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UMass Boston

Award Closeout

Award Closeout Overview & Resources

At the completion of an award, when all deliverables have been submitted (and accepted), it is time to finalize our books. At any given time, there are a few hundred awards in the closeout process.

Checklists

Timeline of Closeout Steps

The below timeframes are for a standard award and may need to be adjusted or additional items added as needed.

During the life of the award

  • Submission of deliverables
  • Accurate posting of expenses
  • Cost transfers as needed

90 Days Prior to End Date

  • Principal Investigator determines need for No Cost Extension and communicates need to Department Research Administrator
  • Department Research Administrator requests NCE from the ORSP team
    • If no NCE is needed, DRA confirms close expectation with ORSP Post Award team
  • Department Research Administrator coordinates with department support team to process ePAFs to remove personnel from the award
  • Department Research Administrator coordinates with department support team to finalize all nonpayroll expenses and close remaining purchase orders
  • Department Research Administrator coordinates with Research & Sponsored Programs Subaward team to finalize subrecipients and contractors

60 Days Prior to End Date

  • Research & Sponsored Programs Post Award confirms with Department Research Administrator that all ePAFs to remove personnel have been completed and nonpayroll expenses are on course to be finalized within appropriate time limits

30 Days After End Date (ish)

  • Department Research Administrator confirms with Principal Investigator that all required deliverables have been submitted and accepted
  • For nonfederal awards, once final payroll posts, Research & Sponsored Programs Post Award will initiate the Final Expense Certification Form, final invoicing, and final financial reporting (as applicable)

60 Days After End Date (ish)

  • For federal awards, once final payroll posts, Research & Sponsored Programs Post Award will initiate the Final Expense Certification Form, final invoicing, and final financial reporting (as applicable)
  • After final invoicing and financial reporting
  • Research & Sponsored Programs Post Award will process any needed journal entries or ePAFs to remove late or errant expenses as determined by the Final Expense Certification Form.

Final invoicing and financial reporting deadlines may occur earlier than the above timeframes depending on award terms and conditions. If the award requires an earlier close, the close schedule will be moved earlier accordingly. This may result in the completion of award work prior than expected in the project plan. Whenever possible, this will be discussed at the award kick-off meeting or in the months preceding the end date at the department stakeholder meetings.

Forms & Relevant Trainings

A Collection of Useful Links

If expenses are posted that are deemed uncollectible, they must be removed via HR Direct (payroll) or journal entry (nonpayroll).

All closeout specific forms are initiated by the Research & Sponsored Programs Post Award Team.

  • Final Expense Certification Form
  • Write-Off Request Form
  • Refund Balance Request Form
  • Residual Balance Transfer Request Form

Policies & Procedures

Closeout Related Topics