Award Close Out
Desk Procedures
Table of Contents
Overview
Roles & Responsibilities
Financial Policies and Procedures
Receive/Review Award Closeout Request
Roles Applicable to this Process
Review Account
Roles Applicable to this Process
Closing Journals
Unallowable Expense Removed
Cost Collection
F&A Processing
Invoicing/Reporting
Collections
Revenue Recognition
Fixed Price Award
Fixed Price Close Out
Change Contract and Project Status
Amount Based (Fixed Price Award)
Change Contract Status
Change Project Status
Rate Based (Not Fixed Price)
Change Contract Status
Change Project Status
Final Closeout
Roles Applicable to this Process
Award Over? – Review/Monitor for Modifications in Process
Close the Bill Plan
Close the Revenue Plan
Inactivate Project Activity
Inactivate Project
Close Budget in Commitment Control
Inactivate Contract
Overview
Once an award is complete, it must be closed in People Soft to prevent further transaction
processing. The closeout process is essentially a two phase process. The first phase consists
of reviewing the award to ensure that all transactions have been processed, all revenue
recognized, and all invoices submitted and paid. The second phase involves closing or
inactivating all the components of the award including the billing plan, the revenue plan, the
project activity and more. Once the contract is inactivated, it cannot be reactivated.
This document will walk the user through all of the sub-processes that are associated with the
Award Close Out Process.
 Prepare Award Close Out Request
 Review Award Close Out Request
 Review Account
 Final Close Out
Frequency
Daily
Module/Tables
Projects
Documents Used
Approval Points
Roles and Responsibilities Applicable to Sub-Business Process
Prepare Close Out Request – Initiator
Review Award Close Out Request – SFR Accountant, Collections Analyst
Review Account – SFR Accountant
Final Close Out – SFR Accountant
Financial Policies and Procedures
TBD
Review Award Closeout Request
An award may either close early or at its regularly scheduled end date. If it closes early,
notification may be received from the department, the sponsor, or SPA. If it continues until the
scheduled end date, the SFR Accountant will be aware of this through regular review of the
workbench (invoicing or reporting process), or will be notified by Collections if any special
action was needed. Regardless of how or when an award ends, the SFR Accountant must
review the request to determine closing dates, type of award, associated projects, and/or any
special instructions/considerations.
Roles Applicable to this Process

SFR Accountant
Review Account
Following review of the closeout request, the account must be reviewed to ensure all
transaction processing is complete.
Roles Applicable to this Process

