1 Project Close-out SPS Round Table January 17, 2006

2 Did you know? There are over 3,300 active sponsored projects! We are contractually and legally bound to submit final reports and failure to do so can result in loss of future funding. For example: NSF will not review a new proposal if the PI or Co-PI has any outstanding final technical reports.

3 Which Reports Are Required?

4 Who is responsible? Technical – the scientific report or deliverable prepared by PI which describes the results of the project. Equipment – Federal regulations define how universities can use equipment purchased with government funds. Handled by SFA staff. Financial – the final financial report prepared by SFA staff provides the sponsor with a final accounting of the expenditures on the award. Patent – aka, invention reporting. Handled by SPS staff.

5 Final Technical Reports Once a month SPS will send reminder to PI indicating the final technical report is due or past due. Either PI or authorized departmental personnel can input final technical reports. Good idea to run Brio report for outstanding reports to follow-up with PI. Ex: awards terming within 30 days, active/pending awards past end date.

6 Technical Reports Sent Backlog of past due technical reports has decreased by 45% since inception of monthly notifications to PIs

7 No Cost Extension Under FDP authority, we can initiate a one-time extension up to 12 months at no additional cost. Notification must be sent to the sponsoring agency within 10 days prior to the term of the project. Otherwise, extensions must be requested in writing before the project ends (usually within 45 days before term).

8 No Cost Extension Requests Submit change request in Portal: Include the new term date, unobligated balance of the remaining dollars, and justification. Having money left over is not a valid reason to request extension. OR: PI may draft letter to sponsor and GCO will provide institutional concurrence. Please be sure to notify SFA so the account won’t be processed for close out.

9 Subcontract Close-out Subawards can be closed prior to term of prime award but not vice versa. All reports must be received by Cornell prior to payment of final invoice. Final patent and equipment reports must be sent to SPS on agency specific forms. SPS will address any Small Business Plans and A-133 reporting issues.

10 Closeout Status AAC-AWARD AWAITING CLOSEOUT (was H- Holding): The award period has ended, no amendments are pending. OSP is waiting for notification that final deliverables have been provided to the sponsor. ACOSP-AWARD CLOSED BY OSP: The award period has ended and all deliverables have been submitted except the technical report. The hardcopy award file is archived. AC-AWARD CLOSED (T-Terminated): The award period has ended and all deliverables have been submitted. The hardcopy award file is archived.

11 Retention Records should be retained in accordance with University and applicable sponsor regulations. Cornell’s record retention policy can be found at OMB Circular A-110 also includes guidelines at Federal regulations (OMB A-110, Section 3) indicates federally funded projects must be retained for three years following submission of the final expenditures or financial report. For New York funded projects, SPS retain projects up to six years.

12 Questions? When in doubt; contact your friendly SPS office. We’re here to help!