Simplify Your Life : Overcoming Closeout Anxiety OVPR Closeout Training April 25, 2006.

SimplifySimplify Your Life Your Life:: Overcoming Closeout Overcoming Closeout

AnxietyAnxiety

OVPR Closeout TrainingOVPR Closeout Training

April 25, 2006April 25, 2006

THE CHANGING CULTURE THE CHANGING CULTURE OF GRANT MANAGEMENTOF GRANT MANAGEMENT

THE CHANGING CULTURETHE CHANGING CULTURE

• Grant money is becoming more Grant money is becoming more competitivecompetitive

• Sponsors are becoming less flexible Sponsors are becoming less flexible about agreement requirementsabout agreement requirements

• The University of Delaware’s culture is The University of Delaware’s culture is changing to meet the demands of the changing to meet the demands of the sponsors and to remain competitivesponsors and to remain competitive


• These changes are manifesting These changes are manifesting themselves in many ways: themselves in many ways: – More collaboration between institutions More collaboration between institutions – More collaboration between PI’s More collaboration between PI’s – Increase in proposals being sent outIncrease in proposals being sent out– Fewer grants being awardedFewer grants being awarded– Monitoring quantity of No Cost Extensions Monitoring quantity of No Cost Extensions – Increased oversight (and audits) by Increased oversight (and audits) by

sponsorssponsors– Less flexibility at the end of the grant Less flexibility at the end of the grant

periodperiod


• Less flexibility means higher expectations:Less flexibility means higher expectations:– The consistent expectation is that grants will The consistent expectation is that grants will

be closed promptly and accuratelybe closed promptly and accurately– The administration’s expectation is that grants The administration’s expectation is that grants

will be closed in a timely mannerwill be closed in a timely manner– The sponsor’s expectation is that grants will be The sponsor’s expectation is that grants will be

closed in a timely mannerclosed in a timely manner

• The result of these increased expectations The result of these increased expectations is an increased pressure to perform the is an increased pressure to perform the closeout processcloseout process

THE CLOSEOUT CHECKLIST THE CLOSEOUT CHECKLIST CAN HELP YOUCAN HELP YOU

THE CLOSEOUT CHECKLISTTHE CLOSEOUT CHECKLIST

• The OVPR closeout team will be presenting The OVPR closeout team will be presenting training on various topics that pertain to training on various topics that pertain to award closeoutaward closeout

• The first session is on the Closeout The first session is on the Closeout ChecklistChecklist

• Other topics will be partly determined by Other topics will be partly determined by you (please leave your surveys at the door!)you (please leave your surveys at the door!)

• So, why the Closeout Checklist???So, why the Closeout Checklist???


• We believe that if the items on the We believe that if the items on the checklist are completed properly, this checklist are completed properly, this will greatly reduce your interaction will greatly reduce your interaction with OVPR at the end of a grantwith OVPR at the end of a grant

• The closeout checklist can act as a The closeout checklist can act as a road map during the life of a grant road map during the life of a grant and guide you in the management of and guide you in the management of that grantthat grant


• Just think . . . . Just think . . . . – No more scrambling to do JV’sNo more scrambling to do JV’s– Less digging for old or archived receipts and Less digging for old or archived receipts and

reportsreports– Fewer emails with attached spread sheets Fewer emails with attached spread sheets

junking up your Inboxjunking up your Inbox– Reduced phone calls from OVPRReduced phone calls from OVPR– Less pressure to get it done on OVPR’s scheduleLess pressure to get it done on OVPR’s schedule– Who could ask for anything more???Who could ask for anything more???

• Yes, the closeout checklist is your friend!! Yes, the closeout checklist is your friend!! Or at least . . . .Or at least . . . .


• A good starting pointA good starting point

• Departments that return the checklist with all Departments that return the checklist with all appropriate documentation receive fewer follow-appropriate documentation receive fewer follow-up questions regarding their grantsup questions regarding their grants

• If the checklist is used consistently it should make If the checklist is used consistently it should make the work done at closeout time easierthe work done at closeout time easier

• Going forward, we hope to see the checklist Going forward, we hope to see the checklist returned more consistently and will be using it as returned more consistently and will be using it as an instrument to monitor progress in the area of an instrument to monitor progress in the area of grant management and closeoutgrant management and closeout

So let’s get to it . . . .So let’s get to it . . . .