SFR Accountant
Closing Journals
Detailed description: Closing journal transactions will be completed by academic
departments through feeder systems or through the general ledger.
Closing Journal transactions are: Overdraft Removal, Over/Short Adjustments, Write Offs,
Fixed Price Transfers, Budget Documents, General P.O. Releases, Subcontract P.O.
Releases.
Remove Unallowable Expenses (GL Journal)
Academic departments will need to move any unallowable expenses from the sponsored
project to a non-sponsored account through the general ledger.
Cost Collection
Navigation: Project Costing > Cost Collection > General Ledger
General Ledger Search Page
Project Costing Cost Collection General Ledger Run Control Page
Process Monitor
hyperlink will be
selected after data
has been entered
and saved, and Run
pushbutton has been
selected
Field
Process Frequency
Option
Business Unit
Project
Business Unit
Option
Journal ID Option
Date Type
From Date
Through Date
Description
Options are: Always, Don’t and Once. The default option is Always
Select to import general ledger journal entries for all transactions or specific
transactions on business unit, project, and/or project activity
This field is the Business Unit value for Sponsored Grants. This field is
required only if Option selected includes Business Unit. The U of M
Sponsored Business Unit is “UMSPR”
Number of the specific project. This field is required only if Option selected
includes Project
Select additional filter criteria for general ledger journal entries Options are
all and value
Options are All and Some. All imports all journal entries that meet the
specified run control and application options. Some imports the selected
range of journal entries that match specified criteria.
Select either Journal Date or Posted Date, default is Posted Date.
Starting date for the date range desired. Entering a date range is optional
and is used with Journal ID Option = Some.
End date for the date range desired. If selecting a single day, use the same
date for From Date and Through Date.
1. Enter values on page based on above table.
2. Click the “Save” pushbutton
3. Click the “Run” pushbutton. The User will be brought to the Process Scheduler Request
Page.
Field Values and Descriptions for the Process Scheduler Request page
Field
Values Entered
Description
Server Name
Run Date
Recurrence
Run Time
Time Zone
Select Checkbox for
Description
“UMFPC”
Type
Format
PSUNX
This field indicates the Server that the process should run on to
get the proper output. For this job the U of M Standard will be
PSUNX.
This field will assign the Date Run to the Process Instance. The
Default
U of M Standard will be to accept the default value.
<blank>
This field tells the system how often to run this process. This
field will only be used for batch processing. For Adhoc
processing The U of M Standard will be to leave this field
blank.
This field will assign the Time Run to the Process Instance. The
Default
U of M Standard will be to accept the default value.
<blank>
This field will assign the Time Zone to the Process Instance.
The U of M Standard will be to leave this field blank.
Selected/Checked The Select Checkbox is telling the Financial System which
process to run.
Web
PDF
This field tells the Process what type the output will end up
being, options for selection are File, Printer and Web. The U of
M Standard for this process will be Web. If any other option
is chosen the report will not be created correctly.
The option chosen here directs the process as to what the final
format of the report will be; the selections available are HTM,
PDF, RTF and XLS. The U of M Standard for this process
will be PDF. If any other option is chosen the report will not
be created correctly.
4. Be sure the GL to PC Interface Select Box is checked. Click on the OK pushbutton. The
user will be brought back to the Project Costing Cost Collection General Ledger Run Control
Page
5. Click on the Process Monitor hyperlink. The User will be brought to the Process Monitor,
Process List page.
Process Monitor, Process List page
6. Click on the Refresh pushbutton until Run Status is “Success” and Distribution Status is
“Posted”.
F&A Processing
Navigation: Grants > Awards > Process Facilities Admin
1. Enter the run control ID and click Search. This will bring you to the Process Facilities
Admin page.
Process Facilities Admin Page
Process Facilities Admin run control page
Field
Values Entered
Process Frequency
Always
BU/ProjAct Option
BU/Project
Business Unit
UMSPR
Project
Value Varies
Date Option
Exception
Accounting Date
All
Unchecked
Description
This field indicates how often the user wants to run this
process. Options are Always, Don’t and Once.
Allows the user to enter criteria for selecting how wide a range
of projects/contracts on which to run the process. The range
is from a single project to all projects within all business units.
This field tells the run control which Business Unit to look for
the Contract Number in. The U of M Standard for Business
Unit on sponsored activity will be UMSPR.
This field tells the run control which Project to run the process
on. The field should be populated with the Project Number
which is being closed.
Other options are Accounting Date or Transaction Date
Select to specify an accounting date other than the current
date for F&A processing. When you select this option, a field
appears in which you can select a date. The system assigns
the date you specify to all F&A lines created from this run
control page
2. When all values have been verified/entered, click the Run pushbutton. This will bring the
user to the Process Scheduler Request Page.
Process Scheduler Request Page
Field Values and Descriptions for the Process Scheduler Request page
Field
Values Entered
Description
Server Name
Run Date
Recurrence
Run Time
Time Zone
Select Checkbox for
Description “PS/GM
FA Cost Sharing”
Type
Format
PSUNX
This field indicates the Server that the process should run
on to get the proper output. For this job the U of M
Standard will be PSUNX.
This field will assign the Date Run to the Process Instance. The
Default
U of M Standard will be to accept the default value.
<blank>
This field tells the system how often to run this process. This
field will only be used for batch processing. For Adhoc
processing The U of M Standard will be to leave this field
blank.
This field will assign the Time Run to the Process Instance. The
Default
U of M Standard will be to accept the default value.
<blank>
This field will assign the Time Zone to the Process Instance.
The U of M Standard will be to leave this field blank.
Selected/Checked The Select Checkbox is telling the Financial System which
process to run.
Web
PDF
This field tells the Process what type the output will end up
being, options for selection are File, Printer and Web. The U of
M Standard for this process will be Web. If any other option
is chosen the report will not be created correctly.
The option chosen here directs the process as to what the
final format of the report will be; the selections available are
HTM, PDF, TXT and XLS. The U of M Standard for this
process will be PDF. If any other option is chosen the
report will not be created correctly.
3. Verify/update the values on the Process Scheduler Request page.
4. Select the “OK” pushbutton, this will kick off the process and bring the user back to the
Process Facilities Admin run control page.
Process Facilities Admin Page
5. Click on the Process Monitor hyperlink.
7. Click the “Refresh” pushbutton until;
a. Run Status = Success
b. Distribution Status = Posted
THEN WHAT?
Invoicing/Reporting Requirements
Invoke Invoicing/Reporting Process
Invoices Paid
Invoke Collection Process
Revenue Recognized
Manage Award Revenue
Final Close Out
Roles Applicable to this Process

SFR Accountant
Fixed Price Awards
Fixed Price Transfer
Close Bill Plan
Detailed description:
Navigation: Grants > Awards > Award Profile
Select View Contract Link
Lines Tab, Details Tab
Billing Plan Link
1. Change Billing Status to Completed
2. Click the Save pushbutton
Close Revenue Plan
Detailed description:
Navigation: Grants > Awards > Award Profile
Select View Contract Link
Select the Lines tab:
Select the Detail tab:
Select the hyperlink under Revenue Plan:
1. Change the Plan Status to Completed
2. Click Save
Inactivate Project Activity
Navigation: Grants > Awards > Project Activity
1. Change processing status to inactive
2. Click Save
Inactivate Project
Navigation: Grants > Awards > Project
1. Click on the Project Status hyperlink
Click on the “+” button to add a Project Status
Select “c” from the Look Up for Closed
Click Save
NOTE: This will give you a Project Status of Closed
Project General Information Page
Close Project Budget in Commitment Control
Navigation: Commitment Control > Define Control Budgets > Budget
Definitions
Correct History and Find
Inactivate Contract
Navigation: Grants > Awards > Award Profile
Click on View Contract Link
General Tab
Close the Award
Closeout checklist
Processing a fixed price transfer
Uncollectible closeouts (same process as remove
O/D)