Synopsis
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 timeframe stipulated
by the sponsor. The closeout documentation and the timeframe for submission are
stated in the terms and conditions of the grant or contract. The usual terms
require that the following reports be submitted within 90 days of the
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 principal investigator (PI) from receiving
subsequent awards from the sponsor. Ultimately, it can even lead to the
debarment of the University from receiving awards from the sponsor, because the
University is held responsible for all required closeout documents.
PostAward Procedure
PROCEDURES: ROLES AND RESPONSIBILITIES
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DEPT
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:: Reviews and follows the specific
end-of-program requirements stipulated by the terms of the award terms and
conditions
:: Reviews and follows the procedures outlined in the OSP Post-Award
Administration Manual
:: Identifies all expenses properly allocable to the award
and removes any expenses that are incorrect or that exceed the amount of the
award
:: Runs the ZF114 report
:: Prints the Post-Award Close-Out
Checklist and follows the instructions to submit a completed report to OSP
within 60 days of project end date
:: PI ensures all invention
disclosures have been submitted to OLV
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ORS
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:: Coordinates with the PI to prepare a final
inventions/patents report is prepared, signed, and submitted
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OSP
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:: Coordinates with the
PI and sponsor for final disposition of sponsor property
:: Reviews and approves closeout checklist
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DEPT
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:: Prepares
and submits the final technical report
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OSP
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:: Prepares and submits the final financial report
:: Prepares and submits the property report
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ORS
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:: Prepares and submits the final inventions report
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DOCUMENTATION: OFFICES OF RECORD
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DEPT
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:: Keeps detailed financial transactions
documents (retained for the period required by the sponsor - typically 3
years from date the final expenditure report is submitted or final payment
received)
:: Keeps copy of final technical report (retained for 7 years from the
termination date of the project)
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ORS
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:: Keeps inventions/patents report
:: Keeps all non-financial award documents (retained for 7 years
from the termination date of the project)
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OSP
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:: Keeps award documents and financial records (retained for 7
years from the termination date of the project)
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SPECIAL NOTES
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All procedures and documentation required to transfer a project
to another institution or terminate a project early must be processed through
the Office of Research Support following the procedures outlined above.
The
information listed above is a general overview of the award closeout process.
Keep in mind that each sponsored project may have specific requirements
regarding award closeout so it is important to review the award terms and
conditions for specific sponsor requirements.
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