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CALS Business Operations

University Contracts & Grants To Pull Back Close-Outs Whether or Not They Are Complete

June 10, 2025

Per communication from Justo Torres, Director of University Contracts & Grants (CNG), please see below clarification as to the change in process, which is now in effect for current and future grant close-outs:

What is not changing:

  • CNG has always reported final costs and closed projects to sponsor standards, whether a complete closeout was received by CNG or not. That process is not changing. The rules that control project inactivation in PeopleSoft are also not changing. 

What is changing:

  • CNG will now be able to pull the Closeout Forms from the College’s queue whether or not the forms are complete and/or final.
  • Please note, part of this process includes greater diligence in setting projects to “pending” as part of the closeout process. Once a project is set to “pending” no more financial transactions (J/V, SDC, Marketplace) can occur on the project. 
    • See the attached guide
    • As an example, a project with a full 120 days for closeout will not be set to “pending” prior to  90 days after the end of the project. 
    • Please keep in mind, this time will be reduced for projects with expedited closeout timeframes.
  • This link will take you to a CNG guide that provides greater details and examples.

The change will eliminate lingering Closeout Forms and allow CNG/University to have better metrics around closeout completion and compliance rates. 

The CNG staff will work with Colleges/PIs, but in most cases, they will need to base closeouts on WRS (which would not include reconciling items), and CNG will be limited in their ability to “open” projects back up for additional transactions other than removal of costs. 

Given the above change in process, it is imperative that PI/Departments work with CALS C&G Post Award Consultants to timely process their closeout forms to CNG. This involves starting to close the project 90 days prior to end date, when notifications are sent to PI/Dept by CALS C&G Post Award Consultants, prompting SDC, JVs and other necessary transactions 30 days prior to end date, to allow items to post to WRS/project prior to a project ID being set to pending or CNG submitting final invoices based upon WRS. 

In anticipation of changes with the Closeout Form process, CALS implemented the need to complete all financial transactions 30 days prior to the end date of the project, as shared in January with the college admin coordinators. This communication will be reshared from Shirley Patterson, Post Award Manager. 

To locate your CALS C&G Post Award Consultant, please use this link and pick either “Account Number” or “PI” from the drop-down prior to inputting either the ledger 5 (without phase) or Last Name First Initial – example Doe J.