End of Grant - Project Closeout
Close-out requirements are detailed in the terms and conditions of the award. The time allowed for close out may vary from sponsor to sponsor. Federal sponsors, for example, typically allow 90 days for close-out after the end of the grant. Some allow as little as 30 days.
As the end date approaches, OSP will notify the PI and department of close-out requirements and time required via an End of Grant Notification memo.
OSP must submit final billing by the sponsor deadline to ensure the sponsor releases final payment. To allow OSP the minimum adequate time to guarantee the final bill is submitted on time, departments must complete all cost transfers or other necessary transactions by the Grant End Memo Deadline. If the department does not process all adjustments by the deadline, OSP will unilaterally move to SPABA all unallowable costs, all costs charged for activities after the award end date, and all charges that hit Banner after the final bill is submitted. The department will be responsible for paying all these charges using SPABA.
Additionally, the PI must submit the final technical/ project / progress report(s) to ensure the sponsor releases final payment.
These measures ensure the University will receive final payment, remain competitive for future funding, and avoid other penalties.
Costs incurred after close-out
Costs incurred after the end date of a project will need to be paid from a different index code.
In order for OSP to submit the final financial report on time, the PI must ensure that cost transfers are processed within the timeframe provided in the OSP End of Grant Notification.
Carefully review the project and any cost sharing requirements, and contact your post-award specialist with questions or concerns.
If you haven’t yet completed the scope of work, please refer to your award document to prepare a request for a time extension according to the award terms & conditions. Or, contact your post-award specialist to discuss requesting a time extension. In many cases, sponsors have delegated expanded authority to OSP to grant a one-time, no-cost extension. If we don’t have expanded authority, the PI and/or OSP can submit the time extension request to the sponsor.
If you have a multi-year award and expect to have carry forward, please refer to your award document for the requirements to request carry forward. Some awards have automatic carry forward, but others require prior written approval from the sponsor. Some sponsors require a formal application for carry forward. Feel free to contact your post-award specialist to discuss the carry forward. Carry forward requests must be approved by OSP before being submitted to the sponsor.
The grant index code can not be used after close-out. Notify departments accordingly and provide them a different funding source for services such as:
- Campus Mail
- Chemistry Stores
- Demurrage Charges
- Mansfield Library
- Presentation Technology
- Printing & Graphics
- Telephone / port charges
- UC Bookstore
Collect any telephone cards and notify Telecommunication Services to either remove a phone charged to this index or change the funding source.
Prepare a new Request for Personnel Transaction (RPT) for each employee paid from the grant index code. Identify a new funding source and provide an appropriate start date.
Records will be retained per the OSP Record Retention guidelines.