Plan ahead for KU Research 2023 winter break hours

In concert with the entire Lawrence and Edwards campuses, the KU Office of Research will be closed over the winter break as outlined below. In order to be proactive in meeting the research community’s needs, we have established deadlines that will help ensure we are providing necessary services while allowing staff to use the winter break leave they have earned.
 
All proposal documents with deadlines between Dec. 23 and Jan. 3 must be to Pre-Award by Monday, Dec. 18 to provide sufficient time for proposals to be submitted by Dec. 22. We request 2 – 3 weeks for proposal preparation and 5 days for proposal review, so please let us know if you’re aware of an early January proposal deadline. Please reach out to your Office of Research contact as soon as possible for other general questions regarding December or early January business. 

Winter break hours
Closed: Tuesday, Dec. 26
Reopen: Tuesday, Jan. 2
 
We appreciate your assistance and wish you a restful, re-energizing break!

Additional deadlines

Contracts

• For sponsored agreements needing review/negotiation, please work with the contract officer reviewing your agreement or contact Aaron Crim, amcrim@ku.edu, for general questions.

Award Setup, Award Management, Sponsored Projects Accounts Receivable + Administrative Compliance & Audit

• By Monday, Nov. 20: Departments and SSCs submit all budget adjustments and non-payroll cost transfers and complete all award close steps with Award Management Services (for billing/final invoices and/or financial reports due in December) to allow time for approval and processing by December month-end close. This is in accordance with the standard close window so that reporting and billing can be completed by Dec. 22.
   
• By Monday, Nov. 27: AMS submit budget adjustments into workflow; key all non-payroll cost transfers into PPM and submit to Fiscal Affairs for processing.
   
• By Wednesday, Dec. 6: Submit provisional requests to allow time for Award Processing Services to establish the provisional award by Dec. 22. Please allow 1 – 2 business days after project number creation for activation in the general ledger.
   
• By Wednesday, Dec. 13: Submit all sponsored project-funded AP invoices, travel reports and purchase requisitions to your contact in Award Management Services to meet Fiscal Affair’s Dec. 15 deadline. AMS will continue to process any actions received while the office is open but cannot guarantee final processing status if received after Dec. 13.
   
• By Friday, Dec. 15: Submit final invoice request forms to SPAR for awards ending Sept. 30 – Nov. 30 that have final invoices due by late December. Additional instructions or specific FFR instructions will be provided through monthly standard communication for award management teams. Transactions affecting these awards should be posted by Nov. 30.
   
• By Tuesday, Dec. 19, 10 a.m.: Submit sponsored funding change requests (position or pool) to AMS.
   
• By Thursday, Dec 21, 10 a.m.: Submit funding setup requests (combo codes).

Fiscal Affairs

• KURES p-card: All transactions should be reconciled and expense reports submitted by Friday, Dec. 15 to allow KUCR to meet the bank payment deadline.
   
• KURES FITC AP invoice and travel payments, including travel advances: All invoices and travel expense reports must be approved and submitted by the department/SSC/AMS to KURES central audit staff by Friday, Dec. 15 for final payment processing by Dec. 23. Any invoice or expense report not approved by department/SSC/AMS will be processed in 2024.
   
• All KURES deposits: Department deposits, RSINT DARBI and legacy deposits must be submitted to KUCR Financial Services by noon Dec. 21. Please secure all deposits received Dec. 26 – 31 and deliver to Youngberg Hall by 5 p.m. Jan. 3.
   
• KURES contracts (Business Services Agreements, Fee for Service, Hotel/Event): Submit requests by 5 p.m. Monday, Dec. 11 to receive initial draft before winter break.
   
• Purchase requisitions requiring KURES approval and KURES journal requests: Department/SSC/AMS must submit to KURES by Monday, Dec. 11.
   
• KURES p-card issues: Contact kures_card@ku.edu.
   
• KURES emergency payments for immediate use: Contact Karen Schaller, kschaller@ku.edu.
   
• KURES BSA/Contract/Requisition/JRC issues: Contact Daniel Wilmot, daniel.wilmot@ku.edu.

Research Integrity

• Human Research Protection Program (HRPP): All human research submissions in eCompliance must be received by Friday, Dec. 8 to ensure initial review before the office closure. Please contact HRPP staff at irb@ku.edu for other general questions regarding December or early January HRPP business.
   
• Institutional Animal Care & Use Committee (IACUC): All animal research submissions to iacuc@ku.edu must be received by Friday, Dec. 8 to ensure initial review before the office closure. Please contact the IACUC office at iacuc@ku.edu for other general questions regarding December or early January IACUC business.