Office of Sponsored Programs Post Award Delinquent Closeouts-Lessons Learned Office of Sponsored Programs Post Award

Summary In February 2017 Post Award accountants started working on delinquent closeouts FY 2012 and prior assigned to Closeout Team of Jim Bowen and Mary Jane Stinnette As of December 2016 there were 436 awards As of July 21, 2017, 218 completed, 218 pending Closure rate of 50% FY 2013 and forward assigned to Post Award accountants As of December 2016 there were 1,304 awards As of July 21, 2017, 931 completed, 373 pending Closure rate of 72%

Comparison of pending closeouts December 2016 to July 2017

Implementation of new strategies for financial closeout Starting in August, team leads to run and distribute monthly closeout reports Closing out awards at the time of the final filings of invoice or report Changing status to “on hold” to indicate award under review by award manager Narrow down delays in closeouts to: Residual Grants Awards with deficit Awards pending extension or new supplement No expenses (consulting services/clinical trials) Updating award closeout SOP to reflect changes

Introducing the “90 day termination notice” A new memorandum created by OSP to facilitate closeouts and help the field The memo will be issued 90 days PRIOR to the award end date Award managers will review the award to provide a current fiscal snapshot The memo should be returned no later than 30 days prior to the award end date

The 90 day termination notice- Osp to the field

What osp will do for you

What we need from you