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Closing Projects

Closing Projects. Research Administrator’s Council November 17, 2003. Criteria to Close Projects on BMS. Sponsored Awards (1xxxxxx): Project Status = CLOSED Award Status = CLOSED Surplus/(Deficit) > $1 or < $-1 (Cum Exp = Cum Rev) No FY activity

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Closing Projects

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  1. Closing Projects Research Administrator’s Council November 17, 2003

  2. Criteria to Close Projects on BMS • Sponsored Awards (1xxxxxx): • Project Status = CLOSED • Award Status = CLOSED • Surplus/(Deficit) > $1 or < $-1 (Cum Exp = Cum Rev) • No FY activity • Internal (5xxxxxx) and Cost Sharing Awards (2xxxxxx): • Project Status = CLOSED • Budget vs Expense/Encumbrance Variance > $1 or < $-1 (Cum Exp + Cum Enc = Budget) • No FY activity • Capital Awards (8xxxxxx): • Project Status = CLOSED • Budget vs Expense/Encumbrance Variance > $1 or < $-1 (Cum Exp + Cum Enc = Budget) • No FY activity

  3. Criteria for Removing Projects from Web Reports and Quick Info • Projects will be ‘dropped’ from the Quick Info and Web Reports when: • Project Status = CLOSED • Project Close Date (date the status of the project is changed to CLOSED) is greater than 45 days from the date the reports are run • Notes: • Project Status must be APPROVED for Web Reports to be created (not SUBMITTED or ACTIVE) • Project Close Date is NOT the Project Duration End Date on the Projects screen

  4. Procedures for Closing Projects • Current/ Future Projects: • Project must stay open until final Award Close-out is complete • Once SPA closes the Award, they will send a reminder message to the Business Manager to close the Project • Old Projects: • Business Managers should review the BMS for closed Awards to determine if any additional projects can be closed

  5. Additional BMS/AMS Changes • Encumbrances added to BMS: • Encumbrance Column added to the BMS • Variance Column calculation is now: BUDGET – CUMULATIVE EXPENSES – ENCUMBRANCES • Federal Funding Sources (BMS and AMS): • Awards with an Award Type of “PRIME-FED%” are now mapped to the Federal Funding Source rather than the Funding Source for the Customer Category • For Example: Subcontract Award from the Air Force through University of Pittsburgh formerly had GL Funding Source of 083020, now has GL Funding Source of 071000 • Effective FY03

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