Termination of Award

Immediately take the following actions:

1. Forward the notice
   Send the notice or directive to Laura Scarantino and Jill Frankenfield. They will review the notice, determine UMB’s obligations, and advise you on next steps.
2. Stop project work
   Immediately stop all project activities, including pending deliverables required by the award.
3. 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.
4. Notify compliance offices
   • IRB: Use the Reportable New Information pathway in CICERO. Option 9 for UMB IRB of Record; Option 14 for external IRB.
   • IACUC: For animal research, immediately notify IACUC by email (for paper protocols) or via the “Contact IACUC Staff” button in CICERO.
5. Confirmation / Acknowledgment
   
   • No action is required by the PI or department.
   • For certain termination notices, SPA (through Jill Frankenfield, AVP) will provide confirmation to the Contracting/Agreement Officer. If the original sender of the termination notice is not the assigned Contracting/Agreement Officer, SPA will also copy that sender.
   • 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

• Stop all project work immediately, including pending deliverables required by the award.
• Cancel or redirect personnel commitments that extend beyond the termination date.
• Do not place new orders or incur additional costs after the termination effective date.

Documentation

• Document all cost and schedule impacts resulting from the termination, including:
  • Costs incurred up to the termination date
  • Costs related to winding down project activities
  • Any schedule disruptions

Allowable costs

• Some close-out costs may be allowable.
• All costs incurred after the termination date are at the department’s risk and may not be reimbursed by the sponsor.
• When appropriate, SPAC may set up separate PIDs to track unavoidable close-out costs.
• For guidance on allowable costs under federal awards, 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 notice was issued in accordance with the award terms and law.
• Determine whether the termination is full or partial, whether re-scoping is possible, and whether appeal options exist.
• Advise on next steps, including obligations of the department and any required communications with the sponsor, subrecipients, and internal compliance offices.

• Navigating Federal Orders and Guidance
• SWO Terms Appeals Presentation to RAC 04/10/2025
• UPDATED Sponsored Stop Work Order or Termination Procedures April 2025