Grant Closeout

The following procedures are based on NIH grants. If your grant or contract is from another sponsor, including a subaward contract under an NIH grant, please refer to the sponsor’s guidelines or contact the Research Administration staff to determine the how the requirements for your project may vary.

• Notify your Department Coordinator and CHPSW Research Administration staff when you are ready to begin the process.
  • If the project will not be completed by the end date, determine if you want to request a no-cost extension. If so, Research Administration staff can facilitate that process.
     
• Timeframe. 
  • It is recommended that you begin the process 2-3 months prior to the end of the project. 
  • For NIH grants, you have 90 days after the grant end date to finalize all expenses and submit all documentation. 
  • For subawards under NIH grants, you have 60 days after the end date to close out the expenses on the FOAP. 
  • For other projects, refer to your contract or other sponsor guidelines.
     
• Finalize your expenses. It is recommended that you review the project’s expenses at least 30 days prior to the end date, so that there is sufficient time to make necessary revisions, such as:
  • adjust effort to accurately reflect time devoted to the project,
  • make any final purchases, so expenses can hit in time (NOTE: It is rare for large expenses, such as computers, to be allowed on a project in the final months), and
  • request that consultants and subawards send you their final invoices in a timely manner.
     
• Other actions within Temple. Talk to your Department Coordinator about other items related to close-out. These include but are not limited to: termination of personnel, changing effort distribution for yourself and other faculty on the project, terminating phone and internet connections, closing petty cash, etc.
   
• Federal Financial Report (FFR). Research Accounting Services will complete and submit the FFR to NIH by Grant Accounting, once the expenses have been finalized.
   
• Final Invention Statement. The PI must complete this form and submit it to SPA for university signature. SPA will sign and submit the form to NIH via NIH Commons. Available from the NIH Forms and Applications web page. If you have questions, contact the Research Administration staff.
   
•   Progress Report. The PI must complete and submit the progress report. Detailed instructions are available from the  NIH website. If you have questions, contact the Research Administration staff.