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Business and Financial Policies and Procedures

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  • Open Comment Period: March 30 - April 13, 2015

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pczarn2@uic.edu Jul 29, 2016 1:49 pm

Something else that tends to get overlooked at project closeout are any reoccurring billings by other university departments (e.g., telecom, printing, RRC, etc.). It would be good to add a reminder in the "BEFORE Project End Date Section" to "Notify departments responsible for automatic billings of foap expiration and to provide new foap, if applicable." This will also, hopefully, spur/remind units to open an anticipation account if the grant work is expected to continue under a new contract. That might also be a good bullet to add, to the same section--to open an anticipation account, if applicable.

pczarn2@uic.edu Jul 29, 2016 1:48 pm

Paragraph 1: might be more helpful to cite the specific section of the new circular (2 CFR 200.343), if not hyperlink to it.

Reason for the policy: another consequence could be cash flow delays

After project end date section: Should this include *submission* of the final technical report as a responsibility of the PI? It states "confirm" - who is to confirm? Seems different than the active "submit".

After project end date section: 120 day reference re: NSF/NIH... a recent national publication clarified that the closeout period is still 90 days with a 30 day extension. The clarification became necessary to stress that there would be no further extensions. Should the asterisked comment be updated more accurately? This is a little more clear in the FAQ than it is directly under the table in the body of the policy.

After project end date section: there are a few "submit a form" statements. Might be helpful to reference or link to standard forms.

Central Office responsibilities: central responsibilities also include collections, this is not listed here and collection of grant receivables is necessary to close out. This would not typically be a concern with federal projects, however the policy is stated to apply to all projects. Collection of payments was an element of prior policy in 16.1.5 but is not an element of this policy. Collection of payments is an area which may also benefit from timeline expectations and responsibility definitions.

Central Office responsibilities: are there similar timelines expectations for the central offices (as described for administrators and PI's)?

There is no fixed price agreement policy to refer to. Is it forthcoming?

Record retention is the next logical question upon closeout. It may be beneficial to reference other sections governing retention policy, including a statement that sponsored project T&C typically define requirements as well.

pczarn2@uic.edu Jul 29, 2016 1:48 pm

Paragraph 1: might be more helpful to cite the specific section of the new circular (2 CFR 200.343), if not hyperlink to it.

Reason for the policy: another consequence could be cash flow delays

After project end date section: Should this include *submission* of the final technical report as a responsibility of the PI? It states "confirm" - who is to confirm? Seems different than the active "submit".

After project end date section: 120 day reference re: NSF/NIH... a recent national publication clarified that the closeout period is still 90 days with a 30 day extension. The clarification became necessary to stress that there would be no further extensions. Should the asterisked comment be updated more accurately? This is a little more clear in the FAQ than it is directly under the table in the body of the policy.

After project end date section: there are a few "submit a form" statements. Might be helpful to reference or link to standard forms.

Central Office responsibilities: central responsibilities also include collections, this is not listed here and collection of grant receivables is necessary to close out. This would not typically be a concern with federal projects, however the policy is stated to apply to all projects. Collection of payments was an element of prior policy in 16.1.5 but is not an element of this policy. Collection of payments is an area which may also benefit from timeline expectations and responsibility definitions.

Central Office responsibilities: are there similar timelines expectations for the central offices (as described for administrators and PI's)?

There is no fixed price agreement policy to refer to. Is it forthcoming?

Record retention is the next logical question upon closeout. It may be beneficial to reference other sections governing retention policy, including a statement that sponsored project T&C typically define requirements as well.

In the FAQ's re: service center billings: Is the monthly billing requirement also found within policy governing the service center activities?

pczarn2@uic.edu Jul 29, 2016 1:48 pm

1.I don't think the fixed price contracts policy is addressed. If the fragment below is supposed to cover it, it is not enough. There should be more specific info or a link to the detailed policy section.
"•Dispose of unexpended cash balance--per award terms and conditions, and campus policy."
2. Although there are several mentions of policies required by other than federal sponsors, I think it should be stated more clearly, maybe in a separate paragraph that various sponsors have different requirements regarding close out procedures, including deadlines as short as 30 days after termination (like RWJF).

pczarn2@uic.edu Jul 29, 2016 1:48 pm

Thanks for taking time to write out this policy/procedure including timelines. This is super helpful. Any possibility that you could ADD in the timelines and responsibilities of the grants and contracts staff conducting the grant close out. So for instance include when our preliminary close out report will be received, when the FSR will be generated (and where to find it), etc. It would also be helpful to add in places you can look for unobligated expenses (TEMS, IBUY) and HOW to do this (can only see these in tems and ibuy if you are a proxy for the person who submitted them). Include links to resources for generating unobligated balance reports and unexpended PO dollars (where the entire amount was not spent down).

Things that make us late are: we are waiting for unobligated expenses to post (TEMS or Ibuy); we are waiting for a preliminary close out statement from G and C (because the ICR always gets jacked up). We don't want to do our final clean up until we know what the real numbers are. The new change moving equipment to the supply line will help with the ICR - now if you could just address rental of printers (which gets excluded from ICR calcs) and get ACCC and facilities management to bill on time things would get easier for all of us :) Tuition waivers also hit late...so we wait for the close out report.