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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 resource to provide more detailed information to proactively navigate this process.

Award closeout timeline

90 days prior to project end

Actions to be taken:

  • Initiate the closeout tasklist
  • Communicate expectations with internal and external subs

Analyses to be completed:

  • Complete reconciliation/validations and review for compliance issues through-out post award management
  • Determine options and plans for future effort distributions
  • Balance projections
60 days prior to project end

Actions to be taken:

  • Address all relevant tasklist items
  • Resolve any outstanding obligations and invoices
  • Remove any unallowable expenses
  • 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
30 days prior to project end

Actions to be taken:

  • Address relevant tasklist items
  • Initiate effort change distributions

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 monitoring
  • Communicate project end date with relevant staff, departments, etc.
Project end

Actions to be taken:

  • Address any relevant tasklist items
  • Initiate, review, and approve iForms to remove effort
  • Expedite items in Workflow
  • Confirm backstop code
  • 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. 
  • Obtain external sub invoice estimate
  • Generate PI Attestation

Analyses to be completed:

  • Conduct balance estimate
30 days after project end

Actions to be taken:

  • Address outstanding tasklist items
  • Confirm removal of cost distributions
  • Resolve outstanding obligations
  • Resolve outstanding items in Workflow
  • Obtain final invoice estimate from external subs
  • Review programmatic reporting with PI
  • Complete PI Attestation & obtain signature
Closeout 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