Office of Research



Office of Research

The 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 Date

The Office of Research will send an automated message to the PI (via e-mail from reportmaster@mail.ucf.edu) 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 award
  • The 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 Awards

The 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.

No-Cost Extensions

 

When a PI needs additional time to complete a project at no additional cost to the sponsor, he/she must submit a completed no-cost extension request form. The form will include a detailed justification (e.g., late receipt of required materials or government authorization to proceed; task #1 took longer than originally anticipated due to…, etc.).

  • OR will submit the official request to the funding agency with a copy to the PI.
  • Once the agency response is received OR will forward a copy to the PI. If approved, university system records will be updated with new end dates.

 

Note: Some Federal Demonstration Projects (FDP) allow the institution to grant itself a one-time, one-year, no-cost extension. If this is an option OR will return to the PI the appropriate paperwork to document the extension. The PI’s signature and that of his immediate supervisor are required.