Typical reports for award closeout

Sponsors generally require a basic set of reports in order to close an award. It is important to complete all the requirements and it is important to do so in the time frame stipulated by the sponsor to avoid the risk of non-payment. The closeout documentation and the time frame for submission are stated in the terms and conditions of the award or contract. The standard terms require that the following reports be submitted within 120 days of expiration of the award:

Typical Closeout Requirements (may also be required of the subrecipients)

  • Final technical report
  • Final financial report
  • Final inventions report
  • Final property report

Non-compliance in this regard can lead to debarment of the PI from receiving subsequent grants from the sponsor. Ultimately, it can even lead to the debarment of the University from receiving grants from the sponsor because the University is held responsible for all required closeout documents.

Highly Recommended Reports/Tools to Assist with Timely Closeouts

1. Projects Approaching End Date Report:

  • By running this report every month Grant Administrators can anticipate which codes they will need to close in the next three months and proactively prepare their workload responsibilities.

This report

  • identifies projects ending in the next 3 months,
  • identifies Closeout Documents Due Date and Sponsor Final Due Date, and
  • allows GMs to drilldown to Project Obligations Report.

Go to:  Duke@Work /Grants Management Tab/Sponsored Research Reporting/Projects Approaching End Date Report.

Step by Step guides are available on Duke @ Work/Grants Management Tab/Grants Management Guide for Sponsored Projects Reporting Including MyResearch Reports.

2. Project Obligations Report:

  • As projects approach their end, it is important for GMs to be able to identify any outstanding obligations that might prevent their ability to reach a “clean close.” GMs can see pending expenditures. This report:
  • Identifies existing & future dated cost distributions, and
  • Identifies outstanding purchase orders.

Got to:  Duke@Work/Grants Management Tab/Sponsored Research Reporting/Projects Obligations Report.

Step by Step guides are available on Duke@Work/Grants Management Tab/Grants Management Guide for Sponsored Projects Reporting Including MyResearch Reports.