Final Reporting, Final Invoicing and the Closeout of Clinical Trials and Private Awards

Award Requirements

  • All end of project financial reports must be received per the sponsor’s requirements and deadline.
  • The financial report must accurately account for all expenditures.
  • Institutions must liquidate all obligations incurred per the sponsor’s requirement and deadline.
  • All awards must be closed out in the institutions financial system within 120 days of the project end date.
  • All technical reports, progress reports and other deliverables must be completed per the sponsor’s requirements and deadlines.

Establishing the Award Trail Out Period

At award set-up, CGA establishes the award’s Trail Out Period by populating the RAS (PeopleSoft) field Processing End Date to prevent the posting of expenditures 65 days after the budget/project end date.

  • For non-LOC awards where the deliverable due date is 60 days or less after the budget/project end date, the Processing End Date will be set to the 8th business day after the next GL month close after the Processing End Date.

See the below examples (Note GL month close is 5 business days after month end):

  • A Final Invoice is due 45 days after the award end date of 4/15/17: Processing End Date will be set to 5/17/17.
  • A Final Invoice is due 45 days after the award end date of 4/30/17: Therefore, the Processing end date will be set to 5/17/17,
  • A Final Invoice is due 45 days after the award end date of 5/1/17: Therefore the Processing End Date will be set to 6/19/17.
  • Subawardees have 60 days to close and invoice UCSF per the contracts; therefore, the last invoice will be received after the Processing End Date.
  • Accounts Payable (AP) will notify CGA when the invoice, approved by the PI, is received. CGA will modify the Processing End Date to allow the invoice to be paid as long as the invoice is received prior to CGA filing the final deliverable

Final Reporting Certification and Closeout Process

The Final Reporting Certification process is initiated by Contracts & Grants Accounting (CGA). CGA will notify the RSA and Principal Investigator (PI) indicated in the RAS Award by email 45 days prior to the end date. This email will indicate when the reporting and closeout process will begin and to take the necessary steps to ensure expenditures are posted prior to the Processing End Date. The email contains details on the award, and a link to the PeopleSoft Research Administration System (RAS). Use the details on the award to complete the Final Reporting Certification form within PeopleSoft RAS and submit online to CGA for review and approval. The form will route to the correct CGA analyst based on the award number.

While not required, CGA considers it the best practice for all award closeouts to complete the Final Reporting Certification form.

The RSA or his/her delegate must complete and submit the Final Reporting Certification form with associated attachments 15 days prior to the deliverable due date.

If the Department believes additional expenses not yet posted to the General Ledger are allowable and belong on the award, the department should draft the non-payroll accrual journals/Payroll Expense Transfers (PETs) in PeopleSoft/PET process with adequate supporting documentation, and then list and justify the transactions on the Final Reporting Certification Form noting the associated journal ID/PET ID.

Before submitting the Final Reporting Certification Form, all submitted journals/PETs should be reviewed and have the informal approval of the Department Approver (notify the approver outside of system workflow). If approved, the Journal will be in error status. If denied, the approver should request that the Journal be deleted.

The RAS Award RSA should submit the Final Reporting Certification Form to the CGA via the submit button in RAS 15 days prior to the deliverable due date. If not received by the deadline, CGA will escalate to the Award MSO and a response must be received within 5 days. If no response is received, CGA will proceed using the General Ledger and the department will be liable for variance between the final report/invoice and pending expenses.

CGA reviews and validates the information provided in the Form. If all information is accurate and the justification to support accruals is acceptable, CGA will modify the Processing End Date and inform the Department to process the journals/PETs within two business days. Certain expenses, though allowable, may be denied if they meet CGA’s Small Balance Write-off Threshold. Until the automation of PETs, CGA will work with Payroll to post the PET and will adjust the Processing End Date as necessary.

CGA may request additional clarification or information in order to adequately verify the allowability and reasonableness of the expenses, prior to accepting or denying charges.

The financial report/invoice will be submitted to the sponsor by the due date.

  • Most Federal Prime and State awards – 90 days
  • Most subawards – 60 days
  • Intercampus (IRR) awards – 45 days

Any expense adjustment requests after this period will be evaluated per the exception process (See following section).

The award will be closed by CGA in RAS by day 120.

Exception Process for all Refiles and Revisions

Financial report/invoice is submitted by the sponsor due date, typically 90 days for Prime awards and 60 for subawards. This process is used if a department identifies expenses they believe should have been reported to the sponsor after the end date of the award.

If the Department believes additional expenses not yet posted to the General Ledger are allowable and belong on the award, they must file a revised Final Reporting Certification Form for the award. The department should draft the journals/PETs in PeopleSoft/PET process with adequate supporting documentation, and justify them on the Final Reporting Certification Form noting the associated journal ID/PET ID.

Before submitting the Final Reporting Certification Form, all submitted journals/PETs should be reviewed and have the informal approval of the Department Approver (notify the approver outside of system workflow). If approved, the Journal will be in error status. If denied, the approver should request that the Journal be deleted.

If approved, CGA will modify the Processing End Date and inform the Department to process the transfer within two business days. Certain expenses, though allowable, may be denied, if they meet CGA’s Small Balance Write-off Threshold.

The CGA will inform the department of the final treatment of the expense(s) and the structure for the journal.

Instances when a refile/revision will be allowed:

  • All Refunds to Sponsor
  • CGA will determine if the refund is processed against the individual award or the clearing house
  • If processed against individual award, report will be refiled
  • If after liquidation, refile requires sponsor/PMS permission, CGA will proceed to gain approval
  • Expense against Award Unexpended Balance
  • CGA will not consider any amount under $5,000
  • If processed against individual award, refile report
  • If after liquidation, refile requires sponsor/PMS permission, CGA will proceed to gain approval

Resources

References

Forms

Policies