March 24, 2016
Dear Principal Investigators and Research Administrators:
This email is intended as a general reminder regarding the closeout procedure for sponsored programs. It is important that Principal Investigators and their liaisons work closely together to ensure a timely closeout of projects. Late closeout may result in audit findings, the withholding of payments, and approvals for other projects.
Following are steps, how Principal Investigators can prepare for the closing of their projects:
- Anytime during the project:
- If unexpended funds are anticipated at the end of the project or deadlines may not be met, apply for a no-cost extension through the Office of Research and Sponsored Projects (ORSP).
- 60 days before the end of the project:
- Contact your liaison at TUC-Sponsored Programs and set up a meeting to prepare for the closing of the project.
- 10 days before the end of the project:
- Ensure that all new purchase orders are submitted prior to this date.
- Past this deadline, no purchase orders can be accepted for approval, unless accompanied by a written statement from the vendor, declaring that delivery and invoicing will be completed prior to the end of the project period.
- Within 30 days after the end of the project:
- Review the Detailed Trial Balance and correct inappropriate expenses.
- Within 60 days after the end of the project:
- Close out all open purchase orders, or if appropriate move them to another project.
- Approve all open invoices for payment and send them to The University Corporation.
- Within 90 days (direct NSF & direct NIH grants: 120 days) after the end of the project:
- If applicable, work with TUC-Administrative Compliance (Mahyar Sadri/Stacey Lord) to complete all cost-sharing documentation.
- File a copy of the final technical or program report with TUC-Sponsored Programs. If the document is confidential or very large, file a copy of the cover letter accompanying the report.
The following are the closeout deadlines for sponsored programs from various agencies:
- Federal grants (with exceptions of NSF and NIH) must be closed with 90 days after the end of the performance period;
- Direct NSF and direct NIH grants must be closed within 120 days after the end of the performance period;
- Non-federal grants should be closed out within 90 days after the end of the performance period, unless there are different dates required by the granting agency or there are specific reasons out of the control of the Corporation that prevent a correct closeout.
For TUC’s full closeout procedure please refer to the Sponsored Programs website at http://www.csun.edu/sponsoredprograms/close-out-sponsored-programs .
Should you have any questions, please contact your liaison or me at firstname.lastname@example.org or at x 2698.
Thank you for your assistance,