Final Action Date

What is the Final Action Date, and why is it important to departments and PIs?

The Final Action Date (FAD) is the last day the budget is open for the department to post expenditures. After the FAD, your budget will automatically change from status 1 (open to revenue and expenditures) to status 3 (closed to revenue and expenditures, open to expense transfers).

Timeline of the Final Action Date highlighting it's importance

Where can I find my Final Action Date?

Each budget's FAD is listed on its Budget Information page on GrantTracker. The department administrator will also receive a Notice of Expiration (NOE) for each budget as the award period is drawing to a close. The NOE will include the Final Action Date and guidelines for preparing the budget for closeout.

How is the Final Action Date determined?

The FAD is based on the due date for your budget's final report and/or invoice as stipulated in your award agreement. The FAD is before the due date mandated in the award to allow GCA sufficient time to prepare each budget's final reconciliation.

Why does the Final Action Date matter?

Any charges that post to a budget after its FAD will not be included in the final report or invoice. While GCA will consider submitting a revised report or invoice where there are extenuating circumstances, the sponsor is not contractually obligated to accept a late or revised report or invoice. In particular, if a sponsor does not pay a late or revised final invoice involving charges that posted after the FAD, the department is responsible for the resulting deficit.

By working to ensure that all charges, including expense transfers, have posted to the budget by the FAD, you will help UW maintain good relationships with our sponsors by providing them timely and accurate final invoices and reports.

What if we have pending charges, credits, or transfers that we cannot get posted by the Final Action Date?

GCA understands that some charges can be slow to post, especially travel reimbursements, Procard charges, and subcontract invoices. If your FAD is approaching and you know you will have late transactions, you may use GrantTracker to send us a detailed list of pending items. Please provide us with the exact dollar amount of each transaction and its expenditure code (e.g. $1776.04 in 04-Travel, $18,156.18 in 03-62 Subcontracts) ON OR BEFORE THE FINAL ACTION DATE, and we will incorporate the pending items into your final invoice and/or report.

Questions?

For inquiries on a specific budget, please use GrantTracker. If you have more general questions about the Final Action Date process, please email gcahelp@uw.edu.

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