Closing

If your budget's Final Action Date (FAD) is approaching or has already passed, please notify GCA of any pending charges ASAP by submitting the Pending Transactions Detail Form via Grant Tracker. This will allow us to incorporate the charges into our final invoice and/or report.

If the final invoice or report has already been issued, you will also need to provide written sponsor confirmation that they will accept a revised final invoice or report.

A budget with a short window for final invoicing and/or reporting will generate an early Final Action Date (FAD). Most sponsors allow 60-90 days after the award end date to complete final invoicing or reporting, which generates a FAD over a month after the end date.

The UW fiscal system codes each budget in one of four statuses, which define the transaction types that can and cannot be posted to the budget.

If you are expecting a no-cost extension or a supplement/extension (adding additional funds to the budget), you may notify GCA via the Closing topic in Grant Tracker. We will then flag the budget to prevent it from being closed to status 4. However, we cannot extend the end date unless we receive an Extension PAC (for no-cost extensions) or a Supplement/Extension FA (when additional funding is to be added) from OSP.

Know your Final Action Date (FAD), which is listed on the Grant Tracker Budget Information page. If any charges have not posted on or before that date, you MUST notify GCA of the charges by that date, or we will not be able to include them in the final report or invoice, and the charges will become a deficit to the department.

If a sub budget and its parent have the same end date, it is GCA's practice to close both budgets to status 4 at the same time. We can, however, close a sub budget to status 3 at any time to prevent additional transactions from posting.

If you wish to close a sub budget completely more than six months before the parent budget's end date, please request closeout via Grant Tracker.

If for any reason your sponsor is cutting off your project before the original, agreed-upon end date, or if your PI is leaving UW employment and transferring their grants to their new institution, you must work with OSP to create an early termination PAC. GCA cannot update the budget's end date or send the sponsor a final report or invoice until we receive such a PAC.

It depends on the sponsor and the award. Please review your award agreement and/or sponsor policies for more information. If they are silent on carryforward, GCA will require written sponsor authorization to carry a balance or deficit forward.