The grant closeout is a critical piece in the life cycle of a grant. Preparation for closeout should begin three months prior to the end date of the grant in order to accurately forecast expenses and any adjusting entries that need to be made. It is also a point where many Principal Investigators realize the need to apply for no-cost extensions from their funding agency.
If your grant is from the NIH, your grant may be subject to SNAP. SNAP = Streamlined Noncompeting Award Procedures. Grants that are subject to SNAP can be identified by looking at the grant notice of award. For specific details about closing a grant from the NIH, click here .
Listed below are some of the responsibilities involved in the grant closeout process and who has a role in the particular task:
| Task | Principal Investigator | Office of the Vice Provost (OVP) | Sponsored Programs Accounting |
| Expiration Meeting | Contact SPA Rep to schedule meeting. | Offers closeout meeting to PI or Dept Manager. | |
| No cost extensions | Make request to the Office of the Vice Provost. | Request from or notify agency. | Confirm availability of funds if needed. |
| Final QER certifications | Certify effort reports for final time period of grant. | Process labor adjustments as certified by PI. | |
| Transfers | Submit expenditure transfers to SPA within 90 days of charge. | Process expenditure transfer if meets all criteria. | |
| Invention/Patent, Property & Final Program/Technical Reports | Prepares report for OVP. May be contacted by SPA for final financial report information regarding cost sharing if mandatory. | Signs off on PI submission and submits reports to sponsor within 90 days of expiration. | Responsible for submitting final financial status reports or final invoices to agencies, within 90 days of expiration. |
| Rebates & Releases | SPA will file these reports if required with financial status reports. | ||
| Inactivating Grant | SPA will freeze grant upon submission of final report and settle unliquidated obligations; inactivate the grant once all cash has been received from sponsor. |
