Award Closeout for Sponsored Programs


Sponsoring agencies consider an award “closed” when all required programmatic, administrative, and financial activities have been completed. Closing an award includes both internal and sponsor related activities.

NYU Approach

Department Administrators (DA's) should review projects expiring within 90 days. The Principal Investigator (PI) and DA should verify that all project costs have been appropriately charged. Any costs which are not allowable or allocable to the award should be removed. PI's and DA's are responsible for timely submission of all required information necessary to process final invoices and/or reports to sponsors.

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Follow These Steps to Close an Award:


Charges incurred after award end date

Any charges posted after the termination date must be fully explained and justified for allowability/allocability.

Request for a Service/Recharge Center Billing Code Change

The Department should notify the service center that a project is terminating 60 days prior to the project termination, to prevent charges from being posted after the project has ended.

Releasing Encumbrance Balances

If, after all expenses have posted, there is an encumbrance balance remaining, the Department must notify Payroll or Purchasing to remove the encumbrance.

Resolving Deficits: Cost Overruns and Uncollectible Accounts Receivable

The Department must clear any deficits (i.e., over expenditures) within 90 days after the award ends.

Unallowable and Unallocable Costs

Unallowable and unallocable costs must be removed from the sponsored project before the award ends.

Fixed-price Agreements

If there is a surplus after the agreement has ended, full overhead will be applied to the agreement and any remainder transferred to the Department’s discretionary account.

Technical & Other Reports

Final technical reports, final reports of inventions, and the final inventory of equipment are normally due within 90 days after the project-end date.  PI's are responsible for ensuring that all technical reports are submitted on time. PI's are also responsible for ensure that Sponsored Programs Administration (SPA) is provided the submission date of the final technical (or program) report.

Transfer or Termination of Sponsored Research

When a PI leaves the University, a replacement may be appropriate.  Sponsor approval (in writing) is required before a new PI can be assigned.

Transferring an award from New York University (NYU) to another institution requires a written request by that institution to the sponsoring agency. Included with the request should be written authorization from NYU.

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Frequently Asked Questions