The completion of the final reporting responsibilities is a shared responsibility of the PI and RSP. The following list is a guide to the usual required closeout procedures identified by the primary responsible party. An RSP Project Closeout Checklist (PDF) may be used as a guide in reviewing projects prior to and after the end of the project period.

PI

• Ensure all obligations and encumbrances are complete and all charges related to the project are appropriately charged to the account prior to the end date.
• Ensure any standard monthly charge back orders or arrangements (copy service, postage/shipping charges, phone service) are discontinued as of the end date or are changed to an alternate source.
• Ensure any personnel appointments which need to be changed to another salary source are completed at least 2 weeks prior to end date and that any required notices of non-renewal of appointment have been completed per University Human Resources Rules, Policies and Procedures or as otherwise described in Hiring Research Personnel.
• Faculty Handbook 8.I.: Annual Leave for Contract and Grant Salaried Employees:
  1. All contract/grant salaried employees are to take their annual leave within the grant or contract project contract dates. This policy should be clearly communicated to each employee at the time of hiring into the grant/contract salaried position. It is the responsibility of project administrators to monitor the leave-taking of the project employees to ensure that there is not leave accrued at the termination of the grant or contract.
  2. Employees in grant/contract salaried positions who are employed on more than one project should have their leave-taking pro-rated over the projects. If a project generated leave time, the project should be expected to bear its fair share of the leave cost. That being said, as a matter of practical consideration, some give and take may be possible if several projects are funded by the same agency, and where the interval between beginning and ending dates of a project is so short that it is impossible to take leave.
     
     General principles/policies that apply with regard to annual leave of grant/contract salaried employees are
     
     
     1. the university is not to be put in a posture of having to use non-project funds to pay for annual leave;
     2. grant/contract salaried employees are to be informed at the time of employment that arrangements for annual leave must be made within the time-span between beginning and ending dates of the project; and
     3. it is the responsibility of the project administrator (principal investigator) to manage employees' time so there are opportunities for the employees to take their annual leave.
• Coordinate any required documents or reports with subrecipients.
• Work with the Grants & Contracts Financial Manager to insure required reports and/or invoices are submitted to the sponsor.
• Complete all required sponsor project reports and provide a copy to the RSP Grants Specialist for university files.
• If appropriate, disclose any intellectual property to RSP.
• Ensure all applications to Institutional Review Board (IRB) for Human Research Participants Protection are closed out.
• Ensure all applications to Institutional Animal Care and Use Committee (IACUC) are closed out.

RSP

• Provide notice of upcoming end date 90-60-30 days prior to end of period of performance. See RSP000018 Grants Ending Within 30/60/90/120 Days in Information Navigator.
• Prepare any final invoices or reports on financial operations and inventory of equipment to sponsor in collaboration with PI.
• Monitor status of accounts receivable until payment is made on any final invoices.
• Prepare final expenditure report of the grant life-to-date and budget transfers to recover deficit expenditures or distribute applicable fixed-price residual shares per the formula below.
  
  

  Expired Funds

  Expired funds are checked for receipt of all outstanding invoices, remaining Facilities and Administrative (F&A), and outstanding encumbrances. Additionally, the dean/center director will be contacted for any outstanding charges on the fund. Fixed-price contracts with F&A budget remaining at expiration will be charged at that time.

  Deficit Balances

  If a deficit remains in the expired account, the PI is contacted to discuss and provide a source account from which to recover the deficit. Funds needed to cover deficits are first taken from the PI's seed account. In the event the PI is unable to cover the deficit, responsibility for the deficit then lies with the department or center and finally with the college or division. RSP will prepare budget transfer forms to recover the deficit and forward to the PI for approval. The PI should contact RSP if there is a problem or question. If the signed Budget Transfer (BT) forms are not received back in RSP within ten (10) working days, it is assumed that the PI approves and the BT will be processed.

  Residual Balance Accounts

  Residual funds on fixed-price contracts are distributed according to the University Sponsored Research Return Distribution Policies (PDF) (approved by Faculty Senate and adopted by the Provost December 1999) as follows:
  

  Unexpended funds will be distributed as follows:

  1. For contracts with a total budget of less than $5,000, 100% of the residual is returned to the PI.
  2. For contracts equal to or greater than $5,000, two distribution schedules apply based on F&A (indirect cost) recovery.
  1. For projects which recover less than 8%, the distribution is
     40% to the Sponsored Research Trust (SRT),
     40% to the PI,
     10% to the department/center/institute, and
     10% to the college/division.
  2. For projects which recover F&A equal to or greater than 8%, the distribution is
     80% to the PI,
     10% to the department/center/institute, and
     10% to the college/division.

  Note: If it is determined after the distributions have been made that the agency has over-compensated the university the recovery for any disallowed payments is made according to the approved procedure for Deficit Balances.