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Award Closeout

Grant Closeout Guidelines

This guideline applies to awards where the Office of Research (OR) must submit final administrative materials—such as invoices, financial, property, and patent reports—within the standard closeout period following the grant’s end date. This timeframe may differ based on sponsor-specific requirements.

60-90 Days Prior to the Grant End Date

Notification

This communication includes a list of steps needed for an efficient grant closeout.

Responsibilities for PI, Budget Director, and Research Administrator

  • Submit an Award Modification Request (AMR) in HRS to Award Manager if a no-cost extension is required.

  • Review the award’s terms and conditions for any specific sponsor requirements.

  • Confirm all effort reports (faculty, A&P, and contracted OPS) have been submitted.

  • Ensure required deliverables have been submitted or are on schedule.

  • Confirm subcontractors have submitted all required deliverables and will send final invoices within 30 days of subcontract end.

  • Coordinate with Tech Transfer to determine the status of any intellectual property. If applicable, OR will submit an Invention Disclosure Form.

  • For DD254s involving facility security, notify the UCF Facility Security Officer that the award is about to end.

  • Inventory equipment purchased with federal or non-federal funds and confirm decals are properly assigned.

  • Contact Award Management to verify equipment vesting rights.

  • For Financial Closeout purposes:

    • Verify financial data is accurate and complete.
    • Ensure all allowable costs are incurred by the award end date and transfer over-expenditures within 30 days of the grant end date.
    • Resolve deficits indicated on the Budget Position Report (BPR).
    • Review any outstanding obligations/commitments and ensure items are relieved or unencumbered.
    • Reconcile travel advances and prepaid expenses. Refer to pages 36 -37 of the Travel Manual.
    • Verify that all cost share commitments have been met as per award terms.
    • Ensure personnel are transferred off the grant by the end date.

90-120 Days After the Grant End Date (based on sponsor-specific requirements)

Final Expenditures and Reporting

During the first 60 days after a grant ends, costs (e.g., payroll, late orders) may still post to the grant. During this time:

  • The PI and department may process cost transfers to correct errors or address over-expenditures.

  • Once all final expenditures are determined, and financial reports are submitted to the sponsor, the grant will be officially closed.

Office of Research Responsibilities

OR will coordinate with the Unit and the sponsor regarding:

  • Disposition of equipment purchased or loaned during the grant.

  • Preparation and submission of closing documents, which may include:

    • Final Patent Report (prepared by Award Management).

    • Final Property Report (prepared by Award Management).

    • Final Technical Report (prepared by the PI).

    • Final Cost Report/Invoice (prepared by Grants Accounting).

    • For DD254s involving facility security, when applicable, the UCF Facility Security Officer can confirm the close out of the applicable DD254.

    • Any other sponsor-required reports

OR will also authorize the transfer of equipment to the PI’s Designation (balance account) or a non-sponsored account, as appropriate.

Fixed Price Awards

Remaining funds may be transferred to the PI’s Designation (balance account) or College Account once all sponsor revenue has been received, required deliverables have been submitted, and all award terms have been satisfied.

Refer to the applicable standard operating procedure for more details.

No-Cost Extensions

If additional time is needed to complete the project without additional funding, the PI/Unit Research Administrator must:

  • Submit a no-cost extension request form via an AMR with a detailed, programmatic justification (e.g., delay in materials, task delays, etc.).
  • OR will submit the request to the funding agency.
  • Once the agency sponsor approves and/or issues a formal modification, OR will process the extension and update the award record accordingly.

Federal Demonstration Projects (FDP)

For some FDP awards, where allowable by sponsor, a one-time, one-year no-cost extension may be exercised via notification to the sponsor. When applicable:

  • PI/Unit Research Administrator must submit a no-cost extension request form via an Award Modification Request with a detailed, programmatic justification (e.g., delay in materials, task delays, etc.)

  • OR will submit the notification to the funding sponsor – note for NSF, units must initiate request in Research.gov.

  • OR will process the extension and update the award record accordingly.