There is a business rule in KFS that prohibits users from creating Requisitions (REQ) on expired accounts. While this may present an administrative inconvenience it does provide a mechanism to ensure that project spending, particularly purchasing of supplies, occurs within the period of performance.
As a project nears the end of its performance period, it is important to determine if all activity is complete or if an extension is warranted. If an extension is required, the unit must work with the Grants and Contracts Officer (GCO) in the Office of Sponsored Programs (OSP) to determine if the option to extend is available based on the terms and conditions of the agreement. If so, OSP will work with the Sponsor and the project status in the Sponsored Projects Portal will be updated to reflect the request.
If an extension has been requested through the Office of Sponsored Programs or a continuation amendment is expected to be automatically issued by the sponsor, and the unit needs to process a KFS Requisition (i.e. order supplies via a purchase order), the account may be edited by the unit to remove the expiration date. The Account e-doc will route for approval and Sponsored Financial Services will verify that a subsequent amendment has been requested. Once the Account edit e-doc is in “Final” status, the REQ may be processed.
All other financial e-docs, including invoices for Purchase Orders finalized prior to the account expiration date, may be processed to an expired account in order to close out financial activity.
It is important to recognize that while an extension is being considered; post-“expiration” activity poses a financial risk to the unit. Once a determination is provided by the Sponsor, and a new period of performance is noted, financial activity will be reviewed to ensure compliance with the revised period of performance.