Project Closeout Review/Checklist
PI Responsibilities
• Ensure all obligations and encumbrances are complete and all charges related to the project are appropriatel
y
cha
rged to the account prior to the end
date.
•
Ensure any standard monthly charge back orders or arrangements (copy service, postage/shipping charge
s,
phon
e service) are discontinued as of the end date or are changed to an alternate sour
ce.
•
Ensure any personnel appointments which need to be changed to another salary source are completed at le
ast 2
wee
ks prior to end date and that any required notices of non-renewal of appointment have been completed
per
Univ
ersity Human Resources Rules, Policies and Procedures
or as otherwise described in Hiring Research
Personnel.
• Faculty Handbook 8.I.: Annual Leave for Contract and Grant Salaried Employees
:
1. All contract/grant salaried employees are to take their annual leave within the grant or contract projec
t
contract date
s. This policy should be clearly communicated to each
employee at the time of hiring into the
grant/contract
salaried position. It is the responsibility of project administrators to monitor the
leave-taking
of the proje
ct employees to ensure that there is not leave accrued at the termination of the gran
t or
contract.
2.
Employees in grant/contract salaried positions who are employed on more than one project should ha
ve
their leave
-taking pro-rated over the projects. If a project generated leave time, the project should be
expected to bear its fair share of the leave cost. That being said, as a matter of practical consideratio
n,
some give a
nd take may be possible if several projects are funded by the same agency, and wher
e the
interval between be
ginning and ending dates of a project is so sh
ort that it is impossible to take leave.
Gene
ral principles/policies that apply with regard to annual leave of grant/contract salaried employees are
a.
the university is not to be put in a posture of having to use non-project fund
s to pay for annual
leave;
b.
grant/contract salaried employees are to be informed at the time of employment th
at
arrang
ements for annual leave must be made within the time-span between beginning a
nd
endin
g dates of the projec
t; and
c.
it is the responsibility of the project administrator (principal investig
ator) to manage employees'
time so there are op
portunities for the employees to take their ann
ual leave.
•
Coordinate any required documents or reports with subrecipients
.
• Work
with the Grants & Contracts Financial Manager
to insure required reports and/or invoices are submitted
to the spon
so
r.
•
Complete all required sponsor project reports and provide a copy to the RSP Grants Specialist
for university
files.
•
If appropriate, disclose any intellectual property
to RSP.
•
Ensure all applications to Institutional Review Board (IRB) for Human Research Participants Protection
are
c
losed ou
t.
•
Ensure all applications to Institutional Animal Care and Use Committee (IACUC)
are closed out.
Updated 7/31/09
