Policy Number: 12000.015
Unit: Grants and Contracts
1.0 Policy Statement
The closeout process will begin during the last 120 calendar days of an active project period of performance. At such time, activities such as requests for extensions; liquidation of encumbrances; review of expenditures; reconciliation of draws and reimbursements; invoicing; and preparation of all applicable programmatic, technical, patent, property, and financial reports shall be completed and submitted to ensure a proper and timely closeout process of a sponsored award. All closeout activities shall be completed no later than 90 calendar days after the end date of the period of performance or earlier.
2.0 Purpose
This policy is designed to outline the University’s adherence to Federal and other sponsor’s requirements to facilitate the timely and accurate closeout of all sponsored awards and contracts in accordance with Federal (Uniform Guidance §200.343) and non-Federal requirements.
3.0 Definitions
3.1 Closeout – The process by which the awarding agency or pass-through entity determines that all applicable administrative actions and all required work of the award have been completed. §200.16
3.2 No-Cost Extension – A request to extend a project period of performance with no additional funding from the sponsor to accomplish the goals and objectives of the project.
3.3 Non-Federal entity – A state, local government, Indian tribe, institution of higher education (IHE), or nonprofit organization that carries out a Federal award as a recipient or sub-recipient. §200.69
3.4 Period of Performance – Time during which the University may incur expenditures to carry out the work authorized under an award. §200.77
3.5 Residual Balance – Positive cash balance remaining after the completion of a fixed-price award.
3.6 Unliquidated Obligations – Amount of obligations incurred that may be encumbered and have not been paid.