Grant Clean up in Preparation for Close Out

Please keep in mind that grant spending must adhere to the submitted grant budget during the grant time period. As of the grant end date, no spending may occur and no services may be delivered. Please keep this in mind as the grant end date arrives.  

 
As a program manager, it is your responsibility to assure that the grant is clean and can be closed out. Once it has been closed out, a final fiscal report will be submitted.

 

In order to close out your grant, the following must be true:

  • Requisitions: there should be no remaining requisitions in the system. All requisitions should either have been turned into Purchase Orders or have been cancelled.

  • Purchase Orders: All Purchase Orders should be “Fully Received” in the system. Items should have been ordered, received, and a receiver should have been entered before the grant ends.

  • Stipends: All stipend work must occur within the grant period. PS08s should be submitted no later than 1 week prior to work beginning. PS09s must be submitted no later than one week after the work ends.

Keeping these requirements in mind, grant clean up should begin roughly a month before the grant end to allow time for items to be purchased and stipends to hit payroll.



Action Items

  • Requisitions: In order to close out your grant, all requisitions must be either converted to POs or cancelled. If you no longer need the requisition, please cancel in BAIS Financials/Peoplesoft. If you see a requisition that has not yet turned into a PO, please contact Carmen Ayala in Business Services immediately.

  • Purchase Orders: In order to close out your grant, all Purchase Orders need to be fully received in the system.

    • If you have received all the goods/services ordered through the Purchase Order: you will need to go in and enter a receiver. This will then change the status of the Purchase Order to “Fully Received.”

    • If you have received part of the goods/services ordered through the Purchase Order:

      • And you expect to fully receive the goods/services soon: please contact the vendor and assure the items will be delivered

      • And you do not expect to fully receive the goods/services: please obtain written confirmation from the Vendor that the Purchase Order will not be sent or paid out in full and send this written confirmation to Tess Atkinson. (Example: You have a PO for a Consultant for $100. The consultant only completes $80 worth of work and will not complete the remaining $20.  You will need to “Partially Receive” the PO in BAIS Financials, then obtain written confirmation from the Consultant that he only completed and will only bill for $80.)

    • If you have not received the goods/services ordered:

      • And you expect to receive the goods/services soon:  please contact the vendor and assure the items will be delivered

      • And you do not expect to receive the goods/services: please cancel this Purchase Order. Funds will drop back to “Available”

 

Once the grant is clean, a final fiscal report will be filed.




Grants that have Carry-forward Options

Grants will need to be cleaned-up and closed out. Once the grant has been cleaned-up and closed-out, the remaining available balance will be carried forward.