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Sponsored Projects Accounting (SPA) Year End Prep

Published May 3, 2023

As part of year end preparations, Sponsored Projects Accounting (SPA) will be running RPT6998 (WU-SPA Award Audit Billed to Date vs Actuals) for awards that expired on or before December 31, 2022. SPA will be sending a list of funds to each Cost Center.

This report will reflect total billed to date vs. actual expenses and the difference between these two amounts.

  • A negative difference indicates expenses exceed amount billed. For these, the sponsor may need to be billed or this may indicate an overdraft. 
  • A positive difference indicates amount billed is greater than expenses. Accordingly these amounts may need to be returned, transfer additional project expenses to the award or a residual balance transfer may need to be submitted if we are allowed to retain the balance.

Please note that the total billed does not mean that all payments have been received.

SPA recommends focusing on the larger balances and/or awards that ended more than 12 months ago, but all need to be addressed by year end. The goal is to address the issue and determine how to resolve by May 31, 2023. That timing will allow for subsequent entries/adjustments/refunds to be processed by June 30, 2023.

Emails will be forthcoming in the next few weeks. Once received, your immediate attention is greatly appreciated.

Note that awards that have expired >120 days are not displayed on the FFR dashboard.

Please contact SPA if you have any questions.