Office of Research and Project Administration

SPONSORED PROGRAMS COMPLIANCE

18. Project Closeout

Administrative Responsibilities/Issues:

While the Principal Investigators are responsible for submission of the technical reports needed for project closeout, the Administrator also has some responsibility with respect to the closeout process. Administrative responsibilities may include:

• Verify with PI that a no-cost extension is not needed. However, if an extension is needed, ORPA should be notified as soon as possible. This is important since some sponsors require prior approval for no-cost extensions. Also verify if a renewal project has been submitted to sponsoring agency.
  
  
• Return Report of Expenditure (ROE) to ORACS by date indicated on form and attach all outstanding obligation documentation. Before doing the form closely review account to be closed for the following:
  
  

  • Payroll and benefit errors. Confirm that any reallocations were processed and processed correctly. Contact Payroll if any problems are discovered. Follow up on any forms that are pending.
  • Review all transactions on ledgers. Make sure any cost transfers or corrections that the department initiated have been done.
  • Contact UR service departments (Vivarium) and obligate monthly charges.
  • Review outstanding obligations. Check with PI to confirm that you have an accurate listing of remaining charges and discuss available funds.
  • Review Facilities and Administrative (F&A) rates periodically through out the project period. If the charges do not appear to be in line with the account's approved budget, ORACS should be notified immediately so a correction can be made. If errors are not corrected prior to grant closeout the department will be responsible for any deficit that an indirect error causes.
  • Contact ORACS accountant immediately if any information recorded on the ROE is incorrectly reported.
    
    
• Confirm that Property Accounting has an accurate list of any equipment purchased with funds from grant to be closed out.
  
  
• Remind PI's, especially first time investigators, that they must complete the final technical report and final inventions report. Inform them that some Sponsors withhold final payment until all the paperwork has been submitted, failure to do so, may result in non-payment, and that would ultimately be on the Dept/PI to cover.