LLU Deadlines for Proposal Submissions
Before Project End Date
After Project End Date
Notification: 60 days before project end date
- Research Affairs - Financial Management will send you a closeout notice with instructions and other closeout information.
- Meet with your assigned Financial Analystto go over a list of closeout procedures and reporting requirements.
- For non-federal awards, submit a project closeout documentto Financial Management.
- If more time is needed, request a period of performance extension
30 days before project end date
Financial
- Submit a Labor Requisition / Rate slip to Financial Management to remove all personnelfrom the project account, effective the day after the project end date.
- Make sure that all Personnel Activity Reports (PARs)have been accurately and punctually submitted.
- Review and resolve outstanding chargesfor the account.
- Continue to reconcile the project accounton a regular basis.
- Cancel any recurring chargeson the account effective the day after the project end date.
Sponsored project accounts must formally be closed within ninety (90) days from the project end date to ensure that all posted expenditures are allowable, all reports have been submitted to the sponsor, all payments have been received, and that no additional charges will be posted to the account. These ninety days have been divided into 30 day intervals: 30 days, 60 days, and 90 days after the project end date
30 days after project end date
Financial
- Continue to reconcile the project account.
- Continue to review outstanding charges.
- Make sure that recurring chargeshave been removed.
- Clear all encumbrancesand open purchase orders by canceling or transferring them to another account.
- Work with Financial Management on closeout procedures for all subawards/subcontracts, including reporting requirements.
Scientific / Scholarly
- Work with Research Administrationto submit the final progress report. Send a copy to Financial Management for the official project file.
- Work with Research Affairs - Research Protection Programsor other designated office to close all protocols and issues related to the Responsible Conduct of Research.
- Work with Research Affairs - Technology Transferto prepare an invention report (if required by the sponsor) and finalize technology transferissues. Send copies to Financial Management for the official project file.
Materials & Equipment
- Work with the Office of Radiation Safety (ext. 44913) and/or Environmental Health and Safety for the appropriate off-site handling and disposal of research materials.
- Conduct a final equipment inventory. Submit equipment reportsif required by the sponsor.
- After determining who takes ownership and title, arrange for the disposition, loan, transfer, and/or sale of research equipment. Submit an Equipment Authorization Releaseform for each equipment item.
60 days after project end date
Financial
- Continue to reconcile the account.
- Continue to review outstanding charges.
- Continue to clear all encumbrancesand open purchase orders.
- Continue closeout procedures for subawards/subcontracts, including reporting requirements.
- Work with Financial Management to resolve any overdraftsor residual fundson the account.
- Financial Management will stop charges on the account.
- Financial Management will prepare the final Financial Reportfor the PI to review and sign.
Scientific/Scholarly
- Continue work on the final progress report. Send a copy to Financial Management for the official project file.
- Continue work on closing research protocols and resolving issues related to the Responsible Conduct of Research.
- Continue working with Technology Transfer to prepare an invention report(if required) and resolve any other technology transferissues. Send copies to Financial Management for the official project file.
90 days after project end date
Financial
- Financial Management will ensure that all outstanding chargesare cleared from the account.
- Financial Management will ensure that all personnelare cleared from the account.
- The PI should return the final Financial Report (FFR)no later than mid-month to allow for final processing.
- Financial Management will submit final reports to sponsor.
- Financial Management will deactivate the account.
After Project Closeout
- Comply with Audit Requirements
- Comply with Record Retention Requirements