FIRST THINGS FIRSTFIRST THINGS FIRST• Checklist can be printed or downloaded from:Checklist can be printed or downloaded from:

http://www.ovpr.udel.edu/OVPR/do/index?pageId=77#http://www.ovpr.udel.edu/OVPR/do/index?pageId=77#

• Please complete the entire checklist before Please complete the entire checklist before sending it to OVPR:sending it to OVPR:– Boxes stating “checking on this” or “checking with Boxes stating “checking on this” or “checking with

PI” are not very helpful!PI” are not very helpful!– Finish it and then send itFinish it and then send it

• Unless you are already working with a specific Unless you are already working with a specific Closeout Administrator, you may send the Closeout Administrator, you may send the checklist and backup to OVPR, Closeoutchecklist and backup to OVPR, Closeout

http://www.ovpr.udel.edu/OVPR/do/index?pageId=77

ITEM #1 ON THE ITEM #1 ON THE CHECKLIST:CHECKLIST:

FINAL TECHNICAL REPORTFINAL TECHNICAL REPORT

THE FINAL TECHNICAL REPORTTHE FINAL TECHNICAL REPORT

• Documentation is needed for the closeout Documentation is needed for the closeout file that includes the following information:file that includes the following information:– The date the report was sent to the sponsorThe date the report was sent to the sponsor– The name of the person to whom the report The name of the person to whom the report

was sentwas sent– Contact information which may include:Contact information which may include:

• Mailing addressMailing address

• Phone number Phone number

• Email addressEmail address

– An award number and the period covered by An award number and the period covered by the reportthe report


• Examples of acceptable documentation Examples of acceptable documentation include:include:– A cover letter addressed to the sponsorA cover letter addressed to the sponsor– An email sent to an Award Officer, with header An email sent to an Award Officer, with header

infoinfo– A fax that makes reference to the attached reportA fax that makes reference to the attached report

• SAVE TREES . . . . OVPR does not usually SAVE TREES . . . . OVPR does not usually need the report itself; just proof to show an need the report itself; just proof to show an auditor that the report was sentauditor that the report was sent

• Showing an auditor a final report does not Showing an auditor a final report does not show the auditor that the report was sent to show the auditor that the report was sent to the sponsorthe sponsor


• If the technical report will be submitted at a If the technical report will be submitted at a future date, OVPR will communicate that to future date, OVPR will communicate that to the sponsor in the Closeout Transmission the sponsor in the Closeout Transmission LetterLetter

• If the award requirements indicate a final If the award requirements indicate a final progress report is due, but the PI states that it progress report is due, but the PI states that it was not required or that the requirement was was not required or that the requirement was waived, then something in writing from the waived, then something in writing from the sponsor is needed for the closeout filesponsor is needed for the closeout file


COST SHARE/MATCHCOST SHARE/MATCH


• Cost share is the institutional Cost share is the institutional contribution to the cost of completing contribution to the cost of completing a projecta project

• Also referred to as “in-kind”Also referred to as “in-kind”


• How do you know if you have committed How do you know if you have committed to sharing the cost of a project?to sharing the cost of a project?

• Check in these places:Check in these places:– The award documentThe award document– The COA or Maintenance Sheet from OVPRThe COA or Maintenance Sheet from OVPR– The blue sheet for older awardsThe blue sheet for older awards– The Proposal Approval WebformThe Proposal Approval Webform– The proposal narrative, budget, or budget The proposal narrative, budget, or budget

justificationjustification


• Sometimes cost share is specifically Sometimes cost share is specifically required by the sponsor:required by the sponsor:– This may be stated in the RFP or This may be stated in the RFP or

program guidelinesprogram guidelines– It may also be a standing requirement It may also be a standing requirement

specific to a particular sponsor, as in the specific to a particular sponsor, as in the case of NSF (1% match on most case of NSF (1% match on most projects)projects)


• Preventative Medicine: How do you show Preventative Medicine: How do you show that you have met the cost share that you have met the cost share requirement?requirement?– Attach a cost share report to the Closeout Attach a cost share report to the Closeout

ChecklistChecklist– Let us know if all of the match expenses were Let us know if all of the match expenses were

recorded by using the grant project ID#, or by recorded by using the grant project ID#, or by using a dedicated match purposeusing a dedicated match purpose

– Reflect any committed effort on the SAR’s or in Reflect any committed effort on the SAR’s or in the Effort Certification Systemthe Effort Certification System

– Provide the PO# for an equipment purchase, Provide the PO# for an equipment purchase, where the expense breakdown by purpose is where the expense breakdown by purpose is indicatedindicated


AFTER END DATE AFTER END DATE CHARGESCHARGES

AFTER END DATE CHARGESAFTER END DATE CHARGES

• After end date charges ideally should not After end date charges ideally should not occur, but if they do happen they should be occur, but if they do happen they should be promptly removed. Waiting for a new grant promptly removed. Waiting for a new grant purpose code is not a valid reason from an purpose code is not a valid reason from an audit standpoint.audit standpoint.

