Proactive Action Required: Sponsored Award Closeouts & Cost Transfer Process Change Occurring May 1, 2025

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2 years 3 months
Submitted by jnagle on

Dear Colleagues,

 

In alignment with the Awards Improvement and Development Effort (AIDE), a process change will be implemented with the goal of accelerating closeout activity and reducing compliance risk to the University:

 

  • Beginning May 1, 2025, Grant and Contract Accounting (GCA) will begin transferring any unresolved deficits and late-posted expenditures from sponsored awards with a status of “Closeout in Progress” to school or college Indirect Cost Recovery (ICR) resource worktags.
  • Late posted expenditures are defined as transactions that post after the Final Action Date (FAD) and were not included on invoices or financial reports.
  • Please review the “remaining budget” columns (excluding encumbrances) under the “Sponsored Grants and Awards” tabs of your PI and Grant Manager Dashboards for award deficits that are subject to this process.
  • Transferred costs will have a description of “Costs Moved by GCA at Closeout” in the memo field.  These transactions can be identified by using the R1234 report.
  • Units may reallocate these costs to other appropriate funding sources following the transfer.
  • For questions specific to an award, please submit a request through Award Portal. 

 

I ask that you ensure your units proactively review and resolve any deficits or late charges on sponsored awards by April 30, 2025

 

Your partnership and continued dedication to supporting the University’s research enterprise is greatly appreciated. 

 

Sincerely,

 

JASON CAMPBELL (he/him/his) 
Vice President, Finance & Budget Strategy / Deputy CFO 
Finance, Planning & Budgeting

University of Washington 

206.685.9961 
jasonc26@uw.edu  finance.uw.edu 

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