Award Closeout for Sponsored Programs

Background

The process by which a Federal or non-Federal awarding sponsor determines that all applicable administrative actions and all required work of the award have been completed by the recipient and sponsor. This refers both to an internal closeout as well as ensuring external sponsor requirements have been met.

NYU Approach

For Federal awards, final financial reports and final invoices generally must be submitted within 90 days after the award end date. Please note that both NIH and NSF have currently offered to extend final reporting to 120 days after the end of the project.  SPA will work with the PIs and Departmental Administrators to make sure all final reports are submitted within specific agency guidelines.

For subaward/subcontracts where NYU is the subrecipient, the final invoice should generally be submitted to the prime grantee within 60 days after the award end date. Conversely, NYU must receive the final invoice from sub-recipients within 60 days of the award end date to allow for proper review and timely submission of the report and/or invoice to the sponsor.

Charges incurred after award end date

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

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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.

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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.

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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.

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Unallowable and Unallocable Costs

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

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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.

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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.

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Transfer or Termination of Sponsored Research

When a PI leaves the University, a replacement may be appropriate. All requests for transfer or termination must be initiated by the PI to the responsible OSP Project Officer. 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

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