Timeline

Closeout & Timeline Tool

Throughout the Life of the Grant Responsibilities

• DGM monitors grant expenses and reviews charges for allowability, appropriateness, allocability, and accuracy; prepares any needed simple reclassifications, wage transfers, or cost transfers as noted in review; works with PI to prepare any needed rebudget requests due to project changes; reviews grant expenses on a regular basis with PI.
• SRM monitors sponsored project awards for any unallowable costs; responsible for reconciling indirect costs; reviews, approves, and processes simple reclass and cost transfer spud journals submitted by DGM's; approves wage transfers and then submits to the finance center for processing; researches and responds to DGM's compliance and procedural questions; is the primary contact with sponsors on all post award questions and requests.
• Cost Analysis does all invoicing/drawdowns of actual costs that post on all awards; follow up with sponsors on outstanding payments owed; does the final cash reconciliation, closes out awards once final expenses and cash match.

90 Days Before Grant Year Close Date

• SRM runs a report on all awards that will be ending within the next 90 days.
• On the awards that are in their final year, the SRM will email the DGM to find out if they project the award will be spent out by the end date or if the PI will request a no-cost extension.
• On the awards that are continuing but carryover is not automatic, or we have to submit an annual expenditure report, SRM will set up a new year PTA advance account and email it to the DGM within 30 days of the current year end date; on awards that keep the same PTA account, SRM will extend the end date on that PTA account by six months within 30 days of the current year end date to allow pre-award spending while we wait for the new year NOA from the sponsor.

60 Days Before Grant Year Close Date

• On awards the DGM has confirmed will be spent out by the end date, SRM emails the DGM to make sure nothing has changed regarding projected final transactions; SRM will let the DGM know if any directs or indirects can be rebudgeted; SRM will also let the DGM know when we will need to submit the final expenditure report to the sponsor.
• On awards the DGM has confirmed the PI will be requesting a no-cost extension, SRM will email the DGM asking about the current status of the no-cost extension request.

30 - 45 Days Before Grant Year Close Date

• On the awards that are continuing but carryover is not automatic, or we have to submit an annual expenditure report, SRM will set up a new year PTA advance account and email it to the DGM within 30 days of the current year end date; on awards that keep the same PTA account, SRM will extend the end date on that PTA account by six months within 30 days of the current year end date to allow pre-award spending while we wait for the new year NOA from the sponsor.
• On awards the PI will be requesting a no-cost extension, DGM submits this request to the SRM via RAPPORT; on federal awards the no-cost extension request should be sent at least 45 days prior to the end date of the award.
• On awards that are ending, SRM emails the DGM to make sure award is still on track to be spent out by the end date.
• If there are subaward agreements on the award, DGM reminds subrecipients of the due date they need to send us their Final Invoice.

15 Days Before Grant Year Close Date

• DGM begins close out of encumbrances, move all personnel off award.

Before Financial Report Submission

Federal agencies have become increasingly stringent about the timeliness of financial reporting which is a key mechanism of accountability and stewardship. In order to comply with these terms and conditions and preserve Dartmouth's good standing and payments, we are adopting this policy.

If the closeout email is not received by 5 days before the financial report due date, OSP may submit the report without it, based on information in IRA at that time. There will be a 1-day warning before the report is submitted under these circumstances.

Closing out NIH, HRSA, AHRQ, NSF, NASA, ONR, DOD, NEH and ED Awards

• All final transactions need to post to the award within 60 days after the end date.
• If there are subawards, all final subaward invoices need to be received within 60 days after the end date, the final subaward invoice then needs to post within 75 days after the end date.
• Once all final transactions have posted within the timelines stated above, DGM's needs to email the SRM via RAPPORT a confirmation of final figures.
• OSP submits all financial reports and all other required non-progress reports (invention, contractor's release, property, etc.) to the sponsor.
• PI is responsible for submitting all progress reports (quarterly, annual or final) to the sponsor.

Closing out all other Awards

• Most subaward agreements give us between 30 to 60 days to send final invoices; if it is 30 days we need all final transactions to post within 15 days after the end date; if it is 60 days we need all final transactions to post within 45 days.
• Most foundations give us between 60 and 90 days to send a final expenditure report; if it is 60 days, we would need all final transactions to post within 45 days after the end date; if it is 90 days, we would need all final transactions to post within 75 days after the end date.
• Once all final transactions have posted within the timelines stated above, DGM's need to email the SRM via RAPPORT a confirmation of final figures.
• OSP submits all financial reports and all other required non-progress reports (invention, contractor's release, property, etc.) to the sponsor.
• PI is responsible for submitting all progress reports (quarterly, annual or final) to the sponsor.

PTA Account Closeout

• Cost Analysis puts the PTA account into a "Closed" status once final expenses and revenue match on the award.