Award Closeout
Award closeouts generally require that a series of final reports be submitted to the project's sponsor. It is essential that these be prepared and sent on time. The terms and conditions of the award will specify what should be sent, when and to whom. If you have any questions about the terms or the process, feel free to contact your OSP representative.
OSP and OGM have developed a checklist in an effort to assist Principal Investigators transition activities prior to termination of their funded awards.
Closeout Requirements
Sponsors generally require a basic set of reports in order to close an award. It is important to complete all the requirements and it is important to do so in the time frame stipulated by the sponsor. The closeout documentation and the time frame for submission are stated in the terms and conditions of the award or contract. The usual terms require that the following reports be submitted within 30, 60 or 90 days of expiration of the award:
- Final technical report
- Final financial report
- Final inventions report
- Final property report.
Non-compliance in this regard can lead to debarment of the PI from receiving subsequent grants from the sponsor. Ultimately, it can even lead to the debarment of the University from receiving grants from the sponsor because the University is held responsible for all required closeout documents.
Closeout Responsibilities
The Principal Investigator/Project Director (PI)
- Writes and submits a final report to the sponsor in the time required by the terms of the grant
- Identifies all expenses properly allocable to the grant and remove any expenses that are incorrect or exceed the amount of the grant
- If inventions were disclosed on the project, coordinates with Intellectual Property Partners (IPP) to ensure that a complete final invention report is submitted
- If the sponsor loaned equipment, coordinates with the OGM for final disposition of the equipment
- Insures that all project expenses are properly identified and that the fund balance is not overdrawn.
OGM
- Prepares and submits the final financial report to the sponsor and returns any unspent funds
- Prepares and submits a final equipment report if required.
IPP
- Prepares the final inventions report in coordination with the PI and provides the information to the sponsor and OSP.