Award Close-Outs

Request final invoices from all subrecipients.
Ensure invoices are received, reviewed, approved, and paid.
Confirm that required subrecipient technical, invention, and property reports have been submitted.

Financial reconciliation confirms that all project costs are accurate, allowable, and properly reported.

Departments must:

Review the award document to confirm final invoice and financial report deadlines.
Reconcile the project account in a timely manner.
Work with SPAC on sponsor payments, invoicing, and submission of final financial reports.
Ensure all outstanding charges are posted and reviewed before close-out.

Sponsors require one or more final reports to document the outcomes of the project and confirm compliance with award terms.

Technical / Scientific Report

The final project report is the responsibility of the Principal Investigator.
NIH awards require submission of a Research Performance Project Report (RPPR).
For non-federal sponsors, technical reports may be submitted directly to the sponsor, with a copy (preferably PDF) provided to SPA.

Invention Report

Many sponsors require disclosure of inventions developed using award funds.
The PI completes the sponsor’s invention report form or provides invention or “no invention” information to SPA.
Similar reports must be obtained from each subrecipient investigator.
SPA submits the report after verification by UMB’s Office of Technology Transfer.

Property / Equipment Report

Some sponsors require a final equipment or property inventory report.
Completion of the report is the responsibility of the department.
Reports are signed by a UMB-authorized official in Financial Services.
Contact the Capital Equipment Inventory section of the Office of Financial Services for assistance.

A no-cost extension may be requested if project work is continuing and funds remain available.
Requests must be submitted before the award end date and are subject to sponsor approval.

Close-out Responsibilities