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Office of the Controller

Sponsored Post Award Close Out

Award closeout is the process that determines if all applicable administrative actions and required work has been completed on a sponsored project. The closeout process can vary by sponsor and funding source.

9 Days Before Close Out begin the close out process for ending project by ensuring all expenditures (including subs and cost share) have been processed and posted, all necessary corrections are made, and progress reports are completed. 30 Days Before Close Out continue to close out process for ending project by ensuring all expenditures (including subs and cost share) have been processed and posted, all necessary corrections are made, and progress reports are completed. 15 Days After Close Out the Project is complete. All expenses must be posted, non-allowable transactions moved, and Account and Retro Funding Change. Close Out Confirmation is received from the PI/Department to confirm all expenses are posted and project is complete giving GFM the opportunity to complete final invoices and any final financial reporting that is required. GFM Completes the Close Out Form and sends a Final Close Out Packet to Assistant Director of GFM for final review and approval. Lastly, the Assistant Director of GFM sends a request to inactivate the project chartfields to the Chartfield Maintenance Team. No further changes can be made to the project at this time.

Sponsored Award Closeout Responsibilities 

Activity Principal Investigator GFM Post Award Accountant Grant Support
(Department)		 SAM Office
AR Collection If requested, assist with obtaining information from the sponsor. Responsible for ensuring all Account Receivables are collected.  If requested, assist with obtaining information from the sponsor. If requested, assist with obtaining information from the sponsor.
Expense Confirmation Review the Grant Dashboard and HCM Distribution to ensure all expenses have posted. Work with the PI to make sure everything is posted and there is no spending down on the project. Review the Grant Dashboard and HCM Distribution to ensure all expenses have posted. Route questions to the PAA.
Inactivation Confirm the project is complete. Complete the close out process and make the project in Finance PeopleSoft. Ensure all employees have been moved to other projects and/or departmental funds as appropriate. Route questions to the PAA.
Final Reporting Provide the sponsor with final Performance/Progress Reports and Scope of Work report. Reach out to PAA if financial data is needed. Complete all financial reporting and provide PI/Grant Support with financial data for the reports for which they are responsible. Provide the PI and GFM documentation to support report completion. Assist the PI with submitting Performance/Progress Reports and complete the Patent and Invention Report if required.

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