Spring Cleaning

• Fiscal year end is right around the corner. Here are some “Spring Cleaning” suggestions to consider during this last quarter. While these suggestions are not all-inclusive, it definitely is the traditional time of year to get the “to do” lists out and get the processes started.
  
  • Clean up your work area including the inside of your desk. Go through papers that have been piling up and throw out items you do not need or those that are duplicated elsewhere within your department. (Make sure sensitive data gets shredded).
    
  • Clean up your computer files including e-mail. Start by deleting addresses of individuals no longer employed by the University. Delete messages from your incoming and outgoing boxes that are no longer needed. Review excel and word files with the objective of “elimination”. Don’t forget to empty the trash bins!
    
  • Review expired FAS accounts and get them closed. Make sure that closing memos for Restricted Fund accounts are completed and submitted for processing. Make sure that all financial, progress and technical reports are filed. Make sure all payments to the University have been made and all accounts payable have been liquidated.
    
  • Remember, grantees are usually allowed only a specified period of time in which to submit required reports and invoices. Failure to submit complete, accurate, and timely reports may result in possible award delays or enforcement actions by funding agencies.
    
  • Review current FAS accounts as if they will be audited, (June 30th signals the year end audit). Are the expenditures charged to an account allowable? Does the amount of expenditures charged to the account appear reasonable in relation to the time that has passed under the award period? Why is there an unexpended balance in an account that has ended? Is there an overdraft that needs to be removed?
    

Training Schedules

• Training schedules are available on both the Human Resources website http://hr.uchicago.edu/train and Research Administration’s website http://researchadmin.uchicago.edu/about/calendar.shtml. Opportunities to network and enhance your skills are just a mouse-click away.

Copies of Invoices

• Beginning in March, for the bills for the month of February 04, a copy of the bills will be e-mailed to the AA#1 on the account (as opposed to mailing out hard copies via faculty exchange). Once again, if you have any questions, do not hesitate to contact Pat Hallow or Hong An in Restricted Funds.

  This periodic newsletter is being prepared by Pat Hallow, Manager of Post Award Administration. If you have any questions, contact Pat at 2-1970 or any one of the four Post Award Administrators: Kathy Watson, Rod Mendoza, Ron Stroud or Kai Jackson.