Oregon State University

301: Close of Award Responsibilities

Grant, Contract & Gift Accounting Manual
Section 300: Closeout of Award
Revised: 08/08/2003

Purpose

To facilitate the closing of awards.

Applicability

All employees.

Policy

Awards will be closed in a financially responsible manner and within the appropriate time period for closeout. All reports and documents necessary for closeout will be completed and submitted by the appropriate deadline.

Procedure

Responsible Party Action

Departmental Accounting Staff or Principal Investigator (PI)

  1. (a) At close of award, process:
  • all costs for sponsored fund and cost share fund in a timely manner. (Generally, all costs must be for services or goods received before the end date of award.)
  • All invoices quickly after the end date to meet financial reporting deadlines.
  1. (b) When requested, review final financial reports prepared by the Office of Post Award Administration and/or approve final invoice amount.
  1. Completes all project deliverables.
  2. Prepares and submits all required technical reports directly to the agency.
  3. Answers email inquiries from the Office of Post Award Administration regarding technical reports and patents.
  4. Retains all technical reports for three years following closing of award.
  5. Ensures all subcontractors have completed deliverables, all reporting obligations have been met, and that the scope of work has been completed.
  6. Completes subcontract closeout document for the Office of Post Award Administration.
  7. Ensures that any and all cost share from outside entities has been met, reported and accounted for.
  8. Retains student timecards and other documents noted in GCG 302-03: Record Retention.

Business Affairs (Office of Post Award Administration)

  1. Prepares and submits final financial report and/or invoice at or before required deadline.

  2. Coordinates submission of other closeout documents.

    These documents may include:

  • Invention Statement or Patent Report
  • Equipment Statement and request for release of accountability or physical transfer of equipment from funding agency
  • Subcontract Release and Contractor's Release
  • Cost-Sharing Report
  1. Balances the fund, verifying that: All costs incurred have been reported to the sponsor; all dollars have been received from the sponsor; any necessary adjustments have been made; and cash balance is zero.
  2. Closes the fund from future activity in FIS Banner.

Contact Info

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Oregon State University, Corvallis, OR 97331
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