Sponsored Programs Project/Grant Closeout Checklists
Purpose: The responsibilities of a research administrator, or the single administrative point of contact (SAPOC), are varied and numerous. To support SAPOCs and units, we provide this Project Financial Closeout Guide, along with two choices of Project Financial Closeout Checklists, with the goal of helping you successfully manage pre-closeout tasks, the financial closeout process, and avoid delays and/or financial liability to the unit.
How to Use These Resources: This Project Financial Closeout Guide is a companion document to the two Project Financial Closeout Checklists. Youcan choose either checklist. Both documents contain the same essential information, but they are organized differently: one as a Timeline Approach and the other with Areas to Address.
Project Financial Closeout Checklist Option 1 – Timeline Approach: The first checklist, Timeline Approach, works backward from the deadline, lists the steps and appropriate lead time to close out a project. You can take a proactive and timely approach without waiting to receive the Financial Status Report (FSR).
Project Financial Closeout Checklist Option 2 - Areas to Address: The second checklist, Areas to Address, is organized topically to help you recall all the actions you need to take (e.g., what to reconcile, and, generally, who to consult) without waiting for your FSR. When you know the timing, you can use this as a reminder of all the areas that need attention. This is particularly useful for unit-initiated early closeouts.
You can choose which checklist to use, and send one to your Sponsored Programs Customer Service Representative to process your closeout when it's due or when you need to initiate an early closeout request.
Not every step or task is applicable. Several of the items within each list are linked directly to the companion document: Project Financial Closeout Guide, so that you can refer to it to find definitions, contact numbers or website URLs.
To assist in long-term planning, it may be useful to download a list of projects from Business Objects using a user-defined time period (sort by deptid, SAPOC or other data point): Business Objects > User-Shared > Sponsored Programs > Data Integrity > 90 Day Info