Project Closure ARCHI* Chart Date:

A : Accountable “The Buck Stops Here”

The accountable person is the individual who is

ultimately answerable for the activity or decision.
accountability.
Country Office HQ R : Responsible “The Doer”

Finance Lead
Ops Manager
Ops Director

HR Manager
IT Specialist
Accountant

Investiagor

Associate

Ops Lead
Assistant
Directors

Principal
Program

Manager
Manager

HR Lead
Director

Director

Director
Country

Finance

Finance
Role The responsible person is the individual(s) who

Proejct
Center
Ops
actually complete the task. This person is
Activity/Task responsible for action/implementation.
Due Date Comments

IT C : Consult “In the Loop”

Delete accounts of all staff A R H
The consult role is for individual(s) who are to be
Wipe clean all computers A R consulted prior to a final decision or action.
Collect all IT items (cell phones, 3Gs, laptops, etc.) I A R H H : Help “Supportive”
from staff
Update inventory list of IT items A R I/C I: Inform This is the individual(s) who needs to
be informed after a decision or action is taken.
Return any IT equipment purchased in the US to HQ I A R H I I Not involved in the planning or carrying out the
Send server hard drives to HQ activity.
Surplus and/or turn over IT supplies (non- I A/R H H
equipment) items to local entity
Staffing Needs
Determine notice period and other
requirements for layoffs A R
Determine retrenchment dates A I H H H
Develop communication plan A H I C
Ensure compliance with retrenchment/severance A R I C
processes
Provide career transition resources R I A
Manage layoff process A R I I Ensure accuracy of severance packages.
Finalize payment to terminated staff A R R
Communicate retrenchment to UWHR and AG I A
Facilitate repatriation process I A/R
Finalize payments to relocated staff or I R R R A
payments for relo benefits
Fleet Management
Decide if vehicles will be sold/donated A I R I I
Complete forms/letters for vehicle
sales/donations R A/R R/C
Cancel GPS tags for drivers A H
Cancel fuel cards R A R
Safety and Security
Collect keys/change locks A R
Deactivate alarm codes when staff leave A R
Equipment
Review/update inventory list to verify current
assets C/H A R I/H/C

A/C/I R R I/H/C
Make list of equipment to be sold/donated

Obtain funder prior approval for equipment being I R A R I

sold/donated (including vehicles)
Determine country laws for turning over equipment A R
Remove equipment from UW inventory once R A
handover finalized
Complete forms/letters for equipment
sales/donations I R A/R R/C
Transport items to recipients I A R
Return any leased equipment I A R
Project Closure ARCHI* Chart Date:
A : Accountable “The Buck Stops Here”

The accountable person is the individual who is

ultimately answerable for the activity or decision.
accountability.
Country Office HQ R : Responsible “The Doer”

Finance Lead
Ops Manager
Ops Director

HR Manager
IT Specialist
Accountant

Investiagor

Associate

Ops Lead
Assistant
Directors

Principal
Program

Manager
Manager

HR Lead
Director

Director

Director
Country

Finance

Finance
Role The responsible person is the individual(s) who

Proejct
Center
Ops
actually complete the task. This person is
Activity/Task responsible for action/implementation.
Due Date Comments
Office Space
Review lease terms I A/R R/C
Inform UW REO I A/R R R
Work with REO to prepare and deliver notice to
landlord A R R

Inspect property to identify needed repairs I A R

Arrange space repairs and maintenance I A R R
Conduct walk through with landlord I A R
Obtain deposit from landlord I R A
Pay final utilities bills A R C
Insurance
Notify insuance companies of cancelation date A R
VA/Contracts/MOUs/Registration
Cancel all VAs I A R I
Cancel MOUs I A/R I
Determine if country registration will be
continued I A

Consult with legal counsel on closing

registration, work permits, lease termintion, etc R R R I A C C I

Furniture (and all items under $2,000)

Make list of items to donate A R I
Coordinate and document furniture donations A R I
Financial Reports
MBR I R H H A
Management reports I R H I A
Year to date data report I R H A
Dashboard I R H A
QB files A R H I
Bank Account
Remove retrenched signatories from bank A R I I
Determine close out method (i.e. pay down or
wire funds back to UW) A R C

Close Account & send final bank closure A R I

documentation to HQ
Perform final bank reconciliation A R I
UW Advance
Analyze monthly in-country cash requirements A R R H H I I
for final six months
Determine correct UW Advance amount A R C/I
Monthly for remaining 6 months, weekly for final
Monitor cash flow A R H month
Reconcile advance against books of record at C/H A/R
UW
Insure all credits (refunds) have been accounted on
the UW invoice A R H

Reduce UW Advance as possible H A/R

Begin to pay down advance as soon as possible
Close out Advance with UW A/R I
File Management
Project Closure ARCHI* Chart Date:
A : Accountable “The Buck Stops Here”

The accountable person is the individual who is

ultimately answerable for the activity or decision.
accountability.
Country Office HQ R : Responsible “The Doer”

Finance Lead
Ops Manager
Ops Director

HR Manager
IT Specialist
Accountant

Investiagor

Associate

Ops Lead
Assistant
Directors

Principal
Program

Manager
Manager

HR Lead
Director

Director

Director
Country

Finance

Finance
Role The responsible person is the individual(s) who

Proejct
Center
Ops
actually complete the task. This person is
Activity/Task responsible for action/implementation.
Due Date Comments
Assess which files must be archived per UW and
funder regulations A R R R
C C C
For archiving files, obtain information regarding
country laws A R R R

Determine which files will be sent to HQ A R R R C

Determine method and send files to HQ A R
Final Audit / Taxes / Regulated Reports / Misc. Finance
Cancel purchasing delegation of authority if
granted A/R
Determine what, if any, tax or legal reports
need to be filed A R
I
Determine final audit requirments per local law A R
I
Audit final close of books A R R
Costs for staff or registry costs to support the
audit A R
R
File for VAT paid R A
Collect VAT reimbursement R A

Assure final payroll payments, benefits and

other related costs for staff and consultants A R R
I

Tax Reports and payments to revenue agency A R

I
Final tax documents for staff A R I
Assure final payments to vendors A R I
Collect any over payments or prepayments A R I
Reconcile petty cash accounts A R I
Return petty cash funds to bank account A R I
Programmatic Reporting
Determine final programmatic
activities/deliverables and transition to local A R
partners
R/C/I C/I
Create list of materials produced R R A R
Write final technical report for awards R R A R