Award Closeout

Closeout is the process in which the awarding agency determines that all applicable administrative actions and all required work with the award have been completed by the recipient. Federal sponsors have a requirement that closeout documents be submitted to the awarding agency within 90 days after the end of the period of performance; therefore, all expenses must post within 90 days of the budget period award end date.

Some sponsors require that the closeout is completed much sooner, so it is important to review the terms of the award and notify the PI about this requirement in a timely manner. For example, most Federal flow-through awards require a closeout to be completed within 60 days of the award end date to allow for the prime recipient to complete a timely closeout of the entire project within 90 days.

In preparation for a closeout and during the closeout process, CGA reviews sponsored projects, notifies department with a reminder of an upcoming closeout deadlines, confirms that expenses are posted within the budget period, reconciles overhead and processes adjustments if they are required, ensures that intercampus invoices have been paid, reviews cost sharing (if applicable) and ensures that the cost sharing report is on file, sends payroll certification reminders and PCS status updates, and ensures timely and accurate completion of the final billing and final financial report (FFR).

Department Roles and Responsibilities

Effective project management over the life of the award helps eliminate problems at closeout. Examples of departmental roles and responsibilities affecting closeout preparation and timely completion include:

  • Timely reviews of project expenses to ensure that they are allowable and conform to the terms and conditions of the award
  • Monthly meetings with the PI to present fund balances, develop spending projections, and to ensure that changes in personnel schedules are processed timely in the payroll personnel system
  • Timely communication with the PI regarding technical reports and a final invention statement
  • If there are subawards, monitoring spending of subrecipients and securing timely payment of the final invoice
  • If the award includes cost sharing requirement, timely reporting of cost sharing
  • Communication with CGA regarding financial reports and final billing
  • Timely notifications to SPA regarding no-cost time extensions if project is expected to continue beyond the current final budget period end date.

Have a Question?

For help with the post award financial administration, please contact the CGA Accountant responsible for the specific award:

NIH Enforcement of Closeout Policies

NIH grantees are required to submit timely and accurate final expenditure reports, and to reconcile cash transactions in the Payment Management System (PMS) with expenditure reports submitted to NIH.

Delay in the closeout of awards is not allowed by NIH without a prior approval. When a prior approval is not obtained by the recipient, NIH initiates unilateral closeout within 120 days of the budget period end date preventing recipients from making any changes to the financial reporting and billing.

See NIH Notice NOT-OD-18-107 for more information.