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30 Day Grant Pre-Closeout

PURPOSE

To formally notify the Principal Investigator, Grant Accountant, and Grant Administrator in writing that the award end date is within 30 days and identify processes to complete.

POLICY

The Principal Investigator is responsible for completing the following actions prior to the end date of an award to ensure a timely and successful grant closeout

1. Providing the status of a no cost extension if applicable
2. Preparing and submitting HR actions terminating personnel or identifying another funding source
3. Reviewing completed Time and Effort Reports for accuracy of payroll charges
4. Reviewing open encumbrances and verifying that all invoices are going to be paid prior to end date
5. Taking inventory of unused supplies (Contact Grant Accountant concerning the disposition of unused supplies)
6. Verifying that all travel expenditures have been submitted, received, and reimbursed according to University policies
7. Terminating or identifying a new funding source for Purchasing Cards (P-Cards) related to the award
8. Verifying that sub-recipients have completed their scope of work, submitted all invoices to be paid, verifying that all invoices have been paid, and cost sharing has been properly documented
9. Cost Sharing has been properly reported to the Office of Contracts and Grants
10. Reviewing and verifying the accuracy of charges. Identifying and submitting in writing to the Grant Accountant expenditures to be moved and the funding source to charge
11. Documentation has been submitted for the Final Project Report
12. Notifying appropriate parties of the project completion.

• IRB or IACUC

• All personnel working/assisting with the project

PROCEDURE

1. The Principal Investigator, Grant Accountant, and Grant Administrator will receive written notification, via email or campus mail that the award will end within 30 days. The Pre-Closeout Checklist will be included.
2. The Principal Investigator is required to complete the Pre-Closeout Checklist

• The completed form must be returned to the Grant Accountant within 10 days of receipt. Failure to return the forms will result in immediate notification to the supervisor, chairperson, and/or dean.

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