The designated Administrative Assistant in the Office of
Contracts and Grants is responsible for sending a close-out
form to the college or unit business officer fifteen (15)
days prior to the project's scheduled termination date.
To: Name of business officer for college or unit responsible
for responding to the close-out request.
Campus Box: Address of the business officer.
From: Fiscal manager in the Office of Contracts and Grants
with cognizant responsibility for close-out.
Project Number: Number of account being closed.
Sponsor Name: Name of sponsor for project.
Lead PI Name: Name of lead Principle Investigator for
project
Term Date: Project budget end date. Note: Expenditures
associated with payroll earned and purchase orders (encumbrances)
executed after this date cannot be charged to the account.
Deadline: Date the College Financial Reconciliation Report
must be returned to the Office of Contracts and Grants.
Note that all financial transactions must be processed in
PeopleSoft by this date. The date is normally three weeks
prior to the University's deadline for submission of the
final financial report. Financial reporting will not be
held if the close-out has not been returned.
Choose if this report is an Original Report or a Revised
Report. If revised, add the number of revision.
Choose if this is a final report or an Interim/Annual report.
If there is an extension/continuation pending, check box.
Attach a copy of relevant/recent supporting documentation
from the Sponsor's Contracting official. Be sure this information
is from the contracting official and not the technical representative.
By not providing any financial information, the College/Department
will assume all financial responsibility for expenditures
incurred after the term date and need to initial to agree
to cover the charges.
Total Direct Costs: Use date of most recent month end and
Total Direct Costs per WOLF Report 5.
If Reconciling items (Trailing Expenses) exist, turn to
page 2. (Page 2 only needs to be returned to the Office
of Contracts and Grants if there are reconciling items).
Choose if this report is an Original Report or a Revised
Report. If revised, add the number of revision.
Total Direct Costs: Use date of most recent month end
and Total Direct Costs per WOLF Report 5.
List any item which will be processed in PeopleSoft before
the close-out due date specified, that have not cleared
as of the most recent month end WOLF Report 5. Include
Reallocation Request #, Journal/Reference #, Account Code
and Actual Dollar Amount (No rounding). If the charge
will be added to the account, include this charge as a
positive dollar amount. If this charge will be taken off
of the account, include this charge has a negative amount.
*Remember to include the 51891 charges for Salary Journals
that post after the month end date.
Calculate the Net Sub Total by adding all Reconciling/Trailing
Items.
Calculate the Total Final Direct Costs for the project
by adding the starting Total Direct Costs most recent
month end with the total Reconciling/Trailing expenses.
Transfer these amounts to page 1.
Contracts and Grants will calculate the F&A costs associated
with the project, if there are any. College/Department should
take this into account to ensure the project is not overspent
after the addition of F&A.
All encumbrance must be cleared in the system by the Financial
Reconciliation Report due date.
Certifications: Answer as to whether all expenses were
incurred within the period of performance and as to whether
all expenses have been reviewed for allowability/allocability.
Answer as to whether subawards were executed against the
parent project. If there were, has the final invoice been
received? Make sure to forward copies of applicable Patents
and/or Invention reports from the subcontractor to the office
of Contracts and Grants. Answer as to whether the technical
report has been completed and mailed to the sponsor. This
may not be applicable if there is no sponsored technical
report requirement. If the report has not been mailed, this
will not hold up financial reporting but could potentially
hold up final payment.
Equipment: Answer as to whether there was any sponsored-furnished
equipment. If there is, attach a detailed inventory, which
includes the University CAMS ID#, a description and fair-market
value, and location on campus. Answer as to whether Fabricated
equipment is present and that proper exemption has been
given by Contracts and Grants.
Unused Supplies Inventory for Federal and Federal Flow
Awards: List the total value of all unused supplies purchased
with Federal funds and if there were supplies remaining,
list the intended use for those supplies.
College/Unit Comments: Include any relevant comments that
Contracts and Grants would need to know.
Principal Investigator's Signature: at the discretion of
the College/Department to require this signature.
Completed By: *Required. The person in the department,
school or unit delegated responsibility for completing and
certifying the accuracy of the information provided for
close-out, must sign, date and include their contact information.
Approved By: *Required. The person at the college level
delegated responsibility for checking and certifying the
accuracy of the information provided for close-out, must
sign, date and include their contact information.
The designated Administrative Assistant in the Office of
Contracts and Grants is responsible for preparing a Final
Cost Sharing Report. The form will be sent to the college
or unit business officer along with the College Financial
Reconciliation Report.
Complete each line by cost category for the amount of
verifiable, documented, total project-to-date cost sharing
dollars expended from funding sources other than the project
account.
Attach supporting documentation for Effort - including
TEARS reports and any After-the-fact memos, Subcontractor's
cost sharing - statements of cost shared dollars on official
letterhead and/or official statements included on invoices
requesting reimbursement, and Third Party/Other - statements
of cost shared dollars on official letterhead and/or official
statements included on invoices requesting reimbursement.
The person at the department, school, or unit delegated
responsibility for completing and certifying the accuracy
of the information provided for close-out must sign and
date the report.
The F&A component will be completed by Contracts
and Grants, but may need to be taken into account to meet
cost share obligations.
Forms