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Period of Availability

About this Policy

Period of Availability

Policy Number: 27015


Effective Date:
Dec 12, 2017

Last Updated:
Jan 01, 1970

Responsible Office:
UM System Controller’s Office

Responsible Administrator:
UM System Controller

Policy Contact:

Campus Sponsored Programs Office

Categories:

  • Finance

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Scope

Describes the allowable periods for incurring authorized costs on a sponsored award.

Reason for Policy

This policy provides guidance to ensure costs for sponsored awards are incurred only during the authorized period of availability.

Policy Statement

Sponsored awards are established to cover a certain period of time between the effective date and the expiration date.  Once the award is made the effective date will not change.  However, most sponsors all pre-award costs within 90 days of the award’s start date.  Costs incurred before this 90-day period may require sponsor approval.  See Policy 27001 – Establishing an Award for additional details related to pre-award spending.  Invoices received after the period of availability for allowable and allocable costs incurred and encumbered during the period of availability may be charged to the award.  Pre-award costs on sponsored awards must be incurred within the timeframe allowed by the sponsor.  In addition to pre-awards, sponsored awards could have other conditions that extend the length of the award including:

  • Continuation Projects- a Principal Investigator (PI), with departmental commitment of funds, may elect to continue a project pending delayed receipt of sponsor approval due to difficulties associated with discontinuing and re-starting an award when funding is delayed. The department is responsible for expenditures not covered by the sponsor if the funding is not awarded or awarded at a lower- than-anticipated level.
  • Renewal Projects - a new ChartField is established for renewal projects, indicating the new period of availability.  The same ChartFields are used when the sponsor extends the funding period and provides additional funds to the existing award. The financial system should be changed to reflect the extended period of availability.
  • No-Cost Time Extensions

Only allowable costs incurred during a specified funding period and any pre-award costs authorized by the sponsor are appropriate to post to a sponsored award. 

Construction Projects
Construction Management offices record detailed transactions for grant-funded construction projects in the University financial system using a construction ProjectID.  Transfers of expenditures from construction projects to the sponsored award must be completed monthly by Construction Management. Sponsored Programs Office (SPO) management must review and approve the monthly transfers to ensure expenditures were made within the period of availability.

Prior to the End of the Award
The SPO will provide notification to departments that an agreement is ending 60 days prior to the end date and 30 days prior to the award end date.

The PI should complete a monthly review of each sponsored award to ensure that allowable charges are incurred within the period of availability and must make timely transfers of unallowable expenditures or those outside the period of availability to an unrestricted funding source in accordance with Policy 27016 – Award Closeout.

Definitions

Continuation Projects - an award that typically spans for a period of time of multiple years, but annual funding is based on satisfactory progress and the availability of funds. A single ProjectID is used for all years of a multi-year continuation project unless the sponsor requires each year to be accounted for separately.

Renewal Projects - a renewal of a project that allows for the expiration of the project and a proposal for continued support, subject to competitive review, that results in a new award.

No-Cost Time Extensions - when approved, the period of availability is extended through the same period as the extension.

Accountabilities

Sponsored Programs Office (SPO):

  • Provide departmental notification that an agreement is ending 60 days and 30 days prior to the award end date
  • Monitor construction transfers to ensure expenditures were within the period of availability

Principle Investigator (PI):

  • Control spending within the period of availability
  • Review expenditures timely to ensure expenses are within the period of availability
  • Make timely requests for time extensions, continuations, and renewals

Department Fiscal Staff:

  • Transfer expenditures outside the period of availability to unrestricted funding sources

Additional Details

Forms

 

Related Information

 

History

Formerly Accounting Policy Manual 60.52 – Period of Availability (revised 2/24/2009)

Procedure

Reviewed 2017-12-06