Research Topic

Closeout Award

Description

The university has an obligation to sponsors and funding agencies to bring funded projects to closure in a timely manner. The award closeout process is a collaborative effort of all parties involved in ensuring completion of all project work, filing required reports, and resolving financial matters. Closing policies, procedures, and required documentation vary depending on the sponsoring agency; therefore, it is difficult to initiate a single closing form or procedure as a general guideline. 

Closeout requires balancing the budget, expenditures, billings, and payments. This may entail removing an overdraft or refunding unspent amounts to the sponsor. Specific requirements vary by sponsor, per details in the contract/award document. The award document will indicate if the sponsor requires a final invoice, a final project or financial report, and instructions for the disposition of an unspent balance. For most federal awards, all reports are due within 90 calendar days of the award end date.

Follow the link below for complete policies and procedures.

BusFin Section 16—Closeout

Highlights

Use this table to determine who is responsible for each task or deliverable required for the closure of a sponsored project. Please note that not all actions will apply to all projects.

Closeout Task or DeliverablePI/Unit  ResponsibilityAward Management ResponsibilityAffected Deliverables
Confirm with funding agency that project is indeed endingX 
  • Closeout completed within required period
Review award expenditures—ensure costs are allowable, allocable, reasonable, and consistent with the terms of agreementXX
  • Financial report
  • Final invoice or cash draw
Review and approve sub-recipient final invoice and reportsXX
  • Financial report
  • Final invoice or cash draw
  • Final technical report
Resolve overdraftsX 
  • Financial report
  • Final invoice or cash draw
Review who has spending authority and notify individuals to stop processing charges to the projectX 
  • Collect P-cards
  • Close recurring charges 
  • Close standing orders (for example, POs for lab supplies)
  • Close or transfer payroll encumbrances
Finalize all related forms and reportsXX
  • Final property report
  • Contractor’s release form
  • Final technical report
  • Final invention report
  • Final patent certification
  • Final cost sharing report
Prepare and submit final financial report X
  • Closeout completed within required period
Collection of outstanding receivables X
  • Closeout completed within required period
Return unexpended balance per final report X
  • Closeout completed within required period
Close sub-award/consultant encumbrances X
  • Closeout completed within required period
Prepare and process closing entries X
  • Closeout completed within required period

Sponsored Project Closeout Checklist

 

No-Cost Extension

A no-cost extension is an extension of time to a project period and/or budget period to complete the work of the grant under that period, without additional funds or competition.

A no-cost extension CANNOT be exercised merely for the purpose of using unobligated balances. The justification letter should include the length of the extension and the plans for completing the project. The amount to be carried forward may also be required.

Learn more about requesting no-cost extensions from specific sponsors:

NIH

NSF

 


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