Award Closeout Report

Last Updated: June 2, 2025 9:35:10 AM PDT

This report can be used to identify expired awards with active projects, and identify the actions that need to be taken to get them ready to close.

The Award Closeout Report is available from the Business Analytics Hub (bah.ucsd.edu) under the Exceptions and Reconciliation tab.

The report includes two tabs:

Actions: lists the actions required to prepare the projects within the award for closeout.
Details: provides detailed information for each award to assess its readiness for closeout.
- Award Number drillthrough: in-depth view of the financial performance and reconciliation status for a specific award.

Report Demo

You can find the Award Closeout Report Demo on the UCSD Budget & Finance MediaSpace channel - Financial Report Demos playlist.

Access

Access has been provisioned to anyone with the Oracle BI Consumer JR role. Staff who do not have access should request the Oracle role. Access failure appears as error "Unable to load requested view. Displaying home view instead."

Navigate to bah.ucsd.edu.
Select Budget & Finance.
If using the List View, look for Award Closeout Report in the list or use the search bar at the top right and click the dashboard name
If using the Card View, click the Exceptions and Reconciliation tab and click Launch on the Award Closeout Report tile
Use your Active Directory credentials to sign in, if prompted.

Navigation

The Cognos and Oracle Tips & Tricks page shares various recommendations on navigating report functionality

Use these parameters to filter for the data you want to view
These filters can be used in combination or individually to produce desired results
Select Department Action Required = Y to identify only awards that require action on Move Costs To Award, Move Costs Off Award, Resolve GL-PPM Variance, Remove Unallowable Cap Gap, Submit FER, or Resolve Default Project.
Select SPF Action Required = Y to identify only awards that require action on Resolve IDC Variance, Write Off Deficit, Collect on Invoices, Billing/Revenue Issues, Allocate Budget, or De-allocate Budget, Funding, or Contract. Actions are defined below.

Actions

Summary

This tab lists the actions required to prepare the projects within the award for closeout. Each action is represented as a column, and the column header is color-coded based on who is responsible: the Department, SPF, or either party.

While one required action should not preclude resolution of another required action, the actions are listed roughly in the order they should be completed.

Report Views

Action	Responsible Party	Definition	Supporting Report for More Detail
Remove Unallowable Cap Gap	Department	Y if Unallowable Cap Gap is greater than zero.	UCPath Fund Exception Report
Resolve GL-PPM Variance	Department	Y if GL-PPM variance is not zero.	GL-PPM Reconciliation
Resolve Default Project	Department	Y if payroll indicated on the award/project in the Labor Ledger posted to a default project in Oracle and has not been resolved. Payroll posted to the default project in the Labor Ledger will not result in a Y indicator.	Default Project Payroll
Drop Commitments	Department	Y if Commitment amount is not zero.	Transaction Detail Report: Commitments page
Resolve IDC Variance	SPF	Y if IDC Variance is more than $10 or less than -$10.	SPF Accountant Panorama: IDC Reconciliation
Submit FER	Department if FER needs to be submitted to SPF, or SPF if FER needs to be delivered to the agency.	Y if FER is required and there is no FER for the award with a Final FER or Interim Annual FER with a status of Delivered. FER is required for all awards except Sponsor-Initiated Clinical Trials and PI-Initiated Clinical Trials with Amount Based Invoicing.	SPARCM
Complete Fixed Price Closeout	Department if Fixed Price Closeout Form has not yet been submitted, or SPF if transfer of funds has not been completed.	Y if the Invoice Method is Amount Based Invoice, the Revenue Billing Method is Amount Based Revenue, AND the Receipt Amount is more than the PPM Cost Amount.	N/A
Allocate Budget	SPF or Department	Y if both the Invoiced Amount and the Funding Amount are more than the Budget Amount	N/A
De-allocate Budget/Funding/Contract	SPF	Y if Budget/Funding/Contract amount is more than the FER amount	N/A
Move Costs Off Award	Department	Y if FER Amount - PPM Cost Amount < -250. If there is no FER Amount, then Y if Budget Amount - PPM Cost Amount < -250.	Expanded Project Summary
Move Costs To Award	Department	Y if FER is required and the FER cost amount is more than the PPM cost amount	SPARCM, Expanded Project Summary
Collect on Invoices	SPF	Y if Invoiced Amount is more than Receipt Amount	SPF Accountant Panorama: Sponsored AR Aging
Billing/Revenue Issues	SPF	Y if: Revenue Amount does not equal Invoiced Amount Invoiced Amount does not equal Receipt Amount, or For Cost Reimbursable awards, the FER Cost Amount does not equal the Receipt Amount	SPF Accountant Panorama: Billing Summary
Write off Deficit	SPF	Y if FER Cost Amount - PPM Cost Amount is between -250 and 0	SPF Accountant Panorama: Expenditures

