Office of Research



Office of Research

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 90-day 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

Approximately 60–90 days before a grant ends, the Office of Research will send an automated message to the Principal Investigator (PI) via email (reportmaster@mail.ucf.edu). This message includes a list of steps needed for an orderly grant closeout.
Note: As of 7/1/2022, reports are accessible in Workday Prism, and notifications will continue through that system.

Responsibilities for PI, Budget Director, and Research Administrator

  • Submit an Award Modification Request (AMR) in HRS if a no-cost extension is required, or to verify award renewal/continuation status.

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

  • Ensure financial data is accurate and complete.

  • Confirm all grant costs are incurred by the grant end date, and transfer any over-expenditures within 15 days of that date.

  • Resolve any deficits indicated on the Budget Position Report (BPR).

  • Review any outstanding obligations/commitments and inform Financial Affairs (FA) of items that can be relieved or unencumbered.

  • Reconcile travel advances and prepaid expenses. Refer to page 19 of the Travel Manual.

  • Verify that all cost share commitments have been met per award terms.

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

  • Ensure all 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.

  • Make sure personnel are transferred off the grant to another grant or department by the end date.

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

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

  • Contact the Grants Accountant to verify equipment vesting rights.

90 Days After the Grant End Date

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 College 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

    • Final Notice of Copyright

    • Final Property Report

    • Final Technical Report (prepared by the PI)

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

    • Final security closeout confirmation (DD254)

    • Any other sponsor-required reports

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

Fixed Price Awards

Remaining funds may be transferred to the PI’s balance account or College Account once all sponsor revenue is received and all deliverables are submitted.

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 must:

  • Submit a no-cost extension request form with a detailed justification (e.g., delay in materials, task delays, etc.).

  • OR will submit the request to the funding agency and copy the PI.

  • Once the agency responds, OR will forward the response to the PI and, if approved, update university records with the new end date.

Federal Demonstration Projects (FDP)

For some FDP awards, the university may grant a one-time, one-year no-cost extension. If applicable:

  • OR will provide the PI with the required documentation.

  • Signatures from the PI and their immediate supervisor are required.