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Business and Financial Policies and Procedures

Campus Central Office Responsibilities

Sponsored project closeout is the shared responsibility of principal investigator (PI), unit business office or department administrator, and central offices. Collectively, they are responsible for the closeout of expired awards no later than 120 days after the project end date. 

The University’s Pre-Award and Post-Award offices are an integral part of the closeout process. These central offices are responsible for the following:

  • Sign and/or submit all documents and forms that require institutional certification.
  • Inspect select cost items for allowability, and notify PI and/or unit business office of appropriate action to take.
  • Confirm with PI and unit business that all expenses are final.
  • Submit financial report to the sponsor, based on final expenditures.
  • Submit final invoice to the sponsor, if applicable.
  • Prepare final cash draw, if necessary.
  • Dispose of unexpended cash balance--per award terms and conditions, and campus policy.
  • Process final project budget and general ledger closing entries.
  • Receive confirmation from PI and unit business office that all deliverables for which they are responsible have been met.
  • Set termination dates in the financial systems to close award.

Last Updated: March 15, 2021 | Approved: Senior Associate Vice President for Business and Finance – March 15, 2021

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