Closing out a sponsored research award is a collective effort, involving the PI, department, Research Administration Award Management Financial and Non-Financial Teams, and the Office of Technology Commercialization). Below is a summary of roles and responsibilities.

Roles and Responsibilities

Principal Investigator (PI)

• Ensures Scope of Work is accomplished and that requirements to make research results accessible within the designated timeframe
• Manages expenditures within award funding limitations
• Completes all Effort Certifications for project personnel
• Prepares and submits Technical Reports to the sponsor in accordance with award specifications
• Addresses any additional award-specific closeout requirements

Departmental Administrator

• Assists PIs in managing final expenditures, adhering to award funding limitations and confirming that all project expenses were allowable, allocable, and reasonable
• Ensures proper accounting of all cost sharing expenses
• Resolves overruns or expenditure issues with Sponsored Research Accounting (SRA)
• Assists PI as needed in the submission of the final Technical Report to the sponsor

Award Management – Financial

• Performs a final review of all project spending
• Reviews records for unallowable charges or overruns
• Notifies department of any overruns, over-expended balances, purchase order encumbrances, or other issues
• Reviews Cost Sharing Commitments
• Ensures sponsor payments have been received
• Prepares and submits Financial Report and/or Final Invoice
• Closes award in Banner financials

Award Management – Non-Financial

• Works with the department to confirm the closeout of all Subaward Agreements
• Works with subrecipients to obtain final invoices
• Ensures Accounts Payable has issued final payment to subrecipients
• Prepares and submits the final Property (Equipment) Report to the sponsor, if applicable
• Prepares and submits the final Intellectual Property Report to the sponsor, if applicable