Project Closeout

The last step in a grant or contract’s life cycle whether cost reimbursable or fixed price is project closeout. The key feature to any close is the submission of all technical, financial, and other reports as required to the sponsoring agency on time.
The Principal Investigator will be notified prior to the termination date of the project. The project administrator will communicate with the Principal Investigator to determine if a no-cost extension will be requested or if an extension with additional funds is pending.

The OSRS project administrator will start the closeout process. Once the project administrator has completed their part, the closeout support group will take over and facilitate the communication with the other offices that are involved in the closeout process. This includes project payroll, accounts receivable, purchasing, property, compliance if there are subawards or cost sharing, and the Office of Technology Commercialization if invention disclosures were submitted.
When your project is completed, OSRS will prepare and send whatever documents the sponsor requires to close the project out. Please be aware that many sponsors will not make final payments on awards until they have received the final technical report. Review your award document carefully, and issue your final technical report as soon as possible after you have completed the project.

Final Technical Report

The Project’s Principal Investigator (PI) is responsible for timely submission of the final technical reports. Specific sponsor requirements for the technical reports are usually defined in the award package. When the report is completed, the PI may submit it directly to the sponsoring agency whether it is an electronic submission or paper. Many sponsors have electronic systems where the PI uploads the report into their system. Below is a partial listing of sponsors and their systems:

  • National Science Foundation (NSF) – FastLane
  • National Science Foundation (NSF) – Project Outcomes Report for the General Public – research.gov
  • National Institutes of Health (NIH) – eRA Commons

OSRS requires a copy of the final technical report. It may be emailed to deliverables@tamus.edu

The obligations of the award have not been met until the report has been submitted to the sponsor.

Final Fiscal Report

The final fiscal report is generally due within 60-90 days after the expiration date of the award.
This is prepared and submitted by accounts receivable.

The PI needs to ensure that all costs have been properly reported and posted to the account.

Final Report of Inventions

Many sponsors require reports about inventions made during the conduct of research to insure disclosure.

Final Property Report

The property office will prepare this report.