Frequently Asked Questions

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Closing

Changing a grant or contract budget to status 3 signifies the beginning of the budget close-out process. After a budget is changed to status 3, Journal Vouchers (JVs) can post but direct expenditures cannot. A budget will be changed to status 3 once the Final Action Date has passed. There is a specific review process for departments to follow before requesting the status change. The review process and its associated questions can be found at: http://www.washington.edu/research/gca/closing/.
 

If you anticipate the need to keep a budget in status 1 after the Final Action Date has passed, please send a GrantTracker to GCA and we will review the request.

Closing a grant or contract is the final step in the life of a project. Once the grant or contract has expired, or all of the activity is complete, GCA can start the budget closing process. The closing process can either be initiated by a department, or GCA. GCA will send a NOE (Notice of Expiration) to a department shortly before the expiration of a budget. The NOE has questions pertaining to the closing of a budget such as confirming expenditures to be allowable, notifying of pending/upcoming charges or credits, cost share being met, etc. Help with responding to an NOE can be found at: http://www.washington.edu/research/gca/closing/noe.html. A department may request GCA to close a budget outside of the NOE process, however ultimately the department will still need to respond to the NOE type of questions. Requests for budget closing may be made through GCA’s GrantTracker. GrantTracker can be found at: http://www.washington.edu/research/gca/budget/granttracker.html

The grant and contract closing process can be found at: http://www.washington.edu/research/gca/closing/. In addition to the basics of closing a budget, there are questions that need to be answered in regards to the type of budget being closed. Information will need to be gathered as to whether the budget is in deficit, or has an unexpended balance, and whether or not there is a continuation budget. Closing information can be found at: http://www.washington.edu/research/gca/closing/closing-types.html Once a budget has a zero balance (award/budget, expenditures, revenue, and cash all equal) the status will be set to 4 (closed).

If you expect either a no-cost extension of extension with supplemental funding, please notify GCA via GrantTracker, and we will not finalize closeout to status 4.

However, we CANNOT extend the budget's end date in UW systems or keep the budget in status 1 past its Final Action Date until OSP notifies us to do so via an extension post-award change (PAC) or supplement/extension funding action (FA). Please work with OSP to create your PAC or FA. If sponsor approval is delayed, OSP may also authorize an advanced extension allowing you to keep the budget open.

Please do not notify us of a pending extension unless you have very good reason to believe it will actually occur. When we expect an extension, we do not send final reports or invoices. If the extension is then not granted, this leads to a late report or invoice. This in turn may lead to the sponsor refusing to pay the final invoice or jeopardize UW's relationship with the sponsor.

In most cases, the answer is "no." However, if your budget is a clinical trial or a firm fixed price contract, the department may keep any surplus remaining. If the surplus is greater than 25% of the award amount, you must work with OSP to create a surplus transfer PAC.  Once the PAC authorizing the transfer is received in GCA the balance should then be transferred within 2 weeks. If less than 25% of the award remains, please give GCA your surplus budget number, and we will transfer the surplus as we close the budget. (In rare cases, surpluses in budgets other than clinical trials or fixed price contracts may be retained, but only with explicit written authorization from the sponsor.)

Grant and contract surpluses must be transferred to a fixed price surplus budget only. Gift budget surpluses may be transferred to another gift of like purpose.

It depends on the sponsor and the award. Please review your award agreement and/or sponsor policies for more information. If they are silent on carryforward, GCA can only carry your surplus or deficit forward with written sponsor authorization.

If for any reason your sponsor is cutting off your project before the original, agreed-upon end date, or if your PI is leaving UW employment and transferring her grants to her new institution, you must work with OSP to create an early termination PAC. GCA cannot update the budget's end date or send the sponsor a final report or invoice until we receive such a PAC. In the absence of such a PAC, we are obliged to follow the original final reporting or invoicing schedule. However, we can immediately put the budget in status 3 to prevent additional transactions from posting. You may request status 3 and inform us an early termination PAC is in process via GrantTracker.

If a sub-budget and its parent have the same end date, it is GCA's practice to close both budgets to status 4 at the same time. We can, however, close a sub-budget to status 3 at any time to prevent additional transactions from posting.

If you wish to close a sub-budget completely more than six months before the parent budget's end date, please request closeout via GrantTracker.

If a sub-budget was created for funds restricted for a specific purpose, any funds remaining in that sub-budget remain restricted for that purpose. When the sub-budget is closed out, those funds will be restricted on the parent budget in 37-99.

Note: the Transpasu form is NOT required to close a sub-budget and return its remaining balance to the parent. Use it if you wish to keep the sub-budget open while transferring part of its funding back to its parent.

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