• If the expense is legitimate, provide a copy of If the expense is legitimate, provide a copy of the receipt or other documentation that the receipt or other documentation that shows the original transaction date or date of shows the original transaction date or date of purchase. We need to validate ALL charges purchase. We need to validate ALL charges hitting after the end date.hitting after the end date.


OVER EXPENDITURESOVER EXPENDITURES

OVER EXPENDITURESOVER EXPENDITURES• Over expenditures are not allowed and must Over expenditures are not allowed and must

be removedbe removed

• Any over expenditures should be addressed Any over expenditures should be addressed in the 60 days after the grant end datein the 60 days after the grant end date

• OVPR is required to promptly move any over OVPR is required to promptly move any over expenditures to a department’s 1-bookexpenditures to a department’s 1-book

• If correcting transactions have already been If correcting transactions have already been initiated, let us know on the checklist so that initiated, let us know on the checklist so that these efforts are not duplicatedthese efforts are not duplicated


UNALLOWABLE CHARGESUNALLOWABLE CHARGES


• Sources for determining unallowable Sources for determining unallowable charges:charges:– Read the award document/agreement; review Read the award document/agreement; review

all terms and conditionsall terms and conditions– Refer to the RFP or program guide; this may be Refer to the RFP or program guide; this may be

particularly useful for exceptionsparticularly useful for exceptions– Review the OMB circular (take a booklet!)Review the OMB circular (take a booklet!)

• This is the guiding principal for all federal moneyThis is the guiding principal for all federal money

• This may also be used by non-fed sponsorsThis may also be used by non-fed sponsors

– Ask OVPRAsk OVPR– Ask the sponsorAsk the sponsor


• OVPR will question anything that OVPR will question anything that might be questioned by an auditor.might be questioned by an auditor.

• There are unusual occasions when There are unusual occasions when expenses that are typically expenses that are typically unallowable will be allowed. If this is unallowable will be allowed. If this is the case, attach adequate the case, attach adequate documentation to the closeout check documentation to the closeout check list for the closeout file.list for the closeout file.


OUTSTANDING OUTSTANDING TRANSACTIONSTRANSACTIONS

OUTSTANDING OUTSTANDING TRANSACTIONSTRANSACTIONS• If all legitimate expenses haven’t hit If all legitimate expenses haven’t hit

yet, let us know early on:yet, let us know early on: - For on-campus charges, OVPR may be able to - For on-campus charges, OVPR may be able to

help help expediteexpedite

- For other expenses you may need to request a - For other expenses you may need to request a no- no- cost extension, so the closeout is not latecost extension, so the closeout is not late


EQUIPMENT INVENTORYEQUIPMENT INVENTORY

EQUIPMENT INVENTORYEQUIPMENT INVENTORY

• If an equipment/property inventory is If an equipment/property inventory is required by the sponsor or terms of required by the sponsor or terms of the agreement, please provide it as the agreement, please provide it as an attachment to the checklist (see an attachment to the checklist (see example handout)example handout)

• Equipment Fabrication needs to be Equipment Fabrication needs to be capitalized as equipment, or moved capitalized as equipment, or moved to a supply expense before closeout to a supply expense before closeout can be completedcan be completed


SUBCONTRACTSSUBCONTRACTS

SUBCONTRACTSSUBCONTRACTS

• If the subcontractor’s final invoice has not yet If the subcontractor’s final invoice has not yet been received, please contact them to obtain itbeen received, please contact them to obtain it

• After the final invoice has been approved by the After the final invoice has been approved by the PI and sent to OVPR, we will initiate the PI and sent to OVPR, we will initiate the closeout with the subcontractorcloseout with the subcontractor– Is our PI satisfied with the invoices submitted?Is our PI satisfied with the invoices submitted?– Is our PI satisfied with the results from the subcontractor?Is our PI satisfied with the results from the subcontractor?– Is our PI satisfied with the reports submitted by the Is our PI satisfied with the reports submitted by the

subcontractor?subcontractor?

