Account Expiration & Reporting

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.

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 iuprop@iu.edu.

The account(s) referenced is/are expiring soon. Please carefully review expense activity to ensure the account is ready to be finalized. This will assist ORA with timely preparation of the final report(s) to the sponsor. The checklist provided above can be utilized to assist with timely closeout of the award.

Final Report Notice

The account(s) referenced are scheduled for final reporting by ORA this month. In preparation, please review all account activity and take immediate action to resolve any outstanding issues.

NOTE: If your award is ongoing (i.e., there are future years of funding that have not been released by the sponsor, or the award has been approved for an extension but has not been fully processed by ORA), the account may be listed. Please contact ORA with questions if you believe a final report is not relevant.

All actions/documents must be fully approved and reflected in the KFS Cash Balances by the DUE DATE reflected in the notice for inclusion in the final report. If the grant will not be ready for final reporting by this date, please contact your Report Administrator in writing within 3 business days of the date on the message. Failure to timely notify ORA of pending documents may result in anticipated costs being omitted from the final project report.

Please review expenditure activity closely. Any unallowable expenses remaining unresolved, as well as overdraft balances, will be addressed by ORA during preparation of the final report utilizing a KFS transfer of funds document. The departmental continuation account identified in KFS will be used to complete closeout of the grant unless another source was provided to the Financial Administrator prior to submission of the report. At this time, the project account(s) are considered closed, and no additional cost activity is allowed.

If final payment is contingent upon completion of programmatic tasks, deliverables or patient data, please contact your Report Administrator by the DUE DATE indicated to provide an update on task status or final billable information.

If the agency requires reporting of inventions, equipment, or closeout documents, please notify the Reporting Administrator at this time.

If all project/expenditure activity is completed early, please notify the Financial Administrator in the event earlier action can be taken to finalize the account.