Details

Summary

This tab provides detailed information for each award to assess its readiness for closeout. Each row corresponds to a distinct award or project, and the columns contain financial, administrative, and compliance data necessary for the closeout process. Key elements displayed are:

Award and Project identification
Award characteristics
Invoice and Revenue details
Financial summary
Payroll and compliance checks

The report necessarily displays only one row per award. Any information that would cause a duplication of rows (i.e. project number on awards with multiple projects) is excluded.

Report Views

Definitions of fields

Here are definitions for some of the fields you can find in the report.
For fields not defined below, refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu.

Report field definitions
Field	Definition
Funding Amount (External)	Funding amount on external funding source.
External Budget Amount	Budget amount on external funding source.
External PPM Cost Amount	Cost amount on external funding source.
FER Cost Amount	FER Report Amount where report type is Interim Annual FER or Final FER, Report Status is Delivered, and Fund Status is Open.
Award Budget Balance	External Budget Amount minus External PPM Cost Amount.
Unspent Cost Share	Internal funding source budget minus internal funding source costs.
Unbilled Amount	External Cost Amount (not to exceed the External Budget Amount) minus Invoiced Amount.
GL-PPM Variance	See GL-PPM Reconciliation.
Default Project Payroll	Payroll amount that is associated with an active project on the award in the Labor Ledger but for which the transactions are on a default project in Oracle.
LL-PPM Salary Variance	Difference between the payroll amount in the Labor Ledger and in Oracle. Differences must be documented but do not necessarily need to be corrected.
Unallowable Cap Gap Charged	When the award has a salary cap, but payroll was entered without a capped fund (e.g. 20000 was entered instead of 20001), payroll may have been paid over the cap. Unallowable cap gap is calculated as (Job Compensation Rate - Salary Cap Rate) * UCSD Salary Derived Effort Percent.

Award Detail drillthrough

Summary

This page is accessed by clicking on the Award Number in the details tab described above. It provides an in-depth view of the financial performance and reconciliation status for a specific award. The data is grouped into several tables that help users ensure all financials are reconciled prior to award closeout:

Contract Line Billing Details: outlines contractual billing arrangements.
Event Details: captures significant sponsor-related events.
Invoice Details: line-by-line record of all invoices tied to this award.
Project-Task Details: breakdown of budget, actuals, commitments, and available balances per task within each project under the award.
IDC Variance Details: breakdown of indirect cost calculations, shows variances between system-calculated IDC and what was actually recorded. Any variances need to be corrected for closeout.
GL-PPM Variance Details: highlights misalignments between those two ledgers. Any variances need to be corrected for closeout.
FER (Final Expense Report) Details: summarizes closeout-related FER activity.

Report Views

Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules.

Release Notes & Communications

Date	Release Notes & Communications
5/27/2025 Budget & Finance Weekly Digest	This new report, accessible from the Exceptions and Reconciliation tab in BAH, helps identify expired awards with active projects, as well as the actions needed to prepare them for closeout.