Close Out Project

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Successfully closing out a sponsored project requires careful attention to sponsor-specific requirements, deadlines, and award terms and conditions. Central Michigan University has an obligation to sponsors to ensure all financial, programmatic, and compliance requirements are completed, and that all required reports and deliverables are submitted on time.

Because close out requirements vary by sponsor and award, Principal Investigators (PIs) should review their award documentation and become familiar with all sponsor expectations. The Office of Sponsored Programs’ (OSP) Post-Award team is available to assist throughout the close out process, including coordinating submissions that require Authorized Organizational Representative (AOR) approval or sponsor-specific portal submissions.

PI responsibilities for a successful close out

Manage the project budget in a timely manner:

All project-related expenses should be charged to the award as they are incurred. Delays in processing expenditures can impact the timely submission of final financial reports and the overall close out process.

Key considerations include:

  • Personnel transactions submitted near the end of the project must be processed and posted in accordance with payroll processing schedules.
  • Supply and equipment purchases made during the final 90 days of the project period may require additional justification or documentation in accordance with OSP Policy 11,023.

Complete required final reports and deliverables:

Most sponsors require final reports and deliverables before an award can be officially closed. These requirements vary by sponsor but may include:

  • Final progress or technical reports
  • Invention or patent reports
  • Property clearance or equipment inventory forms
  • Human subjects reporting
  • Other sponsor-specific close out reports

To help ensure timely submission:

  • Coordinate with the Grant Accounting Office (GAO) when financial and technical reports have overlapping deadlines.
  • Be aware that some sponsors require OSP to submit reports on behalf of the PI.
  • Allow sufficient time for reports requiring AOR review, approval, or submission through sponsor portals.

Early planning and communication with OSP and GAO can help ensure a smooth and compliant project close out.