There are Four dates that are really important to all grant administrators in PeopleSoft (PS). They are the Start Date, End Date, Closed Date, and the Closed Commitment Date.

Start Date: This is the familiar “Start Date” that we currently use for awards. In the current and PS world, the Start Date is the date that spending can start. If pre-award spending is authorized, the start date will be before the actual award start date.

End Date: This is the familiar “End Date” we currently use. It is the end date of the award. In PS, this date will result in some changes in how transactions are processed. In PS, after the End Date, you cannot enter new purchase orders. However, invoices against purchase orders existing prior to the End Date and Travel & Business expense reports will be allowed to post in PS for 30 days after the end date. Journal entries will be allowed to hit for 90 days after the End Date.

Closed Date: this is the familiar “Frozen Date” in FAS. After the Closed Date, all charges from any interface system such as accounts payable or travel will be posted automatically to the departmental default chartfield string. (The Project Compass Team will be working with Schools and Departments to define these strings.) If someone attempts to post a new charge after the Closed Date they will not be allowed to do so. They can either post to another chartfield string or contact the OGCA to extend the Closed Date. Extensions will be granted on a limited basis subject to a review of the circumstances. Further information on the process to temporarily extend Closed Dates will be provided prior to 9/1. Journal Entries can be posted past the Closed Date. All costs should be finalized and ready to report at 60 days past the End Date to allow time for OGCA to prepare the final financial report.

Closed Commitment Date: This is somewhat analogous to our current Delete Status. After the Closed Commitment Date, nothing is allowed to post.

It is important to note that the examples above are based upon a typical award on a 90 day reporting cycle. the times for each of these changes will occur earlier for those awards with a shorter reporting cycle. Further information on these time-frames and regarding the treatment of dates in PeopleSoft will be communicated as we move forward with the project.