Closeout and Beyond

Division of Research Certificate in Research Administration: Beginner Track

Welcome

Kevin Lepley
• Director of Administrative Services, IPST

• klepley@umd.edu; x54876

Sandra Nola
• Director of Administrative Services, Animal & Avian

Sciences
• snola@umd.edu; x51369

Laura Salers
• Senior Compliance Administrator, SPAC

• lsalers@umd.edu, x52604
Our Approach

Three Parts to Closeout:

• Before
• 30-60 Days Before End of Award
• During
• 1-60 Days after Period of Performance
• After
• Up to 90 Days After Period of Performance
Learning Objectives

• Steps Required to Successfully Close

Out an Award and Subaward
• Campus Resources and Offices
Involved in Closeout Process
• Record Retention
• Audit Preparedness and Best Practices
Before Closeout
Reconcile Accounts

• Review Accounts with Parent/Child relationship

• Compare Actual Expenditures to Approved Budget
and Document any variances with PI guidance
• Make Necessary Transfers
• Review and Close any open Encumbrances
• Reconcile Pcard and Tcard Logs
• Research Subject Payments
• Ensure that all Costs incurred are within PoP and
consistent with terms and conditions of the award
Documentation

• Receipts, Invoices, Supporting Documents for

Purchases, Contractor Payments

• Award Letters to Subawardees, Invoices and any

other correspondence

• Any Communications with the Granting Agency

and/or Central offices (ORA, SPAC)

• PI Interim Technical/Progress Reports

Conversation with PI
• Is the actual effort consistent with
the committed effort? If not why?
• Are expenditures consistent with
approved budget? If not why?
Any sponsor specific or University
unallowables?
• Will the narratives be ready?
What is the deadline?
Conversation with PI cont.
• Will travel be required to present
project outcomes?
• Are there any outstanding
reimbursements?
• Are there any interim reports or
expense receipts in your file?
• Campus resources and offices involved
in closeout process.
Debriefing with PI
• No Cost Extension?
• If yes, know the deadline.
• If no, what will happen to any remaining funding? Is it a
fixed price contract?
• New Grant Submission
• If no, will there be a continuation of the project via a
different grant submission.
• Employees Currently Paid on the Grant?
• Additional Costs?
• Remind of PoP and Report Deadlines
 ASK STUDENTS:
• Which costs need to be incurred
before the end of the Period of
Performance?
• True or False: All costs must be
charged to the agreement before the
period of performance ends.
• What are the consequences of late
report submission?
Financial Closeout Preparation

Check List
 Receive final invoice from subawardees
specifically marked “final.”
 Close open encumbrances
 Contact vendors if in need of invoices.
 Project payroll expenses and setup PHR payroll
distribution to have employees switched to a
different account
 Financial Closeout Preparation

Review approved effort reports if available, and

ensure revised reports are completed when
appropriate. Remember, some employees may
terminate immediately after close of project, so be
sure to obtain approvals timely. 
Collect any outstanding receipts for
reimbursements.
Reconcile Pcard and Tcard logs.
Collect any unused subject payments and finalize
the process.
Retention and Audit Preparedness

• File Storage and Shredding

• Audit (potential)
GROUP ACTIVITY
Budget Categories
Senior Personnel Participant Support

Other Personnel Publication Costs

Equipment Materials & Supplies

Travel Other Direct Costs

• PI’s salary
• GA’s Salary
• Centrifuge (over $5,000)
• Computer (over $5,000)
• Airfare for PI or GA
• Airfare for conference
participants
• Conference Registration
for PI  •
• Coffee & donuts for
meeting of participants 
• Printing costs of
publications
• Poster fees 
• Chemicals 
• Live mice 
• Computer under $5,000
• Offsite data storage fees
Parking ticket for rental
car at conference
Budget Categories
Senior Personnel- PI’s salary

Other Personnel –GA’s Salary

Equipment– centrifuge (if over $5,000) -computer if it’s over $5,000

Travel - Airfare for PI or GA, not airfare that could be participant support;
Conference Reg. Fees for PI

Participant Support - coffee & donuts for meeting of participants; Conference

Reg. Fees for participants 

Publication Costs - printing costs of publications, poster fees

Materials & Supplies- chemicals; live mice; computer under $5,000

Other Direct Costs – offsite data storage fees (may be unallowable); computer
under $5,000
During Closeout
Communicate with PI
 Keep PI Informed
 Discuss questionable
expenditures and ask for
written detailed explanations
for file 
 Encourage timeliness of
Project Reports  
Prepare Cost Transfers as Appropriate

