Termination of Award

Immediately take the following actions:

Send the notice

• Forward the termination notice or directive to Laura Scarantino and Jill Frankenfield.
• SPA will review the notice, determine UMB’s obligations, and advise on next steps.

Stop project work

• Immediately stop all project activities, including pending deliverables required by the award.

Notify subrecipients

• Inform all subrecipients of the termination.
• UMB will issue stop-work orders when required.
• If stop-work orders are not issued, UMB remains liable for subrecipient costs incurred after the termination date, even if those costs are not reimbursed by the sponsor.

Notify compliance offices

• IRB
  • Use the Reportable New Information pathway in CICERO.
  • When UMB is the IRB of Record, select Option 9.
  • When an external IRB is the IRB of Record, select Option 14.
• IACUC
  • For animal research, immediately notify IACUC by email (for paper protocols) or the “Contact IACUC Staff” button in CICERO.

• No action is required by the PI or department.
• For certain termination notices, SPA (through Jill Frankenfield, AVP) will acknowledge receipt to the Contracting/Agreement Officer.
• The acknowledgement confirms receipt only and does not accept the termination.
• This communication may be important if claims or objections arise during termination negotiations.

Project activities and commitments

• Cancel or redirect personnel commitments that extend beyond the termination date.
• Do not place new orders.
• Avoid incurring costs after the termination effective date.

Documentation

• Document cost and schedule impacts resulting from the termination, including:
  • Costs incurred up to the termination date
  • Costs associated with winding down activities
  • Schedule disruptions

Allowable costs

• Certain close-out costs may be allowable.
• All costs incurred after the termination date are at the department’s risk and may not be reimbursed.
• When appropriate, SPAC may establish separate PIDs to manage unavoidable close-out costs.
• See 2 CFR 200.472 Termination and standard closeout costs

SPA and SPAC, through their AVPs, will work with University Counsel to:

• Review whether the termination was issued in accordance with award terms and law
• Determine whether the termination is full or partial
• Assess whether re-scoping or appeal options are available

• Navigating Federal Orders and Guidance

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  SWO Terms Appeals Presentation to RAC 04/10/2025

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  UPDATED Sponsored Stop Work Order or Termination Procedures April 2025