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Award Closeouts

No-Cost Extensions - When the project work will not be completed by the termination date of the award, it may be possible to extend the award at no additional cost to the sponsor. The requirement for such an extension should be discussed with the technical program manager as soon as it is known so that the sponsor is aware that the project will not be finished on the original date. Also, the PI should notify the Office of Research as soon as they realize a no-cost extension is needed so that appropriate approval can be obtained, if necessary, from the sponsor. In all cases, the extension should be requested and approved well before the original termination date. Extension requests submitted after the termination date are seldom approved.

Final Technical Reports - A final report should be submitted to the sponsor for each funded project. When the reporting requirements are detailed by the sponsor, it is important to follow the format, content, and suspense requirements they specify. Late reports reflect poorly on the University and in many cases will preclude additional funding to the PI involved, or to the University, until the report is filed. Always send a copy of the final report, or, if the report is quite long, the transmittal letter, to the Office of Research to include in the award folder.

Closing Out the Award - The PI must work closely with the grant accountant to ensure funds are available in the proper budget categories to complete final project activities. Budget transfers necessary to complete the research should be requested as described in the paragraph titled "Budget Transfers." Funds cannot be transferred or no-cost extensions processed simply because there are excess funds available. Expenses incurred after the termination date of the award will not be allowed and funds remaining in the account at that time must normally be returned to the sponsor.

Date last revised 4/6/99