This document describes when an award and/or project should be closed, the conditions that must be met, and the process to do so.
Note: All campus locations that have awards with projects owned by other campus locations should notify the other locations before closing an award to make sure that spending is completed on the project(s). Review the Awards with Projects at Multiple SUNY Campus Locations document for more information.
An award should be closed on a timely basis after the end date of the award is reached and all the deliverables are met.
A project should be closed when the award is closed and all the deliverables are met. A project does not need to be closed if its funding is continuing through a renewal award or because the end date of the existing award is extended.
Award and/or project deliverables include those items that were agreed to as a condition of receiving funding, including but not limited to progress and technical reports. If all financial conditions were met but other deliverables are still outstanding, you should change the award status to “On Hold” until all deliverables are met and the award can be closed.
All campus locations must make sure that their award and/or project meets all the criteria for closing before closing an award or project.
Note: You may change the status of an award to “Closed” at any time. You do not have to wait until the end date to close an award, but there are certain conditions that must be met.
The following conditions must be met before you close an award or project:
You should follow the steps in the below table to determine that the above conditions were met so that you can close the award and/or project.
Step |
Action |
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1 |
Print a current RF Account Summary Inquiry (RFASI) or RF Project Summary Inquiry (RFPSI). Request appropriate approvals to close award. Note: Centralized campus locations should submit a signed final printout of the RFASI to the OSPS in central office. Decentralized campus locations should follow campus policies. |
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2 |
View the award's cash position to verify that cash equals expenditures (within a $0.50 margin). |
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If the difference is... |
Then... |
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less than $0.50 |
Central office will make an adjustment and write-off the difference. |
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$0.50 or greater |
Campus must make an adjustment |
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3 |
Verify that total expenditures in the RFASI/RFPSI equal total actuals in the Expenditure Inquiry. If not, determine which items in Expenditure Inquiry are in a funds check failure status and resolve. |
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4 |
Verify that there are no salary charges in payroll suspense, that there are no payments due to terminated employees (except for vacation pay) and that there are no check reversals or voided payroll checks that have to be processed. |
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5 |
Verify that there are no open purchase orders. |
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6 |
Verify that there are no unapproved or on hold AP invoices. |
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7 |
Verify that the total amount of AR invoices equals the final expenditure total. If not, regenerate the last invoice through the current date and submit a "Final Invoice" to the sponsor. Important! Before you regenerate the last invoice remove the check from the "Invoice Hard Limit" box on the award to ensure all expenditures are captured on the invoice. While awaiting the receipt of cash, the award status should be changed to "On Hold." |
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8 |
Verify that there are no open AR invoices. |
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9 |
Make sure you received the appropriate internal approvals. Centralized campus locations should submit a signed final printout of the RFASI/RFPSI to the OSPS in central office. Decentralized campus locations should follow campus policies. |
For awards, you should change the status to “Closed” on the Award Management form. For more information, refer to the Close an Award process help.
For projects, you should click Change Status on the Project, Templates form and change the status to “Closed.” For more information, refer to the Close a Project process help.
The RF’s business applications verify that certain conditions are met (the closing edit process) before allowing you to close an award and/or project. If the conditions are met, you will be able to change the status to “Closed.”
If any of the following conditions are not met you will see an error message and will need to take corrective action:
Required Conditions to Close an Award and/or Project |
Award Error Message |
Project Error Message |
No funds check failures |
Existing Funds Check Failures |
Existing Funds Check Failures |
Cash must equal expenditures (within a 0.50 leeway) |
Cash is not equal to Expenditures |
Not applicable to projects |
No unreleased or unposted grants batches |
Has Unposted Grant Expenditure Batch |
Has Unposted Grant Expenditure Batch |
No open purchase orders |
Open Purchase Orders |
Open Purchase Orders |
No salary encumbrances |
Open Encumbrances |
Open Encumbrances |
No unposted accounts payable (AP) invoices |
Has Unposted AP Invoice: 141411 (if only one unposted AP invoice) Has Unposted AP Invoice: 141411 and others (if more than one unposted AP invoice exists) |
Has Unposted AP Invoice: 141411 (if only one unposted AP invoice) Has Unposted AP Invoice: 141411 and others (if more than one unposted AP invoice exists) |
No open accounts receivable (AR) invoices |
Open AR Invoices |
Not applicable to projects |
For the following award purpose codes the closing edit process does not check to make sure that cash is equal to expenditures and there are no open AR invoices—all other conditions are checked:
Once the closing edit process is complete, the RF’s business applications review the Reports region to verify the following condition:
Condition |
Error Message |
Date Filed field must be completed on existing reports. |
You have reports without Filed Dates. |
Note: Despite the error message, it is not required that you complete the Date Filed field to change the award status to “Closed.”
Once you change an award status to “Closed,” you can’t perform the following transactions:
However, the Vendor Check Cancel transaction may be processed against a closed award. If this occurs, an alert will be sent to the campus contact.
When you change an award status to “Closed,” the RF’s business applications automatically populate the Closure Date field on the Award Management form’s descriptive flexfield form to the date that the status was changed.
If an award’s status was changed to “Closed” prior to Jan. 20, 2003 and the Closure Date field was not completed, than the date used for record retention purposes is Jan. 20, 2003. This is in accordance with the Record Retention for Project Administration Records document.
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