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Award Close-Out

Chapter Overview

As a sponsored project nears its end date, the staff of Sponsored Programs Accounting will work with the PI/PD to ensure that the award is closed out properly. The sponsored award terms and conditions generally provide specific details of what will be required at award closeout as well as the timeframe in which documentation must be submitted. Typically, this amounts to final technical and financial reports, but may also include property and invention reports and/or other documentation. Federal sponsors typically require that closeout documents be filed and received within 90 days of the end date of the project.

Notice of Award Expiration

Once a proposal has been awarded, it is the PI's/PD's responsibility to comply with all technical and financial reporting requirements for the award.  As in previous stages of the sponsored projects lifecycle, the PI/PD will work closely with Sponsored Programs Accounting to ensure the project is closed out properly, in accordance with University policies and procedures, and state and federal guidelines. As the award nears its end date, Sponsored Programs Accounting will notify the PI/PD by e-mail prior to the date that the grant is scheduled to expire, and will provide specific instructions on reviewing open encumbrances, provide guidance on final purchases and invoicing. Sponsored Programs Accounting will review the award for outstanding invoices and collect unpaid invoices/outstanding funds from the sponsor.

Questions about the financial aspects of the award close-out should be addressed directly to Sponsored Programs Accounting (e.g., balances, encumbrances, final purchases, and specific expense transactions, allowable and unallowable costs).  If the PI is considering a no-cost extension (an extension in the period of performance needed to complete the project, at no additional cost to the sponsor), he or she should contact ORSP Pre-Award.

Close-out Reporting Requirements

I. Financial Reports/Invoices: Financial reports, whether they are interim or final, will be prepared by Sponsored Programs Accounting and sent to the PI for review and approval. Sponsored Programs Accounting will review the award for outstanding invoices and collect unpaid invoices/outstanding funds from the sponsor. Sponsored Programs Accounting will then submit the financial report to the appropriate sponsor.

II. Technical/Programmatic Reports:IPIs are responsible for the completion and submission of all programmatic reports required by the terms and conditions of the award. Where questions arise, ORSP Pre-Award can assist in this process. In some cases, the PI will send the final technical report to ORSP to be reviewed, signed, and submitted. Other instances will allow for the PI to submit the final technical report directly, e.g., NIH E- COMMONS.

    • NSF Reporting: All NSF awardees are required to submit annual, final, and project outcomes reports via PIs should use their NSF FastLane login information and log on to NSF will send PIs e-mail reminders of what reports are due and when.  Unless otherwise specified in the notice of award, Annual Project Reports shall be submitted at least three months prior to the end of the current reporting period.  NSF awards require that the PI submit a Final Project Report within 90 days after the expiration of the award. Delays in the submission may result in funding and other delays in the administration of other awards to fellow PIs at Pacific.
      • Project Outcomes Report: Unless otherwise specified in the conditions of the award, project outcomes reports must be submitted electronically via within 90 days of the expiration date of the grant. This report will be posted in the Research Spending and Results section of the website exactly as it is submitted. PIs will ensure that the report does not contain any confidential, proprietary business information; unpublished conclusions or data that might compromise the ability to publish results; or invention disclosures that might adversely affect the patent rights of the organization, in a subject invention under the award. Reports should not contain any private, personally identifiable information such as home contact information, individual demographic data, or individually identifiable information collected from human research participants.

III. Property Reports: Sponsored Programs Accounting will work in conjunction with PIs to complete any property reports required as per the terms and conditions of the award.

IV. Invention Reports: Rights to inventions made under a federally sponsored grant or contract are governed by 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firm," more commonly known as the "Bayh-Dole Act." The provisions apply to all inventions conceived or first actually reduced to practice in the performance of a federal grant, contract, or cooperative agreement. Universities are obligated under 37 CFR Part 401 to disclose each new invention to the federal funding agency within two months after the inventor discloses it in writing to the University. Under this act, the PI/PD and University must provide a final invention statement and certification prior to award close-out, listing all subject inventions or, alternatively, stating that no inventions were created in the performance of the project.  (See Chapter 5 and the section on Compliance for more detailed information on invention reporting at Pacific.)

Record Retention

On federal awards, record retention requirements are governed under the Uniform Guidance Subpart D  Record Retention and Access (§200.333-§337) which requires that records of awarded state, federal, and private grants files be kept on record for a period of  three years from the date of submission of the final expenditure report (unless the sponsored project in question is the subject of any litigation, claims, or audit finding).
Our current university Record Retention/Destruction - Financial Records Policy is here 

"Not-funded" proposals must be kept on record for a period of three years, after which they may be destroyed.

Disposition of Equipment

Under Uniform Guidance, title to equipment purchased with federal funds "shall vest in the recipient," (the University, as the legal recipient of the award) subject to the conditions set forth in Uniform  Guidance Subpart D (§200.313)
Our current university policy regarding surplus of equipment is here. 

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