A request for a project to be put on HOLD should be made when…

The master department of an award needs to prevent further transactions from hitting  a particular project; when a department needs to prevent further transactions from hitting one of their own projects; when a research sponsor submits a ‘stop work order’ on an award or a project within an award.

1) Requests for putting  a projects on hold assumes the following have been completed by the requesting department:

• All feeder systems that were originally hitting this project have been notified and have been informed where future charges should hit.
• Any open Purchase Orders have been updated based on putting the project on hold.
• Any RST’s submitted have been fully processed.
• All collaborative departments have been notified of putting their project on hold.
• Requesting department has obtained all appropriate approvals based on school level requirements.

2) OGCA will:

• Will review justification for appropriateness of putting the project on hold
• Will review to make sure department have met above requirements
• If approved, the request will be submitted for processing and an email will be sent to the requestor as well as the master department when appropriate.
• If rejected, an email will be sent to the requestor with reasons for rejection

3) Timetable – Once a request is reviewed, approved and submitted for processing, requestor and the master department will receive an email which notifies them of approval and submission. Please allow 2 full business days for the project to be put on hold after you receive email notification.

4) To take a project off the HOLD status:

• Departments should review to make sure all journal entries to add or remove transactions are prepared and ready to submit prior to taking projects off HOLD status. Note: Please be aware of the timing with month end processing and journal deletion.
• Collaborate with OGCA contact to ensure that all expenses are appropriate to the award and unallowables have been removed
• OGCA will put the project back on HOLD once all transactions are processed.
• OGCA will have the SmartKey inactivated.

Please contact Brian Crandall (7-4657) in OGCA for a status on Project Hold requests.