Award Closeout

The following guidelines are intended to provide an overview of the award closeout process for sponsored projects.  The Office of Sponsored Programs (OSP) recognizes that each award has its unique challenges and opportunities, and we look forward to working with you in a collaborative and supportive manner to ensure the best possible outcome for your award.  If you have any questions about the information on this web page, please contact OSP Post-Award Services at postaward@boisestate.edu.

Quick Links

Preparing and submitting your proposal.

Proposal Preparation

Preparing and submitting your proposal.
Drafting, negotiating and accepting awards.

Award Acceptance

Drafting, negotiating and accepting awards.
Compliantly and efficiently managing your award.

Award Management

Compliantly and efficiently managing your award.
Closing out your award.

Award Closeout

Closing out your award.

Award Closeout Process

Award Closeout Overview

“Award Closeout” involves the final reconciliation and reporting of expenses and technical activities to the sponsor, and is generally governed by the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards in 2 CFR Part 200 (Uniform Guidance) — in particular 2 CFR 200.343.  Some activities include, but are not limited to, reviewing project expenditures for allowability (i.e., allowability, allocability and reasonableness), filing invention and property disclosures, resolving open commitments and submitting final financial reports, invoices and technical reports.  During this process, the Boise State University (University) and the Sponsor determine whether all applicable administrative actions and all required work have been completed by the University.

OSP is responsible for managing and facilitating the sponsored project closeout process. The assigned OSP Sponsored Project Administrator (SPA), the Principal Investigator (PI) and appropriate college and departmental administrators (collectively Business Managers or BMs) must work collaboratively to ensure that all project work has been completed, that required reports have been filed and that any outstanding financial and programmatic matters have been resolved prior to closing out the sponsored project.  The following procedures have been developed to facilitate the closeout process.  If you have any questions, please contact your SPA.

Preparing for Closeout

Even though PIs and their BMs are required to regularly review the financial and programmatic status of an award, it’s a good idea to evaluate the award’s status approximately ninety (90) days before the end of the project period.  As a reminder, Oracle Financials Cloud (OFC) will automatically email the PI’s BM and the assigned SPA a “90 Day Close Notification” email.  The PI’s BM is responsible for notifying the PI about the pending closeout and working with the PI to do the following:

  1. Identifying the remaining direct and indirect cost balances, which must consider encumbrances, pending payroll and adjustments);
  2. Determining whether it’s necessary to increase or decrease performance activity to complete the work and spend within the budget;
  3. Ensuring all appropriate payroll and non-payroll expenses have been charged to the project;
  4. Submitting cost share documentation to the assigned SPA;
  5. Addressing any outstanding purchase orders or contracts that need to be issued or paid;
  6. Canceling recurring charges to the project (e.g., cell phone charges, OIT charges, rental agreements);
  7. Submitting any necessary Employment Action Forms (EAF) or Grant Funding Distribution Forms (GFDF) to change employees’ funding sources;
  8. Verifying that subrecipients or subcontractors have submitted final invoices, financial reports and technical reports;
  9. Submitting all required technical reports to the sponsor; and
  10. Determining whether a “no-cost extension” is necessary (i.e., a request to the sponsor for additional time to complete the project with no expectation of additional funds).

These are some of the numerous decisions that should be made well before the end of the project period.  SPAs can advise PIs about the implications of each of these decisions, and will work with PIs and their college and departmental administrators to implement next steps.

If applicable, after the 90 Day Close Notification, the SPA will request (via e-mail) the PI to certify (via e-mail) that subrecipient or subcontractor performance has been acceptable and that all deliverables, as set forth in subawards or subcontracts, have been met.

Once the PI confirms the award/project is ending and that no pending continuations or no-cost extensions are anticipated, the SPA shall initiate project closeout.

