The following guidelines are intended to provide an overview of the award closeout process for sponsored projects. Â 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. Â 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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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. Â 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. Â 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. Â The following matrix has been developed clearly delineate closeout responsibilities and to facilitate the closeout process. Â If you have any questions, please contact your SPA.
Responsibilities Matrix
|
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 |
||
| Determine if a No-Cost Extension is Necessary. If so, coordinate with your Business Manager to initiate a request to OSP. |
X |
||
| Report Any Copyrightable Works or Patentable Inventions to the Office of Technology Transfer – Disclosure Process. |
X |
||
| Identify Remaining Direct and Indirect Cost Balances (Considering Encumbrances, Pending Payroll, and Corrections) |
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 |
||
| Submit a Request for No-Cost Extension Form to OSP If Needed |
X |
||
| 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 |
||
| Report Copyrightable Works or Patentable Inventions to the Sponsor as Required by the Award. |
X |
||
| Report Acquired Property to the Sponsor as Required by the Award. |
X |
||
| If applicable, Review Subrecipient Agreements for Invoicing, Technical Report, and Financial Report Statuses. |
X |
||
| Review All Expenditures for Cost Allowability. |
X |
X |
|
| Verify There Are No Outstanding Project Encumbrances. |
X |
X |
|
| Verify All Revenues and Expenditures Posted to the Correct Account Codes and Tasks. |
X |
X |
|
| Verify All Cost Share Has Been Met and Documented. |
X |
X |
|
| Prepare Final Direct and Indirect Cost Balances and a Draft Final Invoice or Draw Amount. |
X |
||
| Confirm Final Direct and Indirect Cost Balances and a Draft Final. |
X |
||
| Submit Final Invoice or Draw. |
X |
||
| Submit Final Financial Report. |
X |
||
| Verify the Final Invoice or Draw Has Been Paid. |
X |
X |
|
| Verify Revenue Generated and Received on the Contract Match and Do Not Exceed the Total Amount Funded by the Sponsor. |
X |
||
| If Applicable, Initiate a Surplus or Deficit Transfer. |
X |
||
| Deactivate Project Segment Strings in OFC. |
X |
||
|
CLOSEOUT ACTIVITIES |
|||
| Verify the General Ledger (GL) and Project Portfolio Management (PPM) Balances Still Match. |
X |
||
| 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 |
||
| If Applicable, Obtain Technical, Financial, and Contracting Past Performance About All Subrecipients. |
X |
||
| Verify That All OFC Deliverables Related to the Closing Project(s) Are Complete. |
X |
||
| File Project-Related Information in the Appropriate Physical and Electronic Files. |
X |
||
| Close the Project. Also, Close the OFC Award If Applicable. |
X |
||
| Archive Files in Accordance with Applicable Requirements. |
X |
||
| Notify Campus About Project/Award Closure. |
X |
||