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Need assistance with award closeout?

When a project is approaching the end of the award period, programmatic and administrative closeout activities need to be completed in a timely manner to achieve a clean close of the award. Utilize the timeline below for activities and milestones to be completed as part of the award closeout process. The "Related Resources" on this page also include quick reference guides and other resources to provide more detailed information to proactively navigate this process.

Award closeout timeline

90 days prior to project end

Actions to be taken:

  • Confirm with PI that NCE will not be needed
  • Initiate the closeout tasklist
  • Communicate expectations with internal and external subs

Analyses to be completed:

  • Ensure reconciliation/validations have been completed and are up-to-date
  • Review for resolution of compliance issues through-out the project lifecycle
  • Understand cost share requirements to ensure commitments will be met per agreement
  • Determine payroll obligations and partner with PI to plan for future effort distributions
  • Conduct balance projections
60 days prior to project end

Actions to be taken:

  • Address all relevant tasklist items
  • Resolve any outstanding obligations, workflows, and invoices
  • Remove any unallowable expenses
  • Confirm adequate justification for any reviewable g/ls and cost transfers
  • Review external sub payments to identify and request any missing invoices
  • Ensure all rebudgets have been completed
  • Identify and resolve any compliance issue with all Duke and sponsor guidelines (CAS, IRB, IACUC, etc.) - access the Close out the project page for information about scientific and regulatory close out needs.

Analyses to be completed:

  • Confirm compliance with all sponsor terms and conditions (cost share, effort for key personnel, etc)
  • Review effort allocated to project/WBSE, ensure reallocation plan is in progress
30 days prior to project end

Actions to be taken:

  • Address relevant tasklist items
  • Initiate iForms to remove effort on WBSE

Analyses to be completed:

  • Confirm compliance with all Duke and Sponsor guidelines (CAS, IRB, IACUC, etc.) - access the Close out the project page for information about scientific and regulatory close out needs.
  • Conduct balance assessment, WBSE and/or parent level - review Balance Netting guidance to determine if action is needed
  • Communicate project end date with relevant lab & admin staff, collaborating departments, etc.
Project end

Actions to be taken:

  • Update and complete relevant tasklist items
  • Confirm approval of iForms removing all effort from WBSE
  • Expedite outstanding items in Workflow
  • Confirm backstop code in SAP
  • Finalize other project close out procedures (IRB, IACUC, OnCore, data sharing requirements, etc.) - access the Close out the project page for information about scientific and regulatory close out needs and the Engage in open science and open scholarship page for data and code sharing requirements. 
  • Request final invoice estimate from all external subs
  • Generate PI Attestation
  • Notify PI of programmatic and technical reporting requirements and deadlines

Analyses to be completed:

  • Estimate ending balance to determine if it aligns with projections/expectations
  • Determine impact of netting process for parent and sub codes, plan for any special handling needed
  • For projects resulting in a residual balance:
30 days after project end (done at project end for awards with shortened reporting deadlines)

Actions to be taken:

  • Address outstanding tasklist items
  • Confirm removal of effort distributions
  • Resolve any remaining obligations
  • Resolve all outstanding items in Workflow
  • Obtain final invoice estimate from external subs
  • Review programmatic reporting with PI
  • Complete PI Attestation & confirm PI's approval
Prior to closeout docs due date

Actions to be taken:

  • Execute Project Obligations Report – confirm no entries exist
  • Execute Workflow Status by Cost Object Report – confirm no entries exist
  • Execute iForm Workflow Status by Cost Object Report – confirm no entries exist
  • Execute CAS Compliance Report – confirm no entries exist
  • Submit Tasklist and PI Attestation, include Obligations Worksheet if applicable
After closeout submission
  • Analyze Late Activity if it occurs (GM1/2 notified by email)
  • Review impact of balance netting for parent and sub codes, if applicable