Subaward Issues with Roll-Forward Encumbrances

Cristina Cardenas | May 15, 2024

As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY24 and re-opened in FY25.

An encumbrance will not roll-forward into FY25 if a subaward supplier contract has an "Amendment in Process" status. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing the guidance listed below for subaward supplier contract amendments.

  • Friday, June 14 - Last day to create new supplier contract amendments in FY24.
  • Tuesday, June 25 - Last day to approve any in-flight subaward supplier contract amendments by close of business.
  • Wednesday, June 26 - OSP will cancel any remaining in-flight subaward supplier contract amendments to allow encumbrance to roll-forward.
  • Beginning Monday, July 1 - Any cancelled subaward supplier contract amendments can start to be resubmitted.

 

The Subaward Supplier Contract Initiator in the department can resubmit any cancelled amendments. Please work with your Sponsored Program Officer (SPO) and Principal Investigator (PI) if you have any in-flight supplier contract subaward amendments before June 25. The goal is to avoid having these amendments cancelled before fiscal year-end.

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Office of Sponsored Programs, Business and Finance, Financial Accounting, Finance, Workday