Purpose
Complete the steps below before the Final Action Date of your closing grant worktag(s). This checklist does not need to be submitted to GCA; it is a guide to support a smooth closeout process.
Steps
- Post all allowable transactions to the closing grant worktag(s) before the Final Action Date. Resources: Grant Manager Dashboard and Know Your Final Action Date.
- Make sure that all transactions, including all post-expiration transactions, meet the four cost principles. Resource: Four Cost Principles.
- Complete any accounting adjustments and Payroll Accounting Adjustments. Transfer unallowable expenditures from the closing grant worktag(s) or to align expenditures with the current cost center worktag, if any changes occurred during the award period. Resources: Accounting Adjustments and Payroll Accounting Adjustments.
- Liquidate all outstanding pre-encumbrances and encumbrances. Resource: To liquidate an encumbrance, complete the form available on Procurement Services Changing or Closing Orders.
- Check that there are no expenses outside the award line dates. Resource: Change Budget Dates.
- Complete all milestone award tasks for awards where sponsor invoicing is based on the completion of milestones. Resource: Complete a Milestone Award Task.
- Reconcile all subaward award lines. Resource: Checklist: Subawards from Proposal to Closeout.
- Make sure that cost share commitments are met. Use the R1234 report to review the status of the cost share project worktag and complete any accounting adjustments and Payroll Accounting Adjustments as needed.
- Reconcile all program income award lines.
- Make sure all fabrication journals are posted to Workday. Resource: Fabrication Projects Job Aid.
- If any closing grant worktags are in deficit, create an Award Portal ticket using the topic “Deficit Transfer Request” to provide an appropriate worktag for the deficit to be transferred to. Resource: Deficit Process for Sponsored Program Awards.
- If there is an unspent cash balance, and the University can retain the balance, create an Award Portal ticket using the topic “Closeout” to provide a residual balance worktag for the balance to be transferred to. Resource: Residual Balance Transfers.
Additional Resources
- Use the Award Portal Grants With Final Action or End Dates in Next 90 Days Report to see a list of grant worktags that have a Final Action Date or an End Date within the next 90 days organized by Cost Center.
- GCA Closing Your Award
Please send questions about your award to GCA by creating an Award Portal ticket using the “Closeout” topic.