(excluding Pass-through awards)
DHHS Sponsors now automatically reject the Final Federal Financial Report (FFR) if reported expenditures do not match the actual drawdown (cash reimbursement for award expenditures) at the time of submission.
Workday Financial System bills award expenditures on a transactional level. Award transactions with inappropriate worktags (i.e., FD010 and FD012) and those not posted into the system are unable to be drawn down. Is is against University Policy, as well as DHHS Sponsors’ Grant Policies, to drawdown without having expenses to substantiate the draw.
As a result, SPA will be implementing the following changes when closing out DHHS funded (excluding pass-through) awards. Please ensure to review the below requirements closely and help keep the University in compliance with DHHS Grant Policies.
0 to 60 Days after Award Project Expiration
This period is for the departmental administrators to reconcile the award. This means all award expenditures must be posted and must have the appropriate worktags.
If for any reason this reconciliation cannot be completed within this period, the administrator and/or PI should immediately work on submitting a request for No Cost Extension for request for FFR extension to the Grant Management Specialist. Please send a copy of the approved extension request to the Award Contract Owner (SPA).
61 to 90 Days after Award Project Expiration
This period is for the Award Contract Owner to assess the award for any adjustments (fringe benefits and/or F&A), identify any unbillable or unallowable transactions, generate the final FFR and complete the final drawdown. This will allow the expenditures reported on the FFR to match with the actual drawdown, thus allowing the final FFR to be submitted.
No pending expenditures will be accepted, as the departmental administrators will need to request an extension if they anticipate the award to be unreconcilable during the 0 to 60 days period.
If there is a need to revise the FFR for increase of expenditure, the departmental administrator will need to request prior approval from the Grant Management Specialist. Once prior approval is granted (and the written approval is provided to SPA), the Award Contract Owner will start the revision process accordingly. Without the written prior approval from the Grant Management Specialist, SPA will not proceed with any revisions for increase of expenditure.