Anticipating Grants Due to Expire or Freeze

There are several tools to help you anticipate grants that are due to expire or freeze as well as a process to help facilitate additional project expenses if the only thing expiring or freezing is the fund number, not the project. The tools available are:

The Webi Report "Org Summary"

This identifies grants due to expire or freeze. There is a separate tab for funds freezing in the next 90 days as well as a tab for Due and Late Reports.

Ben Financials

You can also use Ben Reports to obtain this information. Utilize 132.ORG "List of Terminated Grant and Contract Funds" and the 133.ORG "List of Grant and Contract Funds Due to Close."

Advance Account

Remember to anticipate how you are going to deal with continuing charges after termination. If the only thing that is expiring or freezing is the fund number (such as on T grants, P grants, sub contract awards) utilize the Advance Account process for a continuation year. At the time the annual progress report is due for those type of awards (in many cases two months before the start of the next budget period) ORSS will establish a new fund for the next budget period as long as a progress report is on file and if PHS-FITS is compliant for the fiscal year. This will insure timely account set up for the new year and thereby allow for any continuing expenses (such as payroll) to be set up on the new fund number which eliminates the need for payroll reallocations later.