Automated Email Notification Distribution for Sponsored Projects: 30/60/90-Day Pre-Closeout
Introduction and User Documentation
The 30/60/90 Days Pre-Closeout Notification are setup on Project BurnRate Report.
The Automated Email Notifications Distribution for Sponsored Projects: 30/60/90 Days Pre-Closeout feature streamlines communication for sponsored projects nearing their end dates. This functionality ensures that key stakeholders—including Principal Investigators (PIs), Grant Accountants, and College Administrators—receive timely email notifications at 30, 60, and 90-day intervals, allowing for better preparation for a smooth closeout process. All email sent data will be tracked in the Burn Rate Dashboard, enabling users to monitor sent notifications, recipient details, and other relevant metrics, thereby enhancing accountability and facilitating effective management of sponsored projects.
Automated Process
This feature is powered by Microsoft Power Automate.
1. Gather Necessary Sponsored Project Information from PeopleSoft- Project End Date: Scheduled completion date of the sponsored projects
- Project Status: Current stage(Approved, Closed, Frozen) of the sponsored projects to assess whether notifications are necessary
- Project Budget/Expense/Encumbrance/Remaining Balance: Financial summaries showing the project's budget, expenses incurred, and total balance.
- Project Fund: Types of fund of the sponsored projects
- Project Department and College: Department and college associated with the sponsored projects
- Stakeholders:
- Principal Investigators (PIs)
- Grant Accountants
- College Administrators
- 50%-50% Contact
2. Determine Notification Eligibility
Identify which sponsored projects require email notifications to be sent at 30, 60, and 90 days before the closeout.
Criteria:
- Project end date is within 30/60/90 days from today
- Project Status = 'GM-Approved'
- Project Department field is used to send notification to department and college admins.
- Special Exclusion
-
- 'South Texas Diabetes and Obesity Institute' and 'NBHISU Neuroscience Division' from School of Medicine
- 'Financial Aid' from VP Strategic Enrollment and Student Affair
- Dr. Constantine Tarawneh constantine.tarawneh@utrgv.edu
- Balance under $100
- Non-Zero Balance in budget account code 'G4180' F&A Account Only
Create the email content and recipient list for each sponsored project, using a standardized email template that includes key project details.
Email Template:
Subject: Grant Expiration [30/60/90 Days] e-Notification for UTRGV Project #[Sponsored Project ID]
To: [PI]
CC:
Research Admin
Grant Accountant
College Administers
50%-50% Contact
Other Financial
*CFR - Project 5400 Only
*Gift Service - Project 5400 Only
Award Title:
Sponsor Agency:
Agency Award Reference #:
Award End Date:
Sponsored Project ID:
Dear [PI]
This email is to remind you that the above referenced award will expire in [Days Remaining] day(s) on [End Date].
Please see the information below detailing items that may need your attention as your project period comes to an end.
The project balance as of [Today's Date] is [Total Balance]. Purchases of goods and services to be charged to the grant must be initiated and received before the end date.
[Sponsored Project Burn Rate Data Details]
|
Project |
Account |
Account Description |
Total Budget |
Total Encumbrance |
Total Expense |
Total Balance |
Grand Total |
|
XX |
XX |
XX |
XX |
XX |
XX |
XX |
XX |
Next Steps:
- No-Cost Extensions (NCEs) are not to be exercised merely for the sake of using the unliquidated balances, but to provide the PI with additional time to complete the original scope of work.
To request an extension, provide justification to Ruth V. Lozano, Executive Director of Research Administration (ruth.lozano@utrgv.edu), 30 days prior to the end date.
The NCE justification should include:
- Supporting reasons for the extension
- Revised period of performance
- Current budget balance
- BUDGET: Should not contain any negative budget line items. To clear negative balances or realign the budget, process a Budget Revision through PeopleSoft.
- SALARY/WAGE: Expenditures for actual work performed must be charged to the grant. Charges can be made no later than 30 days.
- Identify any incorrect labor encumbrances submit a CPAF to disencumber funds.
- Identify any other payroll corrections that need to be made to salary/wage expenditures and submit a Change of PAF or Change in Funding Source, as applicable.
- OPERATING EXPENSES: Must be completed and delivered before the end of the grant period.
- All supplies purchased should be paid and consumed by the grant end date.
- Purchases for merchandise that would not be delivered by the grant end date will not be approved. Process any necessary orders now.
- Verify that all encumbrances are valid. If the expenses have been paid, contact Joanna.sanchez@utrgv.edu and Isabel.castro@utrgv.edu to disencumber funds (zero-out balances).
- TRAVEL: Expenses associated with your grant must be incurred before the grant end date. Any international travel must be approved by the International Oversight Committee before travel.
- To verify operating or travel encumbrances, contact Joanna Sanchez at joanna.sanchez@utrgv.edu
- To disencumber operating or travel encumbrances (zero-out balances), contact Isabel Castro at isabel.castro@utrgv.edu
If applicable:
- COST SHARING: Ensure all cost sharing requirements for the award have been met and expenses charged and work performed occurred within the grant period.
- INTELLECTUAL PROPERTY: If novel processes or inventions were developed during the grant period (whether patentable or non-patentable), or if new discoveries resulted from the grant-funded project, contact the Office of Technology Commercialization at otc@utrgv.edu. Inventions arising from federally funded research must be reported to the agency that funded the project.
If you have any questions regarding your grant, you may contact the grant accountant [Accountant Name] at [Email].
Thank you,
Division of Research
Dispatch the emails to the designated recipients according to the established schedule. Emails will be sent at 8:00 AM CT, and only one email will be sent for each sponsored project during each of the 30, 60, and 90-day periods. Record all relevant data related to the notifications sent, including the date of sending, sponsored project ID, email content and recipient details.
5. Refresh Dashboard to Display Most Recent InformationUpdate the dashboard to reflect the latest information, ensuring that all recent email notifications and related data are available for user review and utilization.
What to Expect Next
Users are expected to review and complete the following action items after receiving the notification to ensure a smooth closeout process:
- No-Cost Extensions (NCEs): NCEs should only be requested to allow PIs additional time to complete their original work, not just to utilize unspent funds.
*All requests for extensions must be submitted along with the necessary justification at least 30 days prior to the grant's end date.
- Budget Management: Ensure there are no negative budget line items. To rectify any negative balances or make adjustments, submit a Budget Revision through PeopleSoft.
- Salary/Wage Charges: All actual work must be charged to the grant within 30 days. If there are incorrect labor encumbrances, submit a CPAF to disencumber funds. Any necessary payroll corrections should be addressed through a Change of PAF or Change in Funding Source.
- Operating Expenses: Complete and finalize all operating expenses before the grant ends. Ensure supplies are purchased and consumed by the end date. For any orders not delivered by then, seek approval now. Verify that all encumbrances are valid and disencumber any paid expenses by contacting the designated personnel.
- Travel Expenses: All travel expenses must be incurred before the grant's conclusion, with any international travel requiring prior approval from the International Oversight Committee. For encumbrance verification or disencumbering, reach out to the specified contacts.
If applicable:
- Cost Sharing: Confirm that all cost-sharing obligations are met within the grant period.
- Intellectual Property: If any novel processes or inventions were developed, contact the Office of Technology Commercialization to ensure proper reporting of inventions arising from federally funded research.