Award Closeout
Closeout is the process in which the awarding agency determines that all applicable administrative actions and all required work with the award have been completed by the recipient. In order to complete a closeout, the university must submit the final financial and programmatic reports to the sponsor usually within 90 days after the grant award expires or is terminated. The awarding agency will review these reports to ensure compliance with all the grant terms and conditions as well as to make sure all the funds were spent appropriately.
After the official closeout mentioned above, the Office of Contracts and Grants continue with Post Closeout actions which includes inactivating the award cost center(s) in the PeopleSoft financial system.
The chart below outlines the steps, the responsible office or person, and the time it takes to complete the award closeout process.
Over Expenditure
When expenditure posted to the project cost center(s) is beyond the sponsored project budget the Principal Investigator and the Department Business Manager must work with the Office of Contract and Grants to resolve the situation in time for closeout.
Sponsor Non-Payment
If payment from the sponsor is not received in full, the award will be flagged, and formal collection actions will be taken to recover the unpaid amount. When the expenditure on such an award exceeds the payment amount, collection efforts will continue for up to two (2) years. The University General Counsel may work with the PI and OCG to negotiation the settlement of this debt.
Cash Overages
At close out, if the total amount paid by the sponsor exceeds the total expenses, the overage will be returned to the sponsor unless it is a fixed price award in which no explicit request to return funding was included in the agreement. Credit due to vendor rebates, reimbursement, or the removal of unallowable charges, that results in a cash overage, will be returned to the sponsor.