You will receive an automated notification from extramural accounting 90 days prior to the award end date that the award period is coming to an end. This checklist will assist you in assuring a timely and accurate close out of your award.
Review your financial ledgers and answer the following:
- Compare the approved budget with the ending actual budget. Is any re-budgeting required?
- Are all expenditures allowable based on the terms and conditions of the award?
- Were expenditures incurred within the budget period?
- Have payroll appointments been changed to ensure no further expenditures are recorded?
If changes are required to any of the above, contact the BOC or your Unit Business Manager.
EFA’s Award Closeout Checklist (PDF)
No Cost Time Extension
A no-cost extension may be requested if the terms of your award are coming to an end and the project has not yet been completed. To request a no-cost extension, contact the Office of Contracts & Grants well in advance of the end date.
Submit Final Reports
The OCG monitors compliance with all final contract and grant reporting requirements. For federally sponsored projects, required reports generally include the following:
- Final technical or project report: The PI is responsible for submitting the required final technical or project report to the sponsoring agency. Evidence that the report was submitted should be provided to the OCG (i.e., transmittal letter or e-mail).
- Final financial report: The campus Extramural Funds Accounting Office prepares and submits the final financial report to the sponsoring agency as required by the award terms and conditions.
- Final invention/patent report: The PI submits final invention reports to the OCG, which submits final invention reports to sponsors. The report describes any new technology developed with support from the award, whether or not it has been disclosed to the Office of the President Office of Technology Transfer.
- Final equipment inventory report: If required by the award terms and conditions, contact the BOC or your unit Business Manager for guidance or assistance with preparation of an equipment inventory report, which will be submitted by OCG to the sponsoring agency
The terms and conditions of an award may require the PI to disseminate project results according to a specific plan. Examples include sharing results via:
- journal articles
- acknowledging the grant.
Review the conditions of your award for specific details on any publication conditions. Please note that some sponsors may require prior notice or a review period prior to disseminating results.
Uniform Guidance provides the following information about closeouts
The Uniform Guidance establishes increased importance of timely progress reporting including the reporting of both significant positive and negative impacts on projects. In addition, federal guidelines are moving toward stricter rules for award closeout.
The 90-day closeout requirement is not technically a new requirement; however, new language introduces a definite standard on federal awarding agencies to closeout awards timely. Impact on recipients (like UC Davis) will include federal payment systems removing funding authorizations promptly and therefore preventing recipients from drawing cash outside of the closeout period. (§200.343, section (g))
Post-close adjustments: Sponsors may (and have recently) question and/or deny expenditures (and related drawdown) submitted after the permitted closeout period. Federal agency or pass-through entities must make cost disallowance determinations and notify the non-federal entity within the record retention period. This does not relieve the non-federal entity of the obligation to return any funds due as a result of refunds, corrections or indirect rate adjustments, nor does it relieve the recipient’s post-closing responsibilities.
Costs related to publication or sharing of research results can be charged to a federal award after the period of performance but before the end of the 90-day closeout period. However, check with Extramural Funds Accounting before doing so, as allowing charges after the performance period may require campus systemic/procedural changes to allow costs to post to an award after the performance period.
If the possibility exists that equipment needs to be shipped back to the government or another agency, funds should be reserved in the award for such costs, prior to closeout, or be allowable additional costs (since awards typically close before final resolution of equipment issues is made).
For fixed-amount awards: The Uniform guidance explicitly specifies that a sub-recipient of a fixed-amount award must certify at the end of the project that the project or activity was completed or that the level of effort was expended. (§ 200.201 (b)(3) and §200.332)
Each UC campus is revising policy and procedures to adapt to the new Uniform Guidance regulations. In the future, new campus policies & guidelines, along with revised forms, may change the way award closeouts are managed.