SPONSORED PROJECTS
SRM
 Find out from the Department Grant Manager if the PI will
be requesting a No-Cost Extension or if the award will be
spent out by the end date.
 Discuss with Department Grant Manager Remaining
Encumbrances ( PO’s, Payroll, Travel, etc.) including
Cost Share PTA Accounts (if applicable).
 Once the Department Grant Manager has emailed a
confirmation of Final Direct Costs along with copies of all
outstanding transactions. The Sponsored Research
Manager needs to do the following:
 Do a Final Indirect Cost Reconciliation
 Prepare a Closeout Packet so that a Final Invoice
or a Final Financial Report can be submitted to the
sponsor.
 Make sure the Final Invoice or Final Financial Report was
submitted on time to the sponsor.
 Work with the Department Grant Manager to make sure all
Final Outstanding Transactions have hit the PTA Account.
 PI’s are only responsible for sending to the sponsor their
Final Progress Report, OSP is responsible for sending the
sponsor all other Final Closeout Reports (Invention,
Contractor’s Release, etc.).
CLOSE OUT GRID
90 days
before
budget/project
end date
During
budget/project
end date
month
Within 60 days
after
budget/project
end date
Within 90 days
after
budget/project
end date
DGM
 Will a No-Cost Extension Request be needed? Or
will the award be spent out by the end date?
 Review Remaining Encumbrances (PO’s, Payroll, Travel, etc
including Cost Share PTA Accounts (if applicable).
 Review Subaward Invoice activity on each Subaward
Agreement for that award (if applicable).
 Review Allowable Costs
 Review Personnel Costs
 Email your Sponsored Research Manager a
confirmation of Final Direct Costs.
 Email your Sponsored Research Manager copies of all
Outstanding Transactions.
 Follow up with each Sub-Recipient on the status of their
Final Invoice (if applicable).
 Remind PI’s of when their Final Progress Reports are
due to the sponsor.
 Contact Procurement to close out all PO Encumbrances for
that award.
 Make sure all Final Outstanding Transactions have hit the
PTA Account.