Award Closeout

60-90 Days Prior to the Grant End Date

PI / Budget Director / Research Administrator responsibilities include:

• Complete Award Modification Request (AMR) within HRS if a no cost extension is needed or to verify the status of award renewal or continuation.
• Review the terms and conditions to see any specific requirements that apply to the award.
• Ensure financial data is accurate and complete.
• Ensure all grant costs are incurred by the grant end date and over expenditures are transferred out of grant within 15 days of the grant end date
• Correct any deficits indicated on the Budget Position Report (BPR).
• Review any outstanding obligations and/or commitments and inform Financial Affairs (FA) of those that can be relieved or unencumbered.
• Reconcile Travel Advances and / or prepaid expenses. Refer to page 19 of the Travel Manual https://fa.ucf.edu/wp-content/uploads/sites/2/Travel_Manual.pdf  
• Verify all cost share commitments have been met in accordance with the terms and conditions of the Award.
• Verify all effort reports for faculty, A&P, and contracted OPS have been submitted.
• Ensure all deliverables have been submitted or will be submitted as scheduled.
• Ensure subcontractor(s) have completed all necessary deliverables, submitted all required reports and will submit their final invoice within thirty (30) calendar days of the subcontract end date.
•  Ensure all personnel are transferred off to another grant or department by the end of the grant.
• Contact the Tech Transfer Department to confirm the status of any intellectual property and, if needed, Grants Accounting will submit an Invention Disclosure Form.
• Inventory any real and personal property acquired with federal or non-federal funds.  Confirm decals are assigned to property.
• Contact the Grants Accountant to confirm the equipment vesting rights.

90 Day Period After a Grant Ends

Costs will continue to post to the grant for up to 60 days after the end date (e.g., final month's payroll, payments for orders placed close to the end date, etc.). During this time, the PI and department can also make cost transfers necessary to correct errors or clear any over expenditures.

Once final expenditures are determined, and financial reports are submitted to the sponsor then the grant will be closed.

The Office of Research will coordinate with the College and the sponsor to handle the disposition of equipment (property) procured during the performance of the grant and any sponsor loaned equipment.

The Office of Research will prepare all closing documents as required by the award and ensure submission to the appropriate administrator at the sponsor. This includes, but is not limited to:

Final Patent Report
Final Notice of Copyright
Final Property Report
Final Technical Report prepared by the PI
Final Cost Report/Invoice prepared by Grants Accounting
Final Confirmation regarding closeout of security issues (DD254)
Other reports required by the award

The Office of Research will authorize the transfer of equipment acquired during the project period to the PI's balance account or any other non-sponsored research account authorized by the PI, as appropriate.

For Fixed Price Awards