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The RA will need to work with the TPOC to ensure/confirm work is complete, and costs properly reflect work performed. This should be done by reviewing costs recorded, un-costed obligations, labor, and travel. Once the completion of work has been confirmed the RA will de-obligate any remaining funds. Make sure to verify labor and travel were properly recorded to the Reimbursable WBS.
Ensure any prior period adjustments, applicable rate adjustments, trailing costs or other applicable adjustments have been processed.
Notify the Agreements Integration Office when work and costs are complete for an agreement:
This can be done ahead of the estimated period of performance end date.
Refunds to the Customer:
Process 1 year after completion of work or expiration of the agreement, whichever is sooner.
Refunds over $100k require an explanation and approval by the Center CFO.
Questions regarding refunds should be directed to the Agreements Integration Office.
Refund Process (Steps may vary depending on the agreement customer):
1. The RA will need to confirm agreement completion and provide the completion date. The RA will also need to confirm that all cost has been posted. This will be done via email (no formal form).
i. The RA will need to coordinate with the TPOC.
a. Once the RA has confirmed there will be no further cost posted all Uncosted Obligations will need to be deobligated.
i. The de-obligated funds will be moved to AllObjects by the LA4 POC.
2. The LA4 POC will send the ACH form to the RA.
a. The RA will send the form to the Agreement Manager
i. The AM will work with the customer to have the form completed.
b. The ACH form is asked to be returned in 2 months.
i. The LA4 POC will follow up after the two months to get a status update.
c. If there is no response the refund will be return to Treasury.
3. Once the refund had been sent the agreement Close Out process will begin.
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