Destination: Clean Close Closeout Implementation Team CRAM August 24, 2016

Road Map to a Successful Closeout START Award Setup NOA Post Award Management Project End Closeout Clean Close & Final Reporting Starting Point Approaching Your Destination Avoiding Obstacles Arriving at Your Destination Destination Not Reached, Rerouting Navigating Detours Road Trip! 2

Where Are We Now: Starting Point Clean Close is in effect Preparation and communication are key to be hazard free Closeout should begin 3 months prior to project end All transactions must be visible on ZFR1E/CJI3 indicating they have posted to the ledger No pending workflow items, obligations or other debits/credits Postings after closeout submission are recorded and evaluated as late activity Late activity should be monitored and managed by the department as it occurs Existing hazards: Payroll credits not posted prior to Tasklist submission Estimated balance not reported on Tasklist Untimely submissions 3

Approaching Your Destination: Months Prior to Project End Continuation/NCE options SPS request includes parent and all subs For sub codes not being extended, indicate WBSE as excluded in NCE request portion of the SPS record Subrecipients/Parent and child communications Balance projections Effort and Payroll review/planning A/A/R and CAS compliance analysis Tasklist initiation 4

Approaching Your Destination: Month Prior to Project End Subrecipients/Parent and Child communication of deadlines & expectations Balance projections/monitoring Effort reallocation iForms routed and approved Final compliance analysis A/A/R and CAS IRB Tasklist items - ongoing 5

Approaching Your Destination: Project End & Closeout Period Transaction & balance monitoring Communication of WBSE end to team members Effort reallocation – confirmation of completion Resolution of all outstanding obligations and workflow items Subrecipients/Parent and Child communication Backstop code verification/update Tasklist updates – ongoing 6

Avoid Possible Submission Obstacles Speed Bumps Timeliness of Submissions Submit before 4:00pm on due date for same day* receipt *Plan for due dates on holidays/weekends Minimal variance between SAP balance and estimated balance on Tasklist or Attestation Consider possible F&A impact Tasklist/Attestation report indicates same type of balance as SAP Tasklist variance < $500 Road Closures Project Obligations Report contains outstanding payroll or procurement obligations Workflow Status Report by Cost Object identifies pending items iForm Workflow Status Report by Cost Object identifies pending iForm(s) Tasklist questions and/or sections inconsistent with transactions present in SAP Balance Variance: Tasklist/Attestation reports unobligated balance but actual balance is overrun Tasklist variance > $500 7

Destination in Sight: Closeout Submission Confirm estimated balance being reported Confirm Backstop code in SAP is correct Verify no risk of late activity ALL transactions have posted to ledger Can be seen on ZFR1E and/or CJI3 Ledger actuals are what you expect to report to sponsor Clear Project Obligations Report Blank Workflow Status Report by Cost Object Blank iForm Workflow Status Report by Cost Object Tasklist items completed and signed PI Attestation completed and signed 8

Arrival at Your Destination: Clean Close 9

Destination Not Reached - Rerouting Payroll credits Travel receipts received late Subrecipient invoice on hold Workflow item in process PO outstanding PCard expense not cleared 10

GM analysis and action (as req’d) Should this be moved If yes, determine how Why did it occur and how to avoid it in the future Notifications sent to GM1 & GM2 Includes details of transaction and if transfer off occurred Transfer off tool moves “included” G/Ls to the backstop code Items Excluded from transfer off: Payroll, credits, subrecipient invoices All others automatically moved to backstop code Late Activity identified & evaluated nightly Triggered by submission of closeout documents Navigating Late Activity Detours Late Activity QRG: Late Activity Guidance: Late activity begins with submission of the Tasklist indicating the ledger is ready to report 11

Navigating Late Activity Detours Upon receipt of late activity notification, examine the transaction(s) that occurred Determine how to proceed: Analysis or Action No Action Needed Why did this occur What can we do to avoid Late Activity in the future Action Required What corrective action is needed How do I resolve this Why did this occur and how can we avoid this in the future 12

Road Trip! – Case Study #1 Bobbi is a GM for a department on campus. She has a NC State sub award agreement that ended on June 30, The closeout docs due date is August 15 th and sponsor due date is August 30 th. While reconciling period 1, Bobbi realizes that July salary posted for two Post Docs. Bobbi contacts her payroll rep immediately, providing a new cost distribution with an effective date of July 1, Bobbi requests the iForm be expedited in order to meet the August iForm deadline. 13

Road Trip! – Case Study #1 1.How can they monitor the iForm to ensure it is approved quickly to meet the August deadlines? iForm Workflow Status Report 2.What is the impact of this on closeout submission? Ledger not reportable at closeout submission if she submits by closeout due date. Contact the IT to determine best course of action. Other considerations: Tasklist question 1.12; Estimated balances; F&A impact 3.What report would have identified this effort earlier and helped Bobbi avoid this situation? Project Obligations Report 4.What steps can be taken to avoid this in the future? Payroll review 3 months prior to end date Initiate of iForm(s) before or during the last month of the project to reallocate all effort on Project Obligations Report Confirm your Project Obligations Report is clear prior to closeout submission 14

Road Trip! – Case Study #2 Kasey is a GM for a department on campus. She has an NSF project that ended on June 30, The closeout docs due date is August 30 th. After confirming the Project Obligations Report is clear and no outstanding workflow items exist, Kasey submits her closeout documents on Aug 29 th. On September 15 th, the PI brought receipts to Kasey for a June conference in Arizona, where he presented the project results. 15

Road Trip! – Case Study #2 1.What is the first thing Kasey should do? Contact her IT to identify the best way to proceed 2.If Kasey initiates the reimbursement and it routes through workflow, what is the impact to her closeout submission? Expenses will be identified as late activity and transferred off to her backstop code 3.What proactive steps can be taken to avoid this in the future? Communication with your PI – project end date & deadlines for expenses Compare SAP budget to actual – if travel budgeted but not taken, ask PI 16

Contact your Closeout Implementation Team Michelle Rigsbee, Valerie Abbott & Holly Verrett Schedule a departmental training session and/or a clean close workshop Visit us at ORS West, 230P Gross Hall: 9:00am - 12:00pm, 1 st Tuesday of each month 1:00pm - 5:00pm, 3 rd Tuesday of each month Lost, Can’t Decide Which Direction? Resources: 17