Closeout Report (ACR), The Final Countdown

Cindy Panchisin, Assistant Director, Sponsored Research Accounting - 831-8001

Sponsored Research Accountants (SRA’S)

• Susan Bledsoe - 831-0446

• Anita Crocker - 831-8625

• Sharon Flynn - 831-7223

• Susan Tkachick - 831-8578

• Jill Vamos - 831-8176

WHAT HAPPENS AFTER YOU SEND THE AUTOMATED CLOSEOUT REPORT (ACR)

TO THE RESEARCH OFFICE?

CLOSEOUT ASSIGNMENTS ARE DISTRIBUTED EVERY MONTH

OUR LOGS ARE UPDATED TO ADD THE NEW AWARDS THAT JUST ENDED

AWARDS ARE CAREFULLY REVIEWED FOR TERMS & CONDITIONS, REPORTING REQUIREMENTS,

SPECIAL DEADLINES

THE FINAL COUNTDOWN – 10!

SEND REMINDER IF ACR HAS NOT BEEN RECEIVED ON TIME

THE FINAL COUNTDOWN – 9! ACR RECEIVED – PRIORITIZE

THE FINAL COUNTDOWN – 8! REVIEW TRANSACTIONS TO IDENTIFY

POTENTIAL ISSUES – STRINGENT SPONSOR REGULATIONS

– IMMEDIATE INVOICE DEADLINE

– SUBCONTRACT(S)

– FOREIGN TRAVEL

– MEALS

– NUMEROUS AFTER END DATE TRANSACTIONS

THE FINAL COUNTDOWN – 7!

REVIEW EACH SECTION OF THE ACR

REVIEW ALL DROP-BOX AND ATTACHED BACKUP

THE FINAL COUNTDOWN – 6! PREPARE AND SEND LIST OF ADDITIONAL

QUESTIONS

After End Date backup

still needed

Remove Unallowables

Meal backup

Fly America Checklist

Budget Restrictions

Inventions

THE FINAL COUNTDOWN – 5!

RE-REVIEW ALL ISSUES AND BACKUP

THE FINAL COUNTDOWN – 4! PREPARE & SUBMIT FINAL SPONSOR REPORTS

NOTIFY BILLING TO SEND OUT FINAL INVOICE

ADD (D), (P) or (C) TO SHORT TITLE

UPDATE OTHER REQUIRED FIELDS

THE FINAL COUNTDOWN – 3! RETURN ACR FOR FINAL TECHNICAL REPORT

THE FINAL COUNTDOWN – 2!

SEND REMINDERS FOR FINAL TECHNICAL REPORT, IF NEEDED

THE FINAL COUNTDOWN – 1!

COMPLETE THE ACR

THE FINAL COUNTDOWN -0! BLAST OFF

INACTIVATION!

- AWARD

- PROJECT

- PURPOSE

- CONTRACT (FOR BILLING)

PREPARE FILE FOR ARCHIVES

THE CLOSEOUT IS DONE!!

OOPS, MISSION SCRUBBED!

CONTACTED BY ANOTHER SPONSOR, THEY NEED CLOSEOUT DONE NOW, OR THEY WON’T PAY US

SCRUBBED

AND SIMULTANEOUSLY, DURING

CLOSEOUT ACTIVITY, THE SRA’S ALSO:

• SUBMIT INTERIM REPORTS (QUARTERLY, SEMI-ANNUAL, OR ANNUAL)

• REVIEW AND APPROVE 90 DAY JV’S

• ATTEND OR PROVIDE TRAINING

• ANSWER DAILY QUESTIONS – FROM SPONSORS, MANAGERS, COLLEAGUES

• MONITOR CLOSED AWARDS, PENDING INACTIVATION

DON’TS

• Don’t - Ignore the ACR when it is close to or past the due date, keep us informed

• Don’t – Hold the ACR for the Final Tech Report

• Don’t – Send the ACR partially completed

• Don’t – Suffer in silence!

DO’S

• Do – Call us if you have any questions

• Do – Contact us if a priority needs to be changed

• Do – Ensure that your backup documentation is clear and organized

• Do – Let us know if you are overwhelmed and need assistance determining priorities

Questions