Timeline

Dates below are approximate, and may vary depending on the terms and conditions of the grant.

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 application of proper indirect costs and any other particular items that may be required/may not be allowed (such as travel); reviews/approves/processes simple reclassifications, wage transfers, or cost transfers as submitted; researches and responds to DGM re: compliance and procedural questions.
  • Cost Analysis reviews and collects needed information in order to bill sponsor as per terms of agreement, if applicable.

90 Days Before Grant Year Close Date

  • Report is run – SRM
  • Email to DGM, with
  • List of accounts closing in next 90 days
    • DGM works with PI re: any needed progress reports due prior to year close

60 Days Before Grant Year Close Date

Email from SRM to DGM, with:

  • Repeat list, with any updated information received by DGM
  • Rebudgeting indirect costs/direct costs questions
  • Status of account numbers for upcoming grant year (if applicable)
  • NCE procedure specific to grants that are in final year
  • Financial report due date to sponsor

30 - 45 Days Before Grant Year Close Date

  • DGM submits needed paperwork for NCE request, if appropriate

30 Days Before Grant Year Close Date

  • Email from SRM to DGM, with:
    • Repeat list, with any updated information received by DGM
    • Any special reports needed to sponsor (invention report, etc.)
    • DGM reminds subs of due date for Final Invoice
  • DGM works with PI re: any needed progress reports due at year close

15 Days Before Grant Year Close Date

  • DGM begins close out of encumbrances, personnel allocation shifts
  • DGM requests advance account from SRM, if subsequent year info available

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.

20 Days Before Financial Report Due Date

  • DGM emails SRM with following:
    • Total direct cost expenses on the account, and final direct cost balance on the account
    • Status of NCE request or disposition of any remaining funds
    • If available, copies of any outstanding transactions that have yet to be charged to the account
    • Confirmation that all encumbrances and payroll allocations have been requested/zeroed out

15 Days Before Financial Report Due Date

  • DGM confirms that any outstanding transactions have been charged to the account
  • SRM puts the account into “pending close/on hold” status so no more transactions will hit the PTA account

5 Days Before Financial Report Due Date

  • SRM or Grant Accountant submits Final Financial Report or Final Invoice to sponsor
  • SRM verifies other non-progress Final Reports have been submitted

Financial Report Due Date or Later

  • Cost Analysis puts the PTA account into a "Closed" status once we have received final payment from the sponsor

 

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