Award Closeout Notifications Coming in November

A notification process will soon be implemented to alert Principal Investigators (PIs) and Project Managers (PMs) when their awards and associated projects are approaching their end dates. A highly requested feature, these notifications are designed to ensure PIs and PMs are aware of, and plan for, required tasks associated with an award’s closeout.

Who will receive the notifications?

Each email notification will be sent to the Award PI, PIs and PMs of associated projects, and Contracts and Grants Accounting administrators.

When are notifications sent?

Notifications are sent 60 days before, 30 days before and on the award end date.

When will the notifications start going out? 

Automated notifications are scheduled to begin going out early November.

What information do the notifications provide?

The notification emails provide the award number, end date, sponsor, contract name, and PI. The emails also provide a list of associated projects and a general overview of the responsibilities and tasks necessary to properly close out an award in a timely manner.

Example Email Notification

• See the text version of the award notification email.
• Award Closeout Summary - 0 Days Notice
  Award Overview
  • Award Number: [Redacted]
  • Award End Date: [Redacted]
  • Sponsor: [Redacted]
  • Contract Name: [Redacted]
  • Principal Investigator: [Redacted]
  • Projects: See below.
  This award's performance period ends on [Redacted]. As the Principal Investigator, you have primary responsibility for financial management of the project funds in accordance with University and sponsor policies. Please ensure that all appropriate charges are recorded and any cost overruns are eliminated before the end of the performance period, at which time the CGA Contract Administrator will use the expenses posted to the PPM project costs as the basis for preparing the required final financial reports on time.
  The award closeout period is a shared timeframe between departmental administrators and the Central CGA office. During this period, please prioritize the completion and submission of all final closeout transactions to allow CGA sufficient time to process final invoices and complete any required financial reporting.
  Timely completion of closeout activities is critical to ensuring compliance with the terms and conditions of the award. We appreciate your partnership in prioritizing these transactions and helping to ensure a smooth, timely, and successful closeout.
  Submission of timely financial reports ensures the following:
  • Timely receipt of reimbursements for project expenses
  • Sponsors have assurance that we have proper internal controls in place which allows us to close out projects accurately and timely
  • Sponsors can respond and authorize extensions and carryforward requests in a timely manner
  • Supplemental, continuation and new awards are not delayed
  • We avoid penalties or restrictions that may be imposed by the sponsor due to late or inaccurate financial reporting
  Department Review
  • Reviewing all expenditures for allowability.
  • Payroll expenses, view the Admin/Clerical Title Codes report
  • For non-payroll expenses, review the high-risk expenditure types
  • Ensuring all charges are incurred during the performance period of the award. Goods and services not received before the end date of the award are not allowable without specific authorization from the sponsor
  • Transferring excess expenditures to an allowable source if the award is over-expended
  • Changing payroll appointments charged to this project
  • Removing all encumbrances, including closing the PO when processing the final invoice for a subaward
  • Certifying all outstanding effort reports
  • Ensure that all cost share commitments are met and confirmed with contract administrator
  The CGA Contract Administrator will prepare the final financial report/invoice based on the cumulative expenditures in the PPM subledger. If you are aware that an amendment or extension has been requested or is otherwise pending, please notify the CGA Contract Administrator prior to the end of the closeout period.
  If you have any questions concerning this closeout, please contact the CGA Contract Administrator for this award: [Redacted]
  We appreciate your assistance in ensuring a timely and accurate closeout on this sponsored project.
  Projects
  • Project Number: [Redacted]
  • Status: Active
  • Project Manager: [Redacted]
  • Name: [Redacted]
  For questions or assistance, please contact assigned the Contract Administrator: [Redacted]