Monthly notifications are sent to the principal investigator, fiscal officer, KFS primary account delegate and post award administrators as an account nears expiration. Outlined below are the notification types and guides to prepare accounts for reporting and closing.
Account Expiration & Reporting
Accounts Expiring in 60-90 Days
The account(s) referenced is/are set to expire within the next 60-90 days. Please verify that costs are properly applied, reviewed and activities finalized. This will facilitate an accurate and timely closeout of your project.
Note: You may be receiving a notice if your award is ongoing (i.e., there are future years of funding that haven't been released by the sponsor, or the award has been approved for an extension) but has not been fully processed by ORA.
Project Expenses - Ensure all allowable and allocable expenses are properly reviewed and recorded. Unallowable expenses must be moved to a departmental account.
Payroll - Ensure that the payroll applied to the account is accurate and commensurate with effort on the project. Ensure staff appointed to this account have HRMS eDocs reflecting their new distribution after the account expiration date.
Travel - Review travel expenses to ensure reimbursements are submitted and fully approved.
Purchase Orders - Finalize all purchases that directly benefit the project prior to grant expiration. Items must be received and benefit the project prior to grant expiration. If no further payment is expected on a PO, please take action to close it so encumbrance balances are removed.
Subrecipients - Contact subrecipients to confirm work is wrapping up and send reminders of final invoice due dates.
Encumbrance - Review open encumbrances. If no further vendor payment is expected, please take action to close the encumbrance. Encumbered items are not included in the final report.
Cost Share - All allowable and allocable cost share expenses must be recorded in associated cost share subaccount(s). Confirm supporting documentation for all in-kind cost share has been collected and forwarded to the ORA Financial Analyst.
If a No-cost Extension (NCE) is desired, please submit both a KC Non-Routed Administrative Request Form KFS :: Dashboard (iu.edu) to request any NCEs related to this account AND a Advanced Account Request form KFS :: Dashboard (iu.edu) to temporarily extend the account until the NCE is approved. Please note, if the account title begins with "ADV", your request for Advanced Account has been approved.
Visit GMT for information about your account activity and balances: gmt.iu.edu If you have any questions or need additional information, please contact firstname.lastname@example.org.