Project Closeout Procedures
Award Closeout Timeline and Required Actions
As a sponsored award nears its end date, proactive steps are necessary to ensure timely and compliant closeout. After the project end date, FRA will coordinate submission of all final reports (financial, technical, property, etc.) to the sponsor. Your timely action at each phase of closeout is essential for ensuring compliance and avoiding delays in future funding. Below is a summary of key actions that should take place during the final days of the award period:
Review Budget and Spending: Confirm that all expenditures are allowable, allocable, and reasonable. Identify and resolve any budget deficits or unspent balances.
Verify Cost Share: Ensure all required cost share commitments are met and documented.
Personnel Planning: Confirm end dates for project personnel. Arrange for reallocation to other funding sources, as needed.
Begin Subaward Closeout: Notify subrecipients of upcoming closeout.
Initiate procedures to ensure timely submission of final invoices and reports.
Inventory and Property Review: Review equipment and project-related assets.
Assess disposition or transfer needs per sponsor requirements.
Finalize Remaining Expenses: Ensure all travel, procurement, and other costs are either posted or currently being
processed.
Monitor Commitments and Encumbrances: Clear open commitments and encumbrances to prevent post-period charges.
Initiate No-Cost Extension (if needed): Submit no-cost extension request (if applicable) to the sponsor before the deadline
with your Pre-Award Administrator/Coordinator.
Coordinate with ORSD: Engage with ORSD for preliminary review and guidance on upcoming final reporting.
Submit Final Subaward Invoices: Collect and review all subrecipient final invoices and documentation.
Confirm Final Payroll Charges: Review salary distributions for accuracy and ensure they reflect final project effort.
Prepare for Final Reports: Begin drafting technical, financial, and property reports. Ensure all data, deliverables,
and publications are accounted for and reported as required.
Closeout Purchasing Activity: Cease all new purchases unless absolutely necessary and allowable.
Grant Closeout Instructions
Required Reports and Forms - As your sponsored project approaches its end date, the following documents must be prepared and submitted in accordance with sponsor requirements and institutional policy to ensure a complete and compliant award closeout:
- Performance (Technical) Report
- The PI is responsible for preparing and submitting the final performance or technical report. Please send a copy to ORSD for our records.
- The report should summarize project accomplishments, outcomes, and compliance with the scope of work.
- Submit by the sponsor's deadline, typically within 90 days of the award end date.
- Final Financial Report
- ORA will prepare and submit the final financial report to the sponsor.
- Departments must ensure all allowable expenditures are posted and reconciled prior to the end date.
- Invention Disclosure Form
- The PI must disclose any inventions, intellectual property, or discoveries developed during the project period.
- Submit the completed invention disclosure form to ORSD for review and processing, even if no inventions occurred (“negative report” may be required).
- Equipment Tagging and Disposition
- All equipment purchased with grant funds must be tagged and recorded through the university’s property management system.
- Prior to closeout, confirm the location, condition, and usage status of all project
equipment.
Disposition of equipment must follow sponsor and university guidelines.
- Patent and Intellectual Property Forms
- Complete and submit any required patent-related documents, as stipulated by the sponsor or award agreement.
- Coordinate with the university’s Office of Innovation Management (or designated IP office) to ensure all disclosures are properly filed.
Submission Guidance - Please route all completed forms and supporting documentation to ORSD for final review and submission. ORSD is available to assist with questions or support during the closeout process.