University Research Award Closeout Procedure

Department

The responsible Department Financial Analyst/Administrator reviews the award and ensures the following:

• All effort is complete
• No further charges should be charged or allocated
• No additional time will be issued
• No other adjustments are required (e.g., journals, rate adjustments)
• If the award is in OD, initiate transfer journal to clear expense
• If a fund balance remains, initiate a fund transfer journal to return funds to funding entity

When confident that the above criteria have been met, the analyst/administrator sends an email to the responsible OSR Senior Accountant (see below) verifying the following:

• All expenditures have been posted or have been transferred off
• No further commitments are to paid
• No Labor Distribution errors exist
• There are no pending Tuition Allowance charges (pre-paid tuition must be cleared)
• No administrative salaries were charged
• PI effort posted to the award as planned
• Award is ready for closeout

OSR

The email is received by the responsible OSR Senior Accountant, who forwards the request to the appropriate person on their team to perform the following:

• Enter her/his name as OSR Closeout Accountant in Personnel tab of the Oracle Award Management Screen
• Run expense and fund statements/reports and reviews expense and fund disposition
• De-obligates budget, project and funded amount in Oracle – baseline and print Award Configuration “Report
• Goes into Oracle and changes the status field to “Closed”
• Update Oracle DFF CLOSEOUT_STATUS as “Completed”
• Enters DATE_CLOSEOUT_COMPLETED in Oracle Designated Flex Field
• Notifies funding entity that the award has been financially closed
• Marks folder “closed” and files with closed awards

Responsible ORS Senior Accountants

• School of Medicine: Ken Merritt
• School of Engineering: Tim Leung / Pat Wong
• Humanities & Sciences: Marie Mui