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Closeout Award

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.

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Submit Proposal

Preparing and submitting your proposal.

Accept Award

Drafting, negotiating and accepting awards.

Manage Award

Compliantly and efficiently managing your award.

Closeout Award

Closing out your award.

Award Closeout Process

Closeout Overview

“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 matrix has been developed clearly delineate closeout responsibilities and to facilitate the closeout process.  If you have any questions, please contact your SPA.

Responsibilities Matrix

Category Responsibility Office of Sponsored Programs Campus Business Manager Principal Investigator
Preparing for Closeout Determine Whether It’s Necessary to Increase or Decrease Performance Activity to Complete Work On-Time and On-Budget. Coordinate with applicable parties to take necessary actions. — —

X
Preparing for Closeout Determine if a No-Cost Extension is Necessary. If so, coordinate with your Business Manager to initiate a request to OSP. — —

X
Preparing for Closeout Report Any Copyrightable Works or Patentable Inventions to the Office of Technology Transfer – Disclosure Process. — —

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

X

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

X

 —
Preparing for Closeout Prepare Final Cost Share Amounts and Documentation for OSP —

X

 —
Preparing for Closeout Address Any Outstanding Purchase Orders or Contracts that Need to be Issued or Paid —

X

 —
Preparing for Closeout Cancel Recurring Charges to the Project (e.g., Phones, Leases) —

X

 —
Preparing for Closeout Submit EAFs or GFDFs to Change Employees’ Funding Sources —

X

 —
Preparing for Closeout Request Final Invoices from Subrecipients and Vendors —

X

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

X

 —
Preparing for Closeout Request a No-Cost Extension from the Sponsor If Needed

X

 — —
Final Invoice or Draw Activities Submit Final Technical / Progress Report(s) to Sponsor — —

X
Final Invoice or Draw Activities Report Copyrightable Works or Patentable Inventions to the Sponsor as Required by the Award.

X

 — —
Final Invoice or Draw Activities Report Acquired Property to the Sponsor as Required by the Award.

X

 — —
Final Invoice or Draw Activities If applicable, Review Subrecipient Agreements for Invoicing, Technical Report, and Financial Report Statuses.

X

 — —
Final Invoice or Draw Activities Review All Expenditures for Cost Allowability.

X

X
Final Invoice or Draw Activities Verify There Are No Outstanding Project Encumbrances.

X

X
Final Invoice or Draw Activities Verify All Revenues and Expenditures Posted to the Correct Account Codes and Tasks.

X

X
Final Invoice or Draw Activities Verify All Cost Share Has Been Met and Documented.

X

X
Final Invoice or Draw Activities Prepare Final Direct and Indirect Cost Balances and a Draft Final Invoice or Draw Amount.

X

 — —
Final Invoice or Draw Activities Confirm Final Direct and Indirect Cost Balances and a Draft Final. —

X
Final Invoice or Draw Activities Submit Final Invoice or Draw.

X

 — —
Final Invoice or Draw Activities Submit Final Financial Report.

X

 — —
Final Invoice or Draw Activities Verify the Final Invoice or Draw Has Been Paid.

X

X
Final Invoice or Draw Activities Verify Revenue Generated and Received on the Contract Match and Do Not Exceed the Total Amount Funded by the Sponsor.

X

 — —
Final Invoice or Draw Activities If Applicable, Initiate a Surplus or Deficit Transfer.

X

 — —
Final Invoice or Draw Activities Deactivate Project Segment Strings in OFC.

X

 — —
Closeout Activities Verify the General Ledger (GL) and Project Portfolio Management (PPM) Balances Still Match.

X

 — —
Closeout Activities Correct Any Variances Between the GL and PPM. If Any Corrections Impact Invoices, Draws, or Financial Reports, Coordinate With the Sponsor and Other Relevant Internal Parties.

X

 — —
Closeout Activities If Applicable, Obtain Technical, Financial, and Contracting Past Performance About All Subrecipients.

X

 — —
Closeout Activities Verify That All OFC Deliverables Related to the Closing Project(s) Are Complete.

X

 — —
Closeout Activities File Project-Related Information in the Appropriate Physical and Electronic Files.

X

 — —
Closeout Activities Close the Project. Also, Close the OFC Award If Applicable.

X

 — —
Closeout Activities Archive Files in Accordance with Applicable Requirements.

X

 — —
Closeout Activities Notify Campus About Project/Award Closure.

X

 — —

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