THE OFFICE OF SPONSORED PROJECTS

Closeouts

Agenda

The Office of Sponsored Projects (OSP)

Grant Life CycleCommon Reporting Requirements and

TimelinesThe Pre-award Closeout ProcessThe Office of Post-award Management

The Office of Sponsored Projects

Rachell Reilly – DirectorAmanda Miller – Manager, ContractsEmily Lacy – Manager, GrantsDina Caplinger – Specialist IIIJonathan Spencer – Specialist IIIAndrea Selmon – Specialist III Angela Fazarro – Specialist IIIBrian Scott - Specialist IRebecca Everett – ASO III

Our Mission

To coordinate the preparation, submission and management of externally funded research projects, educate researchers about funding opportunities and sponsor policies, and negotiate terms for research contracts.

Grant Life Cycle

Finding Funding

Proposal Development

Project Set-up

Award Management

Award Closeout

Common Grant Closeout Reports

Technical Report Description of the research performed, includes significant results,

publications resulting from the project, etc. Property Report

List of capitalized equipment or property purchased with grant funds.Invention Report

List of all inventions conceived or first reduced to practice during the project.

Financial Report Details how grant funds were expended during the project and

includes the balance of unobligated funds to be returned to the Sponsor.

Other Reports As required by the terms and conditions of award.

Common Contract Closeout Reports

Closeout reports determined by the contract itself. Possible Reports:

Technical Report – same as Grant Final Technical Report. May include final deliverables.

Financial Report – Same as Grant Financial Report. If a fixed-price contract, any unobligated balance is retained by the university and financial reports may not be required.

Other as required by Sponsor.

Common Reporting Timelines

Most reports are due within 90 days after the project period ends.

Failure to submit complete and accurate reports by the due date can result in serious consequences for both the PI and the university.

OSP Notifications

90 days prior to the end date of a grant or contract: OSP sends an email notifying the PI. The PI’s

departmental administrator is copied on the email. If an grant extension is needed, PI must contact their

Grants Specialist.OSP is copied on email correspondence from

most federal Sponsors regarding due or overdue reports.

Report Submission

When OSP assistance is needed to submit reports: PI completes all reports and forwards them to OSP. OSP receives institutional approval for the Property

and Invention reports by contacting Property Management and the Office of Technology Commercialization.

Once institutional approval is received, reports are submitted to the Sponsor.

When OSP assistance is not required: PI submits reports directly to the Sponsor and

provides a copy to OSP.

OSP Process

Grants Specialist confirms all reports have been submitted – or all contract terms and conditions have been satisfied.

Grants Specialist marks the grant/contract as ‘closed’ internally and forwards closeout paperwork to the OSP Director for approval.

Once approved, the closeout paperwork is forwarded to The Office of Post-award Management, the Office of Finance, and the PI’s department administrator for processing.

Contacting OSP

OSP Main Office – x2313 osp@utdallas.edu

Rebecca Everett – x4313 rebecca.everett@utdallas.eduRachell Reilly – x2040 rachell.reilly@utdallas.eduAmanda Miller – x4575 amanda.miller@utdallas.eduEmily Lacy – x4572 emily.lacy@utdallas.eduDina Caplinger – x2312 dina.caplinger@utdallas.eduJonathan Spencer – x2041 jonathan.spencer@utdallas.eduAngela Fazarro – x4622 angela.fazarro@utdallas.eduAndrea Selmon – x2315 andrea.selmon@utdallas.eduBrian Scott – x4552 brian.scott@utdallas.edu

Websites

OSP (current PI lists)http://www.utdallas.edu/research/osp/index.html Researchers Guidehttp://www.utdallas.edu/research/guide/index.php Forms http://www.utdallas.edu/research/osp/forms.html

THE OFFICE OF POST-AWARD MANAGEMENT

Closeouts

OFFICE OF POST AWARD MANAGEMENT

Lori Taccino, DirectorKelly Mckinney, Assistant Director Jinger Rosa-Booth, Financial AnalystLesley Stephenson, Post Award Management

SpecialistLaKeshia Stringfellow, Post Award

Management SpecialistCindy Sutton, Financial Analyst

POST AWARD CLOSEOUT

Once OSP sends out the Closeout form to the departments, OPM will begin to review the documents and continue with processing the closing of the grant. OPM will check the date to make sure the closeout is

commencing at least 90 days after the expiration date. OPM will reduce the budget to actuals, upon notification

from Accounting that they have completed their final bill.

OPM will change the Bill Plan and Revenue Plan to “completed”, in order to change the contract line to “closed”. The Project status is also changed to “closed” within the Grants Module.

POST AWARD CLOSEOUT CON’T

OPM will work with the department on removing expenses off the grant, if the budget is overdrawn, in order to bring the budget to zero and finalize the closeout.

OPM will notify Accounting that the contract is closed within the Grants Module.

CLOSEOUT CHECKLIST

This checklist will remind the department what actions need to be taken in order to ensure a smooth closeout of a grant: Initiate PAFs to move future salary/benefit charges to

a new account Cease telecommunication, postage, & equipment

charges Evaluate the account to ensure there is enough

budget to cover known future expenditures. Analyze the account for any charges that may be in

question.

GUIDELINES

Please make sure that all documents (vouchers, Purchase Orders, etc) are processed as soon as possible.

No expenses can be incurred past the end date of the grant.

Only expenses incurred before the end date can be charged to the award.

Department can’t spend remaining funding once grant has expired.

The Role of the Office of Finance

The Office of Finance is responsible for closing the cost center in PeopleSoft.

They are responsible for completing the final financial report, sending the final bill to the sponsor according to the agreement terms, reviewing encumbrances, & ensuring all invoices have been paid.

THANK YOU!