Award CloseoutThe following guideline pertains to awards for which the Office of Research is required to submit final administrative materials (invoice, financial, property and patent reports, etc.) within the 'standard' 90 days after the end date. The timeframe may change if a sponsor has other requirements.
60-90 Days Prior to the Grant End DateThe Office of Research will send an automated message to the PI (via e-mail from firstname.lastname@example.org) with a list of steps that need to be completed to an ensure orderly grant close-out. Effective 7/1/2022 reports will be available in Workday Prism and notifications will continue to be sent from that system.
PI / Budget Director / Research Administrator responsibilities include:
- Complete Award Modification Request (AMR) within HRS if a no cost extension is needed or to verify the status of award renewal or continuation.
- Review the terms and conditions to see any specific requirements that apply to the award.
- Ensure financial data is accurate and complete.
- Ensure all grant costs are incurred by the grant end date and over expenditures are transferred out of grant within 15 days of the grant end date
- Correct any deficits indicated on the Budget Position Report (BPR).
- Review any outstanding obligations and/or commitments and inform Financial Affairs (FA) of those that can be relieved or unencumbered.
- Reconcile Travel Advances and / or prepaid expenses. Refer to page 19 of the Travel Manual https://fa.ucf.edu/wp-content/uploads/sites/2/Travel_Manual.pdf
- Verify all cost share commitments have been met in accordance with the terms and conditions of the Award.
- Verify all effort reports for faculty, A&P, and contracted OPS have been submitted.
- Ensure all deliverables have been submitted or will be submitted as scheduled.
- Ensure subcontractor(s) have completed all necessary deliverables, submitted all required reports and will submit their final invoice within thirty (30) calendar days of the subcontract end date.
- Ensure all personnel are transferred off to another grant or department by the end of the grant.
- Contact the Tech Transfer Department to confirm the status of any intellectual property and, if needed, Grants Accounting will submit an Invention Disclosure Form.
- Inventory any real and personal property acquired with federal or non-federal funds. Confirm decals are assigned to property.
- Contact the Grants Accountant to confirm the equipment vesting rights.
90 Day Period After a Grant Ends
Costs will continue to post to the grant for up to 60 days after the end date (e.g., final month's payroll, payments for orders placed close to the end date, etc.). During this time, the PI and department can also make cost transfers necessary to correct errors or clear any over expenditures.
Once final expenditures are determined, and financial reports are submitted to the sponsor then the grant will be closed.
The Office of Research will coordinate with the College and the sponsor to handle the disposition of equipment (property) procured during the performance of the grant and any sponsor loaned equipment.
The Office of Research will prepare all closing documents as required by the award and ensure submission to the appropriate administrator at the sponsor. This includes, but is not limited to:
Final Patent Report
Final Notice of Copyright
Final Property Report
Final Technical Report prepared by the PI
Final Cost Report/Invoice prepared by Grants Accounting
Final Confirmation regarding closeout of security issues (DD254)
Other reports required by the awardThe Office of Research will authorize the transfer of equipment acquired during the project period to the PI's balance account or any other non-sponsored research account authorized by the PI, as appropriate.
For Fixed Price AwardsThe Office of Research will authorize the transfer of remaining funds to the PI’s balance account or College Account. Transfers cannot be authorized until all revenue is received from the sponsor and all deliverables have been submitted by the PI. The standard operating procedure can be referenced for further details.
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The Office of Research serves UCF scholars as the official liaison between UCF and funding sources and by helping faculty work through the proposal and contract management process.
This site includes information to assist university scholars through the announcement, application and post-award stages and to familiarize prospective partners with the breadth of funded research conducted at the university.
UCF is committed to the pursuit of excellence and intellectual growth and seeks to excel at moving ideas to innovation and realization. The Carnegie Foundation rates UCF as a "very high research activity" university. We’ve been on an upward trajectory for years and in 2021 UCF surpassed the $212.9 million dollar mark in external funding. UCF's pioneering efforts to commercialize technology continue to stimulate local economies throughout the state. The number of patents at UCF also continue to climb with 64 U.S. issued patents produced in 2021.