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Update on Grant Close-out Backlog Clean-up Initiative

August 1, 2017

As we come to the final stages of the Fiscal Year 2017 close, we have one last opportunity to address our close-out backlog, finalize these items in Fiscal Year 2017, and avoid another year of repeat findings regarding the timeliness of cost transfers and certification of effort reports on our Uniform Guidance (formerly A-133) audit report.  We seek to be fully compliant with Uniform Guidance and the University’s Cost Transfer and Effort Reporting Policies.

Since our announcement on April 10, 2017, regarding the close-out clean-up initiative, Research Accounting Services (RAS) has worked with our colleagues in the University community to resolve 332 of the 632 close-outs relating to Fiscal Year 2016 and prior.  At our last count, 300 close-outs out of 632 remain open in relation to Fiscal Year 2016 and prior.  We need to clear this backlog by Friday, August 18, 2017.  We appreciate the support that we have received to-date from our community business managers and principal investigators (PIs).  However, we still have a lot to do in a short amount of time.  We need your continued support and attention to resolving these issues before the deadline.

RAS continues to require a response to inquiries related to close-out issues within 3 business days. Typically, these inquiries are to determine which fund the deficit or non-allowable charge should be transferred to. These responses from PIs and/or departmental administrators will allow the RAS team to expedite your close-out entries and submit for final review by RAS management, at which time the fund will be terminated in Banner. Salary reallocations should be submitted and approved in a timely manner following the initial inquiry. If the departmental contact does not provide the fund information to the RAS team member within the 3-day time frame, the RAS team member will be authorized to move any costs in question to your unrestricted departmental fund.

RAS will be permitted to make close-out entries through the end of the day on August 25, 2017, to ensure posting in Period 12 of FY17.  Items requiring attention after that date will be processed in Fiscal Year 2018. 

RAS is striving to provide the highest levels of customer service to our partners in the research community. Completion of the backlog initiative will allow the RAS team to focus on current issues and better respond to issues.

Please feel free to contact Evelyn Balabis, Executive Director of Research Accounting Services, with any questions or concerns about this initiative at 215.895.2946 or via email at As always we appreciate your continued support as we seek to improve our operations.