Subaward Issues with Roll-forward Encumbrances

Megan Witt | May 27, 2022

As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY22 and re-opened in FY23. 

An encumbrance will not roll-forward into FY23 if there is an active supplier contract amendment on a subaward. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing the following guidance for subaward supplier contract amendments:

  • Friday, June 17 - Last day to create new supplier contracts in FY22.
  • Tuesday, June 28 - Last day to approve any in-flight subaward supplier contract amendments by close of business.
  • Wednesday, June 29 - OSP will cancel any remaining in-flight subaward supplier contract amendments to allow encumbrance to roll-forward. 
  • Beginning Friday, July 1 - Resubmit any cancelled subaward supplier contract amendments. The Subaward Supplier Contract Initiator in the department can resubmit any cancelled amendments.

Please work with your Sponsored Program Officer (SPO) and Principal Investigator (PI) if you have any in-flight supplier contract subaward amendments before June 28. The goal is to avoid having these amendments cancelled before fiscal year-end.

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