1. Office of Sponsored Programs Post Award
Delinquent Closeouts-Lessons Learned
Office of Sponsored Programs Post Award

2. Summary
In February 2017 Post Award accountants started working on delinquent closeouts
FY 2012 and prior assigned to Closeout Team of Jim Bowen and Mary Jane Stinnette
As of December 2016 there were 436 awards
As of July 21, 2017, 218 completed, 218 pending
Closure rate of 50%
FY 2013 and forward assigned to Post Award accountants
As of December 2016 there were 1,304 awards
As of July 21, 2017, 931 completed, 373 pending
Closure rate of 72%

3. Comparison of pending closeouts December 2016 to July 2017

4. Implementation of new strategies for financial closeout
Starting in August, team leads to run and distribute monthly closeout reports
Closing out awards at the time of the final filings of invoice or report
Changing status to “on hold” to indicate award under review by award manager
Narrow down delays in closeouts to:
Residual Grants
Awards with deficit
Awards pending extension or new supplement
No expenses (consulting services/clinical trials)
Updating award closeout SOP to reflect changes

5. Introducing the “90 day termination notice”
A new memorandum created by OSP to facilitate closeouts and help the field
The memo will be issued 90 days PRIOR to the award end date
Award managers will review the award to provide a current fiscal snapshot
The memo should be returned no later than 30 days prior to the award end date

6. The 90 day termination notice- Osp to the field

7. What osp will do for you

8. What we need from you