Project Close Out

The University has an obligation to sponsors and funding agencies to bring funded projects to closure in a timely manner. There are various activities associated with closing out a sponsored award requiring a collaborative effort among the project team, research administrator(s), sponsored programs and all parties involved to ensure project work is complete, required reports are filed and financial matters are resolved. Award closeout is a process of documenting and assuring fulfillment of the terms and conditions of the award, certifying University compliance with applicable regulations, and making final disposition of award by-products, such as final invoices, reports, patent disclosures, property inventory and the collection of outstanding accounts receivables and addressing deficit or residual balances. This section serves as a guide for how to assist faculty in sponsored project closeout. Areas to address during the close-out process:

Final Reporting Requirement of the Sponsor which may include but are not limited to:

• Final financial reports

• Final technical or progress reports

• Equipment & Inventions reports

Institutional requirements which may include but are not limited to: 

• A Financial Status Report (FSR)

• Updating or inactivation of university records such as:

  • • The Award Management Record

    • Regulatory Management (IRB, IBC)

    • Animal Management records (IACUC, ULAM)

    • OnCore (Clinical Trial records)

The Sponsored Programs Closeout Checklist is tool available to help identify and successfully manage pre-closeout tasks.  

The Close out Project webpage offers tips for a successful closeout and provides information about financial status reports, technical reports, discoveries, patents, inventions and equipment transfers.

A sponsored project is closed, or inactivated, after all sponsor and university requirements are completed.