Reporting Deadlines

Timeliness of final reporting is crucial to ensure compliance with sponsor requirements.  Late reports can lead to audit findings, delayed reimbursement of costs incurred by the University, delayed funding for the PI’s or other faculty members’ future projects with the sponsor, bad past performance and damage to the PI’s and the University’s reputation.  For these reasons, OFC will automatically email reminder notifications to: (1) the PI 45 days before technical reports are due; and (2) the assigned SPA 20 days before financial reports are due.  Typical deadlines for sponsored projects are listed below:

Award TypeReporting Due Date
Federal Prime Award90 calendar days after expiration (2 CFR 200.343)
Federal Flow-Through Award60 - 90 days after expiration
Other (e.g., State of Idaho)See the award terms and conditions.

Final Financial Reporting

PIs and others involved in the management of sponsored projects should at all times ensure that expenditures are allowable, allocable reasonable and timely. Expenditures are expected to be posted on a timely basis; however, for federal prime awards, adjustments and transactions may be posted to a sponsored project within ninety (90) days of the end date of the project pursuant to 2 CFR § 200.343.  Adjustments and transactions for federal flow-through and non-federal awards may be posted in accordance with the terms and conditions of the awards.

Once the SPA, PI and BM are comfortable with the costs incurred, the SPA will submit the final financial report to the sponsor prior to the reporting deadline (see above).  This report tells the sponsor exactly how much money was spent on the award and commits the University to release (or pay back with if there were advance payments) any unused funding; provided, OSP will not return funding on fixed-price awards as long as the award was adequately performed.  External auditors carefully review a sample of final financial reports each year for accuracy and timeliness.  Consequently, to permit SPAs enough time to accurately complete final financial reports, it is crucial that final expenditures are provided to OSP well before reporting deadlines.

Final Technical Reporting

Most sponsors require a final technical report, which must be filed in accordance with the terms and conditions of the award (e.g., timing, format, length).  Timely submission of the final technical report is the responsibility of the PI, and a copy of the submitted report must be: (1) promptly forwarded to OSP at postaward@boisestate.edu; and (2) retained in departmental files until the records retention deadlines set forth in the award have passed (see, e.g., 3 years per 2 CFR 200.333).  For more information, see the University’s Technical/Programmatic Reporting Guidance and the University’s implementation of National Science Foundation’s Technical Reporting Deadlines.

Final Patent and Property Reporting

In addition to a final technical report, many federal sponsors and their prime contractors (e.g., Department of Energy (DOE), Idaho National Laboratory (INL)) require a final patent or intellectual property report.  The form will generally request a list of any copyrightable works “fixed” and patentable inventions “reduced to practice” during the performance of the award.  These forms are submitted to the sponsor by the assigned SPA after consultation with the PI and the Office of Technology Transfer (OTT).  If PIs have not previously disclosed their copyrightable works or inventions, PIs are required to do so during the closeout process.

Certain sponsors (e.g., DOE, INL, NASA) also require a final property report.  In some cases (e.g., DOE, INL), title to the supplies and equipment vests with the sponsor, so the sponsors’ contracting personnel must make a determination as to the disposition of these items at the end of the award.  Final property reports are submitted to the sponsor by the assigned SPA after consulting with the PI.  (Note: For INL awards, see the Office of Sponsored Programs Implementation of DEAR 970.5241-1, Property, for more information.)

Surplus and Deficit Balances

During the closeout process, the the assigned SPA must reduce the fund balance (revenue vs. expenditures) to zero. If the fund balance is not at zero at the end of the project, it may be in deficit status (i.e., expenditures exceed revenues) or in surplus status (i.e., revenues exceed expenditures).  For additional guidance, refer to University Policy # 6090 (Disposition of Balances of Unrestricted or Fixed-Fee Grants and Contracts).

1. Deficit Balances
Deficit balances occur when cumulative expenses exceed the amount awarded by the sponsor, or when expenditures exceed the amount of revenue received from the sponsor.

While the SPA will make every effort during the invoicing process to identify potential problems with deficits, it is the responsibility of the PI to maintain fiscal oversight of the project during the project period and thus prevent deficits at the end of the project.

If the project is expected to continue, the assigned SPA may submit a request to the funding agency (if necessary) to transfer the deficit balance from one budget period to the next, but within the overall project period. However, if the project has ended, the PI or the PI’s BM shall provide a local account number to absorb the deficit.