 Throughout the Life of the Award

 Include details to support debit(s) and credit(s)
 Ensure compliance with University policies
and procedures

 High Risk transfers

 At end of award
 No benefit to the project
 Unreasonable expenditures
 Not consistent with budget
Financial Closeout
• Close Encumbrances in KFS
• Final Subaward Payment Collected and
Marked Final
• Reconcile Pcard and Tcard logs
• Finalize Subject Payment Receipts
Collect UMD Property
 Computer
 Supplies
 Office Keys
 Deactivate ID card if Appropriate
Prepare Files for Storage
 Review UMD Policy on Record
Retention
 Review special sponsor retention
periods
 Shredding Date
Potential Audits
 Types of Audits
 Sponsor Specific (Program)
 Office of Inspector General (OIG)
 Annual Single Audit 
 Legislative Audit
 Site Visit or Desk review
 Investigation
 Closeout Audit

 Someone Else Reading Files

 Could happen at end or 3-5 years after
Final Reports
• Final Financial Report
• Final Property Report
• Final Technical/Progress Report
• Final Patent/Invention Report
Final Financial Report
• Federal Financial Report
• Standard Form (SF) 425*
• Contract Release and Contract
Assignment
• Final Zero Invoice*
• Standard Form (SF) 1034/1035*
*Completed by SPAC
Final Invoice/Payment-SPAC
• LOC- Letter of Credit

• Auto Payment: Payments

• Cost Reimbursable

• Due 60 Days After End of Award

Final Technical/Progress Report
• Agency Specific Guidelines
http://ora.umd.edu/ftr
• Review Award Reporting Requirements
• PI submissions
• Research Performance Progress
Report (RPPR)
Final Invention/Patent Report
• “Government Use Rights”

• Invention Disclosure to OTC;

http://www.otc.umd.edu/

• 60 Days
Final Property Report
 Contractor Acquired Property (CAP)
 Government Furnished Equipment
(GFE)

 Equipment
 Reporting Requirements
Final Property Report
• Federal Forms may be required
• Review terms and conditions
• Government owned vs University owned
• Property Closeout
Subaward Closeout
• Final Reports
• PI Statement of Completion
• Subrecipient Release of
Claims
 ASK STUDENTS
• True or False - Government
Property never stays with the
University.
After Closeout
Archiving Account Records
• Verify Final Closing transactions
posted correctly
• Review Records for
Completeness
• Assemble Records
• Documents Required for Audit
Record Retention
• Retained for minimum of 5 years* or per
terms and conditions of the agreement
• Must Be Reconciled and Final Payment
Received
• 2 CFR 200.333 (Uniform Guidance)
• Destroy or Shred award documentation
*see federal or state guidance
Audit
• Contact Sponsored Accounting and
Compliance (SPAC)
• Responsible for Coordinating audits/reviews
• Financial Compliance Team
• Review File for Audit
• Be Prepared to Provide Documentation
• Inform SPAC of any known anomalies
GROUP ACTIVITY
JEOPARDY
FINAL REPORTS AUDITS

$100 $100
$200 $200
$300 $300
$400 $400
$500 $500
JEOPARDY
Final Reports, $100

This is the responsible party

for completing the Technical
Report.
JEOPARDY
Final Reports, $200

These reports are prepared

by SPAC.
JEOPARDY
Final Reports, $300

This form is sent to OTC at

the conclusion of a project.
JEOPARDY
Final Reports, $400

This final report has various

formats for submission,
depending on the sponsor.
JEOPARDY
Final Reports, $500

This person is responsible for

inspecting Government Equipment
and notifying Central Office
Inventory Control.
JEOPARDY
Audits, $100

This office is the point of contact

for all audit requests/inquiries &
site visits.
JEOPARDY
Audits, $200

5 years is the standard period for

this sponsored project
requirement.
JEOPARDY
Audits, $300

This task occurs throughout the

entire award.
JEOPARDY
Audits, $400

Unless otherwise specified by the

award terms, this is done to all
project documentation five years
after the project ends.
JEOPARDY
Audits, $500

Uniform Guidance Section

200.333 provides regulations
related to this topic.