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Division of Sponsored Programs > Award Closeout

Award Closeout

The last step in a grant or contract’s life cycle, whether cost reimbursable or fixed price, is project closeout. The key feature to any closeout is the on-time submission of all technical, financial, and other required reports to the sponsor.

On-Time Reporting

For most federal grants and contracts final reports are due no later than 90-120 calendar days after the expiration date of the award.

For non-federal awards (i.e. state, industry, non-profits), the closing requirements vary, depending on the policies of the sponsor. Most often, final reports have a shorter timeline than the federal rule.

Delinquent Reports

It is important that all reports are submitted on time.  Failure to submit complete and timely reports may result in one or more of the following actions:

  • Temporarily withholding of payments to the institution pending correction of the deficiency or more severe enforcement action.
  • Withholding of further awards to the institution.
  • Reporting of non-compliance in FAPIIS (Federal Awardee Performance and Integrity System).
  • Whole or partial suspension or termination of the award.
  • Initiation of suspension or debarment proceedings.
  • Other remedies as may be legally available.

Upon receipt, C&G will actively work to resolve notification of delinquent reports.  For non-responsive PI’s, after the 1st notice C&G may actively engage Chairs and Deans to ensure reports are submitted in response to delinquent notices.

Project Ending, Reminders

The myUFL system will deliver early notification emails to the PI at 90 (example), 45 (example), and 0 (example) days prior to the award’s expiration date. The reminders ask the PI to review the project and take appropriate action (i.e. finish on time or request a no-cost extension).

The Fiscal Close

The fiscal close of a project is a shared responsibility that involves the PI, the department fiscal staff and Contracts and Grants Accounting.

The fiscal closeout involves the following:

  • Review expenditures to ensure all are reasonable, allocable, and allowable costs made in support of the performance of the project
  • Encumbrances are closed
  • Salary distributions removed
  • Verification that subcontractor’s final invoices have been received and paid
  • All cost sharing has been accounted for
  • Removal of any unallowable costs, including over expenditures.

Fixed Price Award Closeouts

For fixed price awards residual funds remaining at the end of the contract need not be returned to the sponsor. C&G Accounting has final approval to allow the direct component of the residual to be transferred to the PI’s Residual project. C&G Approval is obtained through the fixed price closeout process. 

Fixed Price Award Closeout Process

Sample Fixed Price Award Closeout Memo

Download the Sample Fixed Price Award Closeout Memo and provide the requested information. Once completed, return this document to the C&G Office within five business days of its receipt. Fax/email transmittals are acceptable.

Award Closeout Reports

Authorized Official Representative

Some sponsors require that final reports be signed by a UF Authorizing Official (AO). To obtain AO signature you may send your report to DSP at ufawards@ufl.edu or for College of Medicine Jacksonville, send to Research Affairs at Jacksonville.

All Financial Reports prior to AO signature must first be confirmed by C&G Accounting.

Final Technical Report

The Principal Investigator of the award is responsible for timely submission of the final technical reports. Specific sponsor requirements for the technical reports are usually defined in the award package. When the report is completed, the PI may submit it directly to the sponsor. A copy of the technical report or proof of submission may need to be sent to C&G at grant-closout@research.ufl.edu to satisfy a delinquent notification.

Final Fiscal Report

The final fiscal reports are generally due within 30-120 days after the expiration date of the award. The fiscal reports are prepared by Contracts and Grants Accounting. C&G Accounting will normally submit reports directly to the sponsor with a copy sent to the PI or designated department fiscal staff.

For fiscal reports that require a certification of charges, C&G Accounting will provide a statement similar to the following: “I certify, to the best of my knowledge, that all expenditures reported are appropriate for purpose and in accordance with the agreement set forth in the application and award documents.”

Final Invention Report

Most federal sponsors require both negative or positive invention reports. Where invention reports are required, C&G will collect the information needed, coordinate with the PI and if an invention was made in whole or in part with project funding coordinate with UF’s Office of Technology Licensing (OTL) the disclosure information prior to submitting the report to the sponsor. For invention report assistance, email inventioncompliance@research.ufl.edu.

Final Property Report

Most grants and contracts do not require a final property report. Where property reports are required, UF’s Asset Management Office will collect the information needed and submit these reports. For property report assistance, email property-awards@ufl.edu.