Closure

The PSP element must be closed at the end of the project or after receipt of the final payment. Closures of SAP projects or WBS elements can be submitted via ETHIS Finance > Applications & Forms > ‘Manage SAP projects and WBS elements’. This can be used to request the closure of individual PSP elements or an entire SAP project.

Before submitting the closure request:

it must be ensured that

no more personnel appointments are running via the WBS element.
all pending transactions (e.g. invoices, incoming payments, transfer postings, orders) have been posted.
any repayment obligation to the sponsor has been fulfilled.

The following applies to externally funded projects (academic units):

Unutilised or overspent budgets* are offset against the reserves of the area of responsibility.
Special cases must be requested in advance from the Finance Desk (link to ticket system) or noted in a comment on the application

The following applies to third-party funded projects (service-orientated units):

Unutilised or overspent budgets* are offset against the reserve of the responsible school management member (deficits must be justified)
Special cases must be requested from the Finance Desk in advance or noted in the notification field in the closing workflow

*Attention: The payments actually received are decisive for the final invoice!

Calculation example:

Payments received in transaction currency (contract currency)

(x fixed exchange rate for ordered projects with foreign currency from 01.01.19)

= Incoming payments in CHF

- Any overhead deductions (as a percentage of incoming payments in CHF)

- Actual costs

= Amount of reserve creation/debit

Final settlement with internal secondary contribution recipients:

For projects with several grantees within ETH (with receivables management), reserves are created/charged in proportion to the respective budget. Other agreements must be requested in advance from the Finance Desk (via ticket) or noted using the message field in the closing workflow. Additional documents (agreements between the parties involved) can also be uploaded in the workflow for the closure request.

The following applies to additional budgets:

The following applies to additional budgets that are allocated by a member of the Executive Board responsible for a department to an area of responsibility or its budget officer during the year (e.g. ETH grants, Innovedum):

Unutilised additional budgets expire, but are still shown in the project report.
In the case of academic units, overspent budgets are offset from the reserve of the area of responsibility.
In the case of service-oriented units, any budget overruns at the end of the project term must be justified.

Further information on the various budgets can be found here. (german only)