Project Closeout
Responsible
Stewardship
The University has an obligation to sponsors to bring funded projects to an orderly close and to submit necessary technical and final reports. The required procedures may vary, depending on the policies of the sponsoring agency.
Project
Closeout Strategy
The Office of Grants Administration (OGA) and the Office of Grants and Contracts Accounting (GC) have combined efforts to implement a new closeout strategy aimed at facilitating a total closeout process. This new practice will be effective with awards ending June 1, 2008 and beyond. Cornerstones of the new approach include:
- early detailed notifications to investigators about awards that are scheduled to close
- better guidance on problem areas and types of expenditures that typically need to be reviewed
- more active communication between OGA and departments during the award closeout period
- an chronological process to ensure timely problem resolution
- submission of final financial reports within
agency due dates
Announcement
of New Strategy
Notifications
Process
Three notifications will be used to communicate process to investigators and grant administrators:
The first notification will be sent approximately 60 days
prior to the closing date of the award. This notice serves to
inform the investigator the award is scheduled to close and that
certain items stemming from grant responsibility will require
attention. This notice will also serve to provide the Office of
Grants Administration with written authorization from the
investigator to proceed with award closure. Alternatively, if
the sponsored project will be renewed for another award term or
is expected to receive a no-cost extension, OGA will be notified
and the formal closure process will discontinue.
The second notice will inform the investigator and the grant
administrator of formal closure. This notice will address the
responsibility of final reports and to bring attention to any
financial actions that need consideration prior to the
production and submission of any final financial statements.
A third notice will only be generated if, by 60-days
post-closure date, items required of the investigator remain
outstanding. These include both financial and non-financial
responsibilities. This notice will allow a final period of
reconciliation and will take further action only if items
remained unresolved. This drastic step will only be used if the
outstanding items will prevent the University from fulfilling
its responsibility of formal closure within a timeframe
prescribed by the federal, state or private granting agency.
The new closeout strategy implemented safeguards the
University and its investigators by maintaining good research
administration practices. This process is designed to assist in
the requirements of external funding and to remain compliant in
terms and conditions of such funds.
If you have questions about this new plan, please
contact the Office of Grants Administration or the Office of
Grants and Contracts Accounting.
