2025 Federal Administration Transition Information & Resources - This will be updated as new information is available.

Stanford
Office of Research Administration

Project Closeout

Sponsored Project Lifecycle Graphic Closeout

Closeout is a post award activity that officially ends the award relationship. It is the process in which the awarding agency determines that all applicable administrative actions and all required work with the award have been completed by the recipient.   Effective research administration over the life of the award will help eliminate problems at closeout.

With the maintenance records showing how well you've taken care of your project, closeout should be smooth!

Departmental Research Administrator Action Items:

  • Request a No Cost Extension (NCE/NCX), as project needed and allowed by the sponsor keeping in mind:
    • A NCE should only be requested when work remains to be completed on a project AND there is an unobligated balance on the project/funds remain.
    • A NCE cannot be requested if a project has been fully expended.
    • It is NEVER appropriate to request a NCE solely for the purpose of expending remaining project funds!
  • If Renewal award is forthcoming, initiate an Early Account-PTA
  • Review any final purchases
  • Review PI and Key Personnel effort
  • Verify all reports and deliverables have been completed or submitted.  During closeout Stanford must submit all required financial, performance, and other reports as required by the award, and liquidate all obligations incurred under the award. Sponsors must make prompt payments for allowable, reimbursable grant costs. The SeRA NOA specifies the project's report requirements.
    • Technical Report should include:
      • Grant number, PI's name, project title, and performance period, including authorized extensions
      • Significant results of the project
      • Examples of progress
      • Technical difficulties and solutions
      • List of publications, including articles in progress
      • If the award contained objectives and deliverables, does my report discuss each of these?
    • Financial Report
      • OSR will prepare the final financial report and submit it to the sponsor. Sponsors have up to four years after the official closeout date to conduct a closeout audit. All financial records should be retained for a minimum of four years after closeout, longer if circumstances require it. The four-year retention period can be expanded in the case of lawsuits, patent applications, charges of misconduct, conflict of interest, etc.
    • Invention Report, as applicable
      • The  report must include:
      • Name of the contractor and contract number
      • Name of inventor(s)
      • Title of invention(s)
      • Patent or disclosure number
      • Data produced under the agreement
      • Reporting period
      • Royalty income if any
    • Property Report, as applicable
      • Identify all materials and equipment acquired under this award, including property that was:
      • Provided by the sponsor
      • Acquired by my department
      • Purchased by a subcontractor
      • ​Equipment records must be kept for four years after final disposition of equipment or four years after project closeout, whichever is later. 
  • Verify any necessary sponsor prior approvals were secured, including any carry forward requests
  • Review cost sharing (expenditures and funding), as applicable
  • Obtain and process final invoices from all subawardees, as applicable
  • Review fabrications and complete Property Management Office tagging process, as applicable
  • Review award for any unallowable expenditures
  • Update Stanford systems to stop charging once award ends
    • LD
    • GFS
    • iProcurement
    • Service Center Charges
  • Manage any existing and/or expected overdrafts

Checklists