2. Surplus Balances
Surplus balances occur when revenues exceed expenditures at the end of a project. The SPA shall refer to the award document to determine appropriate next steps. If the project’s revenue is based on the cost-reimbursement payment method, the SPA shall return excess funds to the sponsor. If the project’s revenue is based on the fixed-price payment method, the surplus balance is transferred to an appropriate local account for use by the PI, department and/or college.

Notwithstanding the foregoing, SPAs will not transfer excessively high surpluses until OSP and the department/college have completed a compliance review.  This may involving a reevaluation of the proposal and award budgets to ensure the fixed-price award amount was reasonable.  See, e.g., 2 CFR 200.201(b)(1)) (stating that fixed-price awards may be used if the “award amount is negotiated using the cost principles (or other pricing information) as a guide. The . . . pass-through entity may use fixed amount awards if the project scope is specific and if adequate cost, historical, or unit pricing data is available to establish a fixed amount award based on a reasonable estimate of actual cost.”) (emphasis added).

Disallowed and Uncollectible Costs

Costs charged to sponsored projects that are disallowed by the sponsor or are uncollectible (e.g., bankruptcy or other non-payment) are the responsibility of the PI’s department or appropriate administrative unit.

Budget Inactivation, Final Closeout Notification & Recordkeeping

Once the above activities have been completed, OSP will “deactivate” the award and associated project number(s) in Oracle Financials Cloud (including the Project Portfolio Management module), so no further costs may be incurred after the award end date.  Next, the the assigned SPA will change the project status in InfoEd to “Closed,” add the effective closed date to the data entry/setup checklist and e-mail a final closeout notification to the PI, the PI’s BM, Fixed Assets & Inventory Control and the appropriate OSP administrators after all adjusting entries have been completed and the project has been closed in all systems.  Afterwards, the assigned SPA, Financial Technician or other designee will label the award’s/project’s physical file(s) as “Closed” and file it/them in the designated “Closed File” drawers.  The Coordinator, Research Services then will move all associated electronic files to the OSP shared drive folder for closed files.  OSP’s goal is to have all awards/projects closed within 120 days after the award/project end dates.

The University will maintain records consistent with 2 CFR 200.333 – 200.337, Boise State Policy # 1020 (University Records, Archives, and Publications) and the terms and conditions of the specific award documents.

Responsibilities Matrix

Responsibility

Office of Sponsored Programs

Campus Business Manager

Principal Investigator

PREPARING FOR CLOSEOUT

Identify Remaining Direct and Indirect Cost Balances (Considering Encumbrances, Pending Payroll, and Corrections)X

Determine Whether It's Necessary to Increase or Decrease Performance Activity to Complete Work On-Time and On-Budget

X

Ensure All Appropriate Payroll and Non-Payroll Expenses Have Been Charged to the Project(s)

X

Prepare Final Cost Share Amounts and Documentation for OSP

X

Address Any Outstanding Purchase Orders or Contracts that Need to be Issued or Paid

X

Cancel Recurring Charges to the Project (e.g., Phones, Leases)

X

Submit EAFs or GFDFs to Change Employees' Funding Sources

X

Request Final Invoices from Subrecipients and Vendors

X

Determine if a No-Cost Extension is Necessary

X

Submit a Request for No-Cost Extension Form to OSP If Needed

X

Request a No-Cost Extension from the Sponsor If Needed

X

CLOSEOUT ACTIVITIES

Review All Expenditures for Cost Allowability

X

X

Review F&A Allocations to Ensure They Were Allocated as Planned

X

Transfer Unallowable Costs to Appropriate Fund Sources

X

Provide Final Cost Share Amounts and Documentation to OSP

X

Verify Costs for Final Invoice and Final Financial Report

X

Submit Final Invoice to Sponsor

X

Provide Information to OSP to Prepare Final Patent and Property Reports

X

X

Submit Final Patent and Property Reports to Sponsor

X

Submit Final Financial Report to Sponsor

X

Submit Final Technical / Progress Report(s) to Sponsor

X

Transfer Surplus or Deficit to Account on File

X

Deactivate OFC Award and Project(s) in OFC

X

Back To Top