The Controller's Office tracks grant fund end dates on
an ongoing basis to be sure that P.I.'s and administrative staff are
aware of grants that are coming to an end. Grant funds that have end
dates approaching within 90 days following the current closed period
will be targeted for inquiry. If the grant fund is part of the Women's
Center for Research, the Accounting Manager at the Women's Center will
be contacted to answer any questions regarding extensions that may
be in the works or awards we are waiting on. Similarly, the Controller's
Office will work with the P.I.'s and department staff on grant funds
that are not associated with the Women's Ctr.
If it is evident that the grant is truly expiring and
there are no further extensions or awards to be made, the grant fund
close-out process will begin. Unless otherwise indicated in the award
documents, grant funds are set up in Banner with a terminate date 90
days after the end date. Most Federal sponsors allow for 90 days after
the end date to make any final adjustments or corrections, submit
final invoices, and prepare and submit all final reports. This also
allows us time to correct any overexpenditures, deal with unexpended
funds, etc.
The Principal Investigator on the award is responsible
for preparing any final progress or narrative reports that are required
by the terms of the award. These reports and due dates are listed in
the original Grant Notification letter prepared by the Controller's
Office and sent to the P.I. at award set-up. The Women's Ctr Accounting
Manager will work with the P.I.'s at the Center to be sure they are
aware of these dates and reports. Copies of all narrative reports should
be forwarded to the Controller's Office.
Any financial reports required by the terms and conditions
of the award are the responsibility of the Controller's Office and
the Accounting Manager at the Women's Center. For federal awards made
to the Women's Ctr., the financial report will be reviewed and signed
by the Controller's Office. In the case of non-WCW awards,
a rough draft report will be prepared and sent to the P.I. for approval
and review. If the financial report meets the approval of the P.I.
it is submitted to the sponsor.
Many sponsors require that other administrative reports
be submitted to officially close out an award. The Controller's Office
and the Accounting Manager at the Women's Ctr are responsible for the
preparation and submission of these reports.
Once all the deliverables on an grant fund have been
prepared and submitted, the grant fund is officially closed out in
the Banner system by the Controller's Office.
