), no financial reports are required by NIH with non-competing renewalsAlso, automatic carry-over of unexpended funds is typically allowable under expanded authorities



Grants vs. Contracts

Remember that grants and assistance agreements can be quite different from contracts as far as reporting requirements are concernedHowever, many of the same forms and procedures may be utilized for both



OHSU’s Interests

The successful closeout not only satisfies the award sponsor but also protects OHSU’s interestsThere are a number of items that need to be reviewed prior to closing an award



Before an Award Can Be Closed

Verification that Facilities & Administrative and fringe rates have been applied correctly

F&A base and rate on the award (done by SPA)Appropriate exclusions from MTDC (done by SPA)Applicable fringe rates applied to salaries/wages

Verification that expenditures are validVerification that cash has been received and applied to the account (event invoices)Verification that all associated projects and subprojects have been reviewed and are ready to close



Before an Award Can Be Closed(cont.)

Verification that all projects from prior years are also closed with zero balances

Verification that all overdrafts have been removed

All reporting requirements have been met

All LD adjusted appropriately

All Cost Sharing commitments have been met and documented



Closeout Checklist

The SPA award/project closeout checklist is available online:http://www.ohsu.edu/research/rda/spa/docs/closedchecklist.doc



Department Responsibilities

Verifying all applicable expenses have postedProviding an unrestricted account number for overdrafts and unallowablesEnsuring that technical reports and other non-financial reports are submitted on time (and letting SPA know they have been)



More Dept Responsibilities

Final invoicing complete, if requiredAll Terms and Conditions have been metAny Cost Sharing commitments have been met and documentedProgress report filedPI and/or Department concurrence has been received



Closing Projects in OGA

When all reporting is complete for a project, the project can be changed to “Closed” status in OGA– This means that all items on the SPA closeout check

list are verified as completed.

When a project is closed a “Closeout” letter is sent to the PI and the project fiscal manager



Closing Awards in OGA

When all projects are closed in an award, the award must be closed as wellFinal invention/patent reporting is complete– (final year only)

Work is complete



Record Retention

All Project files are held on site for 6 months after the final close of the Award, then are archived to Iron MountainFive years after the award was closed, the files may be destroyed



Closeout Requirements

Expenses = Revenue = Receipts = BudgetBe sure to confirm the LOC amount authorized vs. what was actually drawn down.

Open Commitments (Encumbrances) = 0.00All PO’s “finally closed”All Labor Distribution adjusted appropriatelyAll invoices on hold have been cleared

Financial reporting complete, if required



Reports to Run

The following reports should be run in “OGA Inquiry OHSU”:Report Requests– ZGMS Award Closeout Report– Invoices on hold by Fund/Org report-Project/Exp.org

Award Status– Commitments (find all)



Risks of Not Closing In a Timely Manner

Unallowable expenditures may have posted to the project that should be removedDebits or credits may have posted that were not captured on the financial report or final invoiceSponsors may withhold incremental funding or final payments until they receive outstanding reports



More Risks

Expenditures may continue to post to the award once funding has been de-obligatedF&A rate may not be calculated correctly, thus OHSU is not recovering as much of its costs as it could. This could be caused by:

Incorrect baseIncorrect rateErroneous adjustments made during the lifetime of the award



One More Risk

Failure to file a timely report for an award, not issued under Expanded Authorities could result in a loss of carryover funds.

Awards not issued under FDP or Expanded Authorities require a carryover request if the Principal Investigator wishes to have use of the funds in the next funding period.Read the award document so you will know



Closeout Responsibilities

Role Expenditures Project ChangesFinancial Reporting &

Invoicing Technical Reporting

Principal Investigator

• Clearly state destination of expenses to department personnel (especially in case of multiple awards)

• Ensure expenses are allowable per sponsor and institution regulations/guidelines

• Communicate changes in project scope or timelines

- No cost extension request - Continuations - Rebudgeting

• Provide final review/approval of costs being invoiced and reported

• Complete all project objectives stated in award document

- Progress reports - Final Deliverable

Department – PI’s Supporting Unit

• Ensure expenses are allowable per sponsor and institution regulations/guidelines

• Ensure expenses are charged/posted to appropriate project

• Assist PI in making project changes

• Communicate progress towards project objectives within stated timeline

• Assist PI in review of invoices/financial reports and notify of any incorrect charges

• Assist PI in completion and submission of technical reports

• Ensure PI compliance with technical reporting requirements

Sponsored Research Office

• Timely approval/review of expenses requiring authorization

• Ensure expenses are allowable per sponsor and institution regulations/ guidelines

• Assist PI in making changes to project scope timelines

- Submit NCE/ continuation requests

- Make appropriate changes to dates/ budgets in financial system

• Prepare and submit accurate invoices/financial reports based upon schedule in award document

• Expedite submission of Final Invention Statement.

• Follow up with PI and Dept. Administrator on Sponsor requests for missing, final invention statements, financial or technical reports

oregon health & science university sponsored projects administration closeouts john caruso,...

Documents

award slide

successful award closeout

sponsored projectcomes

award obligations

award sponsor

individual award

oga slide

successful closeout