Closing out a sponsored research award is a collective effort, involving the PI, department, Sponsored Research Accounting (SRA), the Office of Technology Licensing (OTL), and ORPA. Below is a summary of roles and responsibilities.
Note: The department and PI must adhere to the University’s Record Retention Policy and sponsor guidelines for retention of all technical, financial, and other supporting award documentation.
Roles and Responsibilities
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Principal Investigator (PI)
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- Ensures Scope of Work is accomplished and that requirements to make research results accessible within the designated timeframe
- Manages expenditures within award funding limitations
- Completes all Effort Certifications for project personnel
- Prepares and submits Technical Reports to the sponsor in accordance with award specifications
- Addresses any additional award-specific closeout requirements
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Departmental Administrator
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- Assists PIs in managing final expenditures, adhering to award funding limitations and confirming that all project expenses were allowable, allocable, and reasonable
- Ensures proper accounting of all cost sharing expenses
- Resolves overruns or expenditure issues with Sponsored Research Accounting (SRA)
- Assists PI as needed in the submission of the final Technical Report to the sponsor
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Sponsored Research Accounting
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- Performs a final review of all project spending
- Reviews records for unallowable charges or overruns
- Notifies department of any overruns, over-expended balances, purchase order encumbrances, or other issues
- Reviews Cost Sharing Commitments
- Ensures sponsor payments have been received
- Prepares and submits Financial Report and/or Final Invoice
- Closes award
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ORPA
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- Works with the department to confirm the closeout of all Subaward Agreements
- Works with subrecipients to obtain final invoices
- Ensures Accounts Payable has issued final payment to subrecipients
- Prepares and submits the final Property Report to the sponsor