Follow Up Process
Grant and Contract Accounting's goal, is to provide timely reporting, invoicing, and budget closeout. GCA needs an efficient way to move forward when we reach out for information needed to submit invoices or financial reports to our Sponsors or to close budgets and we don't hear back from our campus partners.
The following process will be used when requesting information from departments.
Comunication will be through GrantTracker with the subject line as follow: (Topic) NEEDED BY XX/XX/XX.
- Example: DEFICIT RESOLUTION NEEDED BY 12/31/2019
First Communication Attempt:
Initial GrantTracker sent to departmental email account or fiscal contact with 2-week timeline for needed actions to be completed.
Second Communication Attempt:
Follow-up message sent to department administrator and PI, providing 1 additional week for action
If no response is received, GCA will take the actions identified below.
Topics and Associated Actions For GCA and Departments
|
TOPIC |
ACTION |
|
Open encumbrances* *Working with process partners to implement, not implemented as of January 2013. |
Liquidate encumbrances (except for 03-62) at 90-120 days past expiration. |
|
Deficits |
Notify campus of deficit at time of final report/invoice. Include Director of Finance on second attempt. Refer to OPB if not resolved in 30 days. |
|
Open invoices pending PI action e.g. Sponsor won't pay invoice, until progress report is submitted. |
Reduce award to cash received and treat un-reimbursed expenses as a deficit. |
|
Unmet cost share |
Cost share will be reported as-is. · If cost share is mandatory, GCA will reduce the award proportionate to the unmet cost share amount, which may result in a deficit. · If the cost share is committed, GCA will inform department of potential audit issue. |
|
Unmet milestones/deliverables |
GCA will not send an invoice for the milestone. Reduce award to cash received and treat un-reimbursed expenses as a deficit. |
|
Confirmation that all expenses have been included in Fabrication JVs |
Charge IDC on expenses that have not been fabricated |
|
Balances on funds restricted for purpose |
Report $0 spent on restriction and reduce award accordingly. |
|
Financial report requiring department input |
GCA will send partially completed report to the sponsor. It will become the department’s responsibility to follow up on the report. |
|
Incorrect stipend object code/amounts |
Escalate to PI/Department Administrator. |
|
Unexpected charges brought to GCA attention after the final action date |
REPORTING: Treat as an unliquidated obligation or give guidance to post expense on continuation budget, as long as within a segment.
INVOICING: If more than $200, department needs to obtain written approval from sponsor if final invoice has been sent. |