This month the Office of Grants and Contracts (OGC) started sending notifications for projects that have been in a pre-spending status for more than 90 days. These emails are intended to help us get an updated status on the finalization of an award/contract.

The email will be directed to the department administrator on the project in the Fiscal Manager/GADM role. 

Please note that in pre-spending status OGC is not able to bill or post payments to an invoice under an award, so it is very important that these are reviewed, and status updated if needed.  This does not include Pre-awarded NCE, in some cases we are able to continue billing if prior limit allows.

In the email we have also included the amount of expenses booked for the award. Note in the case of all pre-awards spending these expenses are at risk for department to cover if an award/contract is not finalized.

The email provides actions that should be taken if needed to update the status.

• If the contract or award is still pending Full Execution or Approval, please make sure you are aware of the current status and request an update to request begin and end dates if needed.
• If you have requested a pre-awarded No Cost Extension (NCE) which extended the dates, and an official notice has not been received please follow-up with your sponsor to determine if you need to work to closeout or will be able to keep the NCE.
• If you have received a Notice of Award, Executed Contract or Payment Notification for your award, it needs to be moved from Pre-Award status to Awarded. Please forward documents to [email protected] so that your award can be fully set up in Open Status and reported.
• If you have determined the award/contract will not be executed or received and the project not used to book any expenses, please contact [email protected] to close the project and terminate the Pre-Award.
• If you have determined the award/contract will not be executed or received and the project needs to have expenses cleared please contact your OGC post award pod to notify them the project needs to move to "Ended" status and close when zero.

Email notifications will continue every 30 days until the project status has been updated. If you have questions about the email or the process, please contact Koffi Gnatsidji.