When a fixed price sponsored project wraps up with a residual balance, the transfer process is changing. Previously, we relied on a general, COA-level balance transfer, which lacked the PPM specificity needed for clear management and accounting control. With technical support from FIS, RCA has improved this process.

As of November 2025, when a fixed price sponsored project concludes with a residual balance that residual will be addressed through the generation of a non-billable cost that will post both to the sponsored project (debit) and to the destination location that the residual balance is being transferred to (credit).

What this means for a PI or Project Manager is that when interacting with RCA Grant Specialists during the closeout phase of such a fixed price award, the destination for the residual balance needs to be stated in the following ways to RCA.

• Destination: Faculty Fund (PPM Project)

  • Required Data: The Faculty Fund Project Number and the Task Number.
  • Condition: Department must ensure the Faculty Fund destination is active prior to submitting the request.

• Destination: General Ledger (COA String)

  • Required Data: The full COA string.
  • Condition: The Account segment (the fifth segment) must be 6800.

If the destination for the residual is a Faculty Fund, a negative expense (credit) will be posted there (Expenditure Type: TXF: Transfers – Inter / Intra Departmental)

If the destination for the residual is a COA, a negative expense (credit) will post to account code 6800. 

In either destination case, the negative expense will increase the balance there correspondingly.