Closeout Checklist
Collect Purchasing Card (p-card)
Subcontracts: Make sure final invoices have been submitted
Uncollectible Funds: Any costs deemed uncollectible must be removed from the sponsored fund
and moved to a departmental non-sponsored fund. Departments are responsible for removing charges
that cannot be reimbursed or paid by the sponsor.
Close open encumbrances:
Funds encumbered as of the closing date can normally be held open until invoices
are received
Encumbrances related solely to the preparation of a final report, e.g., printing
costs, can normallly be held open
Make sure the last payment is marked ‘final.’
Close Standing Orders: Make sure all units that have an account number on file remove that
numbre, e.g., bookstore, libraries
Reconcile Account: Departments should start reviewing their accounts for charges processed
against the project long before it ends. By the time the project ends, it could be too late for timely
posting of expenses to the account. Some sponsors will not accept invoices that are a single day
late. No matter how big the invoice is, they will not pay.
Resolve Deficits: The PI is responsible for initiating removal of over-expenditures. They must
be removed before the final reports are submitted.
Close Recurring Charges: Recurring charges are charges that continue to hit on an ongoing
basis without continued paperwork being processed. Example: telephone charges.
Review Financial Reports: ORSP prepares and submits a final financial report. Since some
sponsors require final financial reports within 90 days, all project charges should appear on the
University accounting system by the termination date.
Suspend Account Balances: Verify that each person who has been delegated authority to
spend on the account stops spending.
Transfer Balances: When the end date on a fixed-price project has arrived, and the project and
deliverables are completed, the PI requests the remaining direct cost balance be transferred to a non-
sponsored fund (if the project and deliverables have not been completed, the PI must request a no-cost
extension from the sponsor).
Intellectual Property
The PI is responsible for disclosing any patent and intellectual property developments to the Office
for Technology Transfer and completing the patent report to the sponsor.
Document Patent Report: PIs complete and submit patent reports. These must be completed
even if no patents or intellectual property were gained from the project.
Technology Transfer
Terminate Material Transfer Agreements: If required, submit a report to the material
provider on the results of the project and return or dispose of the material as directed by the provider.
Materials and Equipment
Review Equipment Inventory: Make sure all equipment assigned to the project is where it
Dispose of University and Equipment Materials:
To dispose of equipment or materials, contact the Manager of Cost Analysis. Items are
screened to determine their condition and possible reutilization.
Transfer or sale of University equipment or materials outside the University can only be
completed with the prior approval of the Manager of Cost Analysis.
Submit Inventory and Equipment Reports: The Manager of Cost Analysis prepares
and submits inventory and equipment reports.
Transfer Personnel Charges: Transfer to the next project or department fund by processing
redistribution documents.
Prepare Technical Report: PIs complete and submit technical reports. The sponsor usually
indicates the format and deadline for these reports.