Project Close-out

Project staff and/or the PI should work closely with their GA during the last several months of the project to ensure an orderly close out. During this time the PI must:

  • Inform their GA if a No-Cost Time Extension request will be submitted to the agency
  • Submit all transactions (invoices, travel claims, reimbursement requests, etc.) within 45 days of the project's end date
  • Close any open Purchase Orders (POs), including blanket POs, within 45 days of the project's end date (unless the sponsor requires a financial report sooner than 90 days)
  • If the project has recurring expenditures (i.e. telecom or rapid copy), a new project number must be provided for charges beyond the project's end date; if there is no further funding, ORSP will terminate the account
  • Provide a new project number for the project's Procurement Card (p-card) charges; if the PI has no other funding, ORSP will terminate the card(s)
  • Send a copy of all final technical/programmatic reports to ORSP to ensure compliance with funding terms and conditions
  • Confirm that all cost sharing requirements have been met (if applicable)
  • Review and approve the final financial report and/or invoice prepared by Fiscal Affairs
  • Ensure that all time sheets and absence reports for individuals employed by the project are forwarded to ORSP Personnel by the end date of the project

If you are expecting additional funding beyond the end date of the current project but have not yet received the corresponding notice of grant award or contract, contact your GA to request a Fund Advance.