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Business and Financial Policies and Procedures

Closeout Documents and Responsibilities

Reports required at the end of a project vary by the type of sponsored project and by sponsoring agency. Most federal sponsors will require financial, invention, and programmatic reports. Federal contracts may also require a property report, contractor’s release form, and a contractor’s assignment of refunds, rebates, and credits form. The following table lists the most common reports and the unit(s) responsible for their completion and submission.

 

Document Responsibility Table

Document/Report Name

PI/Unit Business Office

Central Office (Pre-Award)

Central Office (Post-Award)

Final Financial Report

 

 

X

Final Payment Request/ Invoice

 

X

Collection of Outstanding Receivables     X

Final Cost Sharing Certification

X

 

X

Property Report

X

 

X

Contractor’s Release, Refund, Rebates, and Credits

 

 

X

Final Technical/Progress/ Programmatic  Report

X

X *

X *

Final Invention Statement

X

X *

X *

Final Patent Certification

X

X *

X *

* Please refer to your respective university Central Office’s procedures relating to the submission of these documents, when institutional signature is required.

Last Updated: January 3, 2019 | Approved: Senior Associate Vice President for Business and Finance – May 20, 2015

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