• GMQ_PO_ACTIVITY_SUM query provides the GMQ_PO_ACTIVITY_SUM query provides the funds committed and the expendituresfunds committed and the expenditures


SALARY JOURNAL SALARY JOURNAL VOUCHERSVOUCHERS

SALARY JOURNAL SALARY JOURNAL VOUCHERSVOUCHERS

• Please ensure that all Salary JV’s provide the specific dates of Please ensure that all Salary JV’s provide the specific dates of the salary being moved:the salary being moved:– Good: “10/1/03 – 12/15/04, 5 pays @ $875.00 ea”Good: “10/1/03 – 12/15/04, 5 pays @ $875.00 ea”– Bad: “moving salary for fall 2004”Bad: “moving salary for fall 2004”

• Any Salary JV that affects an effort period prior to 09/01/04 Any Salary JV that affects an effort period prior to 09/01/04 will require a revised Sponsored Activity Report (SAR)will require a revised Sponsored Activity Report (SAR)– Please let us know that the SAR report was revised, or Please let us know that the SAR report was revised, or

revise it now and return it with the checklistrevise it now and return it with the checklist

• Effort Certification System (ECS)Effort Certification System (ECS)– JV’s needed for salary after 9/1/04 will require that the JV’s needed for salary after 9/1/04 will require that the

corresponding effort report be pushed to you. The corresponding effort report be pushed to you. The completed JV will automatically update the effort report.completed JV will automatically update the effort report.


FACILITIES & FACILITIES & ADMINISTRATION ADMINISTRATION

EXPENSESEXPENSES

F&A EXPENSESF&A EXPENSES

• Verify that the correct overhead rate was usedVerify that the correct overhead rate was used– Month End Statement:Month End Statement:

•Take the total month end expenses Take the total month end expenses •Subtract out the month’s overheadSubtract out the month’s overhead•Take the new amount and multiply by the F&A Take the new amount and multiply by the F&A

rate rate •The amount calculated should match back to The amount calculated should match back to

the month’s total overheadthe month’s total overhead

• Verify that all F&A has hitVerify that all F&A has hit– If a transaction has a purpose but not a project, If a transaction has a purpose but not a project,

F&A did not hit the correct projectF&A did not hit the correct project


INVENTIONS AND INVENTIONS AND INTELLECTUAL PROPERTYINTELLECTUAL PROPERTY

INVENTIONS AND IPINVENTIONS AND IP

• Verify with the PI if any invention or Verify with the PI if any invention or IP issues resulted from the awardIP issues resulted from the award– If yes, please provide appropriate If yes, please provide appropriate

documentation to OVPRdocumentation to OVPR– If no, please note not applicableIf no, please note not applicable


PURPOSE AND PROJECTPURPOSE AND PROJECT

PURPOSE/PROJECT PURPOSE/PROJECT BALANCESBALANCES

• Why don’t my balances match? Why Why don’t my balances match? Why should I care?should I care?

• How to find discrepanciesHow to find discrepancies– Compare Project and Purpose TransactionsCompare Project and Purpose Transactions– Use GMQ_CLOSE_OUT_REPORT (project) andUse GMQ_CLOSE_OUT_REPORT (project) and

EZQ_TRANS_NONBUDGETQUERY EZQ_TRANS_NONBUDGETQUERY (ledger)(ledger)

• Some discrepancies are more complicated, Some discrepancies are more complicated, check with OVPR if you get stuckcheck with OVPR if you get stuck


FINAL EXPENDITURESFINAL EXPENDITURES

FINAL EXPENDITURESFINAL EXPENDITURES

• Confirm final expenditure total in the Confirm final expenditure total in the provided spaceprovided space

• If the award is underspent, please let If the award is underspent, please let OVPR know there will be no other OVPR know there will be no other legitimate expenseslegitimate expenses

• If the award is overspent, please remove If the award is overspent, please remove the over expenditures, after end date the over expenditures, after end date charges or unallowable costscharges or unallowable costs


LABOR ALLOCATION LABOR ALLOCATION MODULEMODULE

LABOR ALLOCATION MODULELABOR ALLOCATION MODULE

• Please remember to update any LAM entry Please remember to update any LAM entry containing the grant purpose AND/OR project containing the grant purpose AND/OR project number; this includes match!number; this includes match!

• Detailed training information is available at:Detailed training information is available at:– http://www.udel.edu/UDFS/info/training/shtml#LAM http://www.udel.edu/UDFS/info/training/shtml#LAM – http://www.ovpr.udel.edu/OVPR/do/index?http://www.ovpr.udel.edu/OVPR/do/index?

pageId=30pageId=30

THE ENDTHE END

• Please remember to fill out and hand Please remember to fill out and hand in your surveysin your surveys

• Please make sure that you signed the Please make sure that you signed the attendance sheetattendance sheet

• Thank you for coming!Thank you for coming!

Simplify Your Life : Overcoming Closeout Anxiety OVPR Closeout Training April 25, 2006.

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Transcript of Simplify Your Life : Overcoming Closeout Anxiety OVPR Closeout Training April 25, 2006.