Closing Accounts and Closeouts

Closing Accounts

  • Finalizing Expenditures 
  • Final Invoice . In addition to reconciling expenditures, ensure that the Sponsor has been invoiced in accordance with the terms and conditions of the grant or contract. (Grants from the NIH, NSF and some other Federal agencies do not require an invoice for payment.)
  • Carryover of unobligated funds. This term is most commonly applied to grants and cooperative agreements. "Unobligated" funds are funds that have not been expended and are not encumbered. If the Report of Expenditures (ROE) indicates that unobligated funds remain at the end of a budget period, refer to the award document to determine whether the funds may be carried forward to the next budget period and, if so, whether Sponsor approval for the carry-forward is required.
    • If Sponsor approval is required, the administrator should return the verified ROE to Restricted Funds. The administrator and PI must then prepare a letter to the Sponsor to request approval for carryover of the unobligated funds to the next budget period. This letter requires signature of the PI and the authorized institutional official in ORD. The letter to the Sponsor should include a brief explanation of why funds remain unexpended and a justification as to how the funds will be used in the next budget period. A budget may be required by the Sponsor. Be certain to account for facilities and administrative (F&A) costs when planning the budget for the unobligated funds.
    • If Sponsor approval is not required, the administrator should return the verified ROE to Restricted Funds along with a completed Carryover Allocation Form.

Award Close-Out

Refer to the award document to determine what reports, if any, are required by the Sponsor. In addition, ensure that all payments due from the Sponsor have been received by the University.

  • Final Reports: Typical reporting requirements
    • Final financial reports (expenditure reports)are submitted to the Sponsor by Restricted Funds Accounting, based on the Report of Expenditures that has been approved by the PI and departmental administrator who monitors the FAS account.

       

    • Final Technical Progress Reportsare prepared by the PI and submitted to the Sponsor according to the instructions in the award documentation. A copy of the Final Technical Progress Report and the transmittal letter to the Sponsor should be sent to ORD for University files.

       

    • Invention Reportsare prepared and signed by the PI and then forwarded to ORD for authorized institutional signature. If the sponsor does not require PI signature, the invention information may be submitted by the PI via memo or e-mail. ORD will verify the PI's report of inventions and will sign and submit the report to the Sponsor.

       

    • NSF Award Reportsmust be submitted electronically via Fastlane. However, they are prepared as all other awards: Financial Reports are submitted by Restricted Funds Accounting and Technical Progress Reports are submitted by the PI. Please forward a paper copy of the final technical report to ORD, for University files.

       

    • National Research Service Award Termination Noticesare signed by the fellow/trainee, by the sponsor (mentor) or training program director, and by Restricted Funds Accounting. Provide a copy of the signed Termination Notice to ORD.

       

    • Clinical Study Data . When a clinical study ends, advise ORD of the location at which clinical study records and data will be stored. Refer to the award document (clinical study agreement) to determine Sponsor requirements for record retention. At minimum, FDA regulations (found at 21 CFR Section 312.62) state that an investigator shall retain clinical trial records for a period of two years following the date a marketing application is approved for the drug for the indication for which it is being investigated; or, if no application is to be filed or if the application is not approved for such indication, until two years after the investigation is discontinued and FDA is notified. In order to comply with these regulations, the study Sponsor usually notifies the Principal Investigator when such an event occurs, and requires that the Principal Investigator or the University notify the Sponsor prior to destroying any study records. Copies of any such notifications should be provided to ORD for the official agreement file.