Presented by: Reva Rogers, Manager Post Award, Research Services

Slides developed by Beth Longbotham and Jon Bannis, Research Services

How do I know that a grant is ending? 30-60-120 day notices are e-mailed to

the Department Administrator. 30-60-90 day reports of all Final FSR’s

due are e-mailed to the Department Administrator and the PI.

Monthly PI reports are e-mailed to the Department Administrators and have the Project End Date.

What should I review when an award is ending? Is the award really ending?

Will there be a continuation year?○ Will the budget reference be extended or is

separate reporting or billing required?Do we need to apply for a No Cost

Extension?Is this an open-ended project (such as a

clinical trial) where the dates can be extended without approval?

What should I review when an award is ending?

Compare the budget to the expenditures.Deficits should be addressed.Does the award require rebudgeting and is it

allowed?

What should I review when an award is ending? Review the expenses charged to the project.

Are there any unallowable expenses?Should any expenses be reclassified?Are there any expenses that need to be moved to the

correct Budget Reference?

Where is a good place to look when reviewing my expenses?Monthly PI reportsDatamart

○ “Project Ledger Summary by Project Years” for the current month.

What should I review when an award is ending?

What should I review when an award is ending? Review the effort and salary of

individuals sourced to the grant.Some awards have very specific effort

requirements, i.e. federal contracts and some private sponsors.

Verify that the sourcing of all individuals end on the end date of the grant or budget reference.

Any changes to the salary that are necessary should be submitted as soon as possible.

What should I review when an award is ending? Review the reporting requirements of

the grant.Final Progress Reports, Final Invention

Statements, etc.Any specific reporting requirements of the

grant such as cost sharing information.Where can I find my reporting

requirements?

What should I review when an award is ending? Submit requisitions in a timely manner

so that all materials and supplies can be received and used on the project by the end date.Expenses are not allowed on a project

simply because they were ordered before the grant ended. ○ Note: A justification will be required on goods

received after the end date of the grant.

What should I review when an award is ending? Notify all service centers (e.g., Animal

Resource Center, Materials Management, Telecommunications, Biocommunications, etc.) that the account is no longer active.

What should I review when an award is ending? Check all encumbrances. Encumbrances should be liquidated or

transferred before the final report or invoice is due.

Orders that will not be received should be canceled and any blanket orders will need to be canceled or transferred to another account.

Where do I see encumbrances and pre-encumbrances?

Account Status Inquiry Screen

Why is clearing encumbrances important? Financial Reports will not be filed until all

encumbrances and pre-encumbrances are cleared.

If encumbrances have not been addressed before the final invoice is due, we cannot bill those items to the grant and they will have to be covered by the department.

When the encumbrances are accurate, you have an accurate account balance to use when managing your grant.

M&O EncumbrancesWhat are they?

Encumbrance – Purchase Order Pre-Encumbrance – Requisition

Where can I find more information on my M&O encumbrance? Datamart

“Project Open Commitments by Project Years (PO)”

Where can I find more information on my M&O pre-encumbrances? Datamart

“Project Open Commitments by Project Years (Requisitions)”

If I cannot find the total amount of my M&O encumbrances on those reports, where else can I look? Journalized encumbrances, such as

Telecommunications charges, can be found in Datamart.“Project Open Commitments by Project Years

(Journalized)”

If I cannot find the total amount of my M&O encumbrances on those reports, where else can I look? Datamart

“Project Encumbrance & Pre-Encumbrance Activity by Project Years”

This report has the debit and credit transactions, but many times it can help you identify the PO or Requisition number that can be sent to Purchasing SOS.

If I cannot find the total amount of my M&O encumbrances on those reports, where else can I look? If you cannot find the difference after

checking these reports, contact your Post-Award Specialist.

What is the Peoplesoft process for clearing M&O encumbrances? A matching process is run by Purchasing 90

days after the last payment on a Purchase Order.

This process will clear encumbrances caused by price differences and discounts.

If it has been more than 90 days since the PO was paid “in full” and since the last PO change occurred, but the PO still has a status of “dispatched”, e-mail the Purchasing Help Desk to investigate.

How can I clear an outstanding M&O encumbrance? Some encumbrances can be cleared by

the department through ePro.

How can I clear an outstanding M&O encumbrance? Once you have your Purchase Order

number, check to determine whether there is an “Unposted” voucher.

How can I clear an outstanding M&O encumbrance? If the voucher is unposted, click on the

voucher number to view the voucher. At the bottom of the page check the “More Details” tab. If there is an error on the “Budget Header Status”, contact Nida Zaidi x69417.

How can I clear an outstanding M&O encumbrance? If there is an “Unposted” voucher and there

is not a “Budget Header Status” error, contact Patti Gilmore or Jesse Ortiz in Accounts Payable.

If you do not believe UTMB has received the invoice, contact the vendor and have them fax the invoice to 409-747-7950.

If the encumbrance cannot be cleared through ePro, there is not an “Unposted” voucher, and all invoices have been received and paid, contact Purchasing SOS to clear the encumbrance.

How can I clear an outstanding M&O encumbrance? Other helpful hints from Purchasing include:

You cannot “cancel” a line item that has already been received in the system.

If you received a “partial” shipment and want to “cancel” the remaining open quantity, you need to update the quantity (not cancel the line item).

Never reduce the quantity/price to less than what has already been received/paid.

Any change that cannot be done via the on-line process (i.e., funding changes) need to be e-mailed to the Purchasing SOS PO Change desk.

Salary and Benefit EncumbrancesWhat are they? Encumbrances

Salaries and benefits that are currently sourced to the Project and Budget Reference.

Where can I find more information on my Salary encumbrance? HCM Datamart Reports

“Department: Salary Encumbrance”

Salary and Benefit EncumbrancesWhat are they? Pre-Encumbrances

Open positions that are sourced to a Project and Budget Reference.

Where can I find more information on my Salary pre-encumbrance? HCM Datamart Reports

“Department: Salary Encumbrance”

How can I clear an outstanding Salary encumbrance? Salary and Benefit encumbrances and

pre-encumbrances need to be cleared through HCM.

Any questions should be referred to the EAST team.

Subcontract EncumbrancesWhat are they? Encumbrances

Purchase Orders on outgoing subcontracts.

Pre-encumbrancesRequisitions on outgoing subcontracts.

Where can I find more information on my subcontract encumbrances? Datamart

“Project Open Commitments by Project Years (PO)”

How can I clear an outstanding subcontract encumbrance? Determine if UTMB has paid all invoices

that you have approved on this PO. Verify with the billing contact for the subcontract that they have invoiced all activity and received all payments for the period in question.

Send their confirmation to your Post-Award specialist and request that the Purchase Order be cleared.

How can I clear an outstanding subcontract encumbrance? Currently subcontract purchase orders

are processed/ cleared by OSP The only exception to this is on

subcontract purchase orders where the Business Unit is UTMBG.

If you have an old encumbrance (prior to FY2007) with a Business Unit of UTMBG, it will need to be cleared by the department through Purchasing.

Summary Checklist Is the award

continuing? Clear deficits and

submit necessary rebudgeting.

Review expenses. Review effort and

salary. Verify personnel

sourcing end dates.

Submit necessary DBR’s.

Complete reporting requirements.

Complete all purchases.

Notify service centers that grant is ending.

Clear encumbrances.

Questions?