July 10, 2020
Dear Principal Investigators and Research Administrators:
In order to assist Principal Investigators with the monitoring of their project expenses during this fiscal year 19-20 closeout period, we would like to provide you with information on the available expense reports during this time:
1. Budget Balance Available (BBA)
Beginning July 1, there will be two BBA reports available at the Sponsored Programs Post-Award website for each project (under BBA).
A folder called “JUNE BBA” will have BBA reports for financial activities (budget, encumbrance, and expenditures) posted on or before June 30, 2020.
A folder called “JULY BBA” will have BBA reports for financial activities (budget, encumbrance, and expenditures) posted beginning July 1, 2020.
These two BBA reports will be posted in the Box folder in the website until budget, encumbrance, and expenses from the previous year are rolled over. We expect that to happen by the end of July. Afterwards, only one BBA report will show on the webpage.
To assist you in creating one BBA report during fiscal year closing, the attached spreadsheet, BBA Fiscal End Template, will help you in merging your two reports. Instructions on how to use the spreadsheet are in the first tab of the file.
(We are unable to attach the Excel file on this message online. Please contact Grace Slavik if you have any questions)
2. Detail Trial Balance (DTB)
We will continue to deliver FY 19-20 DTB reports until we close the fiscal year. Sponsored Programs - Fiscal Year 2019 - 2020 Detail Trial Balance will include cumulative expenses posted from July 1, 2019 through June 30, 2020.
We are working in setting up FY 20-21 automatic DTB reports, which will include cumulative expenses posted beginning July 1, 2020. We hope to send Sponsored Programs - Fiscal Year 2020-2021 Detail Trial Balance report by July 19, 2020.
If you have any questions or concerns, please contact your Post-Award liaison.
Sincerely,
Grace Slavik, Associate Director, Post Award