Closing a Grant/Project/Contract - 31

When should you close a Grant?

A grant should begin and end as per the grant award agreement. There are times when a grant is extended by the sponsor.  The date and budget should then be extended in the Award and then a ticket created to extend the date in Commitment Control.  The Contract would need to be amended with the new date and budget to ensure that the billing limits match with the Grant.

When should you close a Project?

You can control incoming transactions at the project or activity level. Projects and activities that have an inactive processing status do not appear in the prompt lists of PeopleSoft cost feeder systems. Inactivating a project or activity effectively shuts off the flow of all transactions to Project Costing for that particular project or activity. Projects/Activities can be inactive and then made active again if necessary

When should you close a Contract?

Closing Contracts is a one way flow; once a Contract is closed it can’t be re-opened.  There are no systems checks prohibit you from changing the status of a contract from Pending to Closed status.

**It is not suggested to ever close a Contract as once it is closed it can never be opened again.  Closing a Project or and Activity is suggested.

Pending, active and closed work flow chart

Closing Best Practices

  • You can close or inactivate a Project or Activity.  Remember in the Grants or Projects module is the ONLY area that can be reopened if needed.  
  • In the Contract you can reduce the Billing Limit to zero and keep the Contract open in case a transaction is inadvertently associated with a project.

How to Close a Project

Navigation:  Grants > Award > Project

  1. Select Business Unit.
  2. Select Project.
Find an Existing Value tab
  1. Click on the Project Status hyperlink "Open".
General Information tab
  1. Click on the plus sign (+) icon.
Status page
  1. Enter an Effective Date, Change the Status (a comment can be added if needed).
  2. Click Save.
Status page

You may receive a warning message, this message is just informing you of the start and end date of the project as determined in the proposal.

Message window
General Information tab
  • If you need to reopen a project you can do the same steps as above.
  • Projects can be closed and opened as many times as needed.

Closing (or inactivating) at the Activity Level

Navigation:  Grants > Award > Project Activity

  1. Select Business Unit.
  2. Select Project.
Find an Existing Value tab
  1. Select the Processing Status to inactivate the activity.
  2. Click Save.
General Information tab

You can then make an activity active or inactive as many times as needed.

Project Activity page

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