Closing Your Award

When your project is complete there are financial and technical closeout requirements. These requirements can often be found in your award notice. Your Sponsored Projects Award Analyst will assist you in identifying your award's specific closeout requirements.

Discovery, Intellectual Property and Invention

UB's researchers are required to disclose new technologies and inventions to Technology Transfer.

Award Terming Process

Approximately 90 days prior to the termination of your award, your SPS Award Analyst will contact you to confirm your award is terming as scheduled.

If your project requires a no-cost extension (NCE), please complete the No Cost Extension Request Form. Most sponsors have specific guidelines for what information is required for and when you can request a no-cost extension, so it is important to discuss your plan to request an extension with your SPS Award Analyst and Administrator at least 90 days prior to the end date of your project.

If your award will conclude, most sponsors require a final progress and financial report to be submitted. Additionally, some sponsors may require specific close-out reports or documentation to be completed (e.g.,  final invention report, property report, release of claims form, etc.). In addition to being responsible for the final technical report, PIs may also need to coordinate with their SPS team to complete other necessary SPS and sponsor close-out requirements.

  • In preparing to close out the award, you will work with your Award Analyst to review and confirm that all expenditures have posted to your award.
  • Your SPS Administrator may need to complete close-out forms/documents that may require PI input and coordination or serve as the official institutional representative that signs or submits a final technical report.
  • Just prior to your closeout date, your SPS Accounts Receivable (AR) Coordinator will review the final financial position of your award.

Most sponsors delay final payment to the university until all reporting requirements are met. Additionally, delinquent reports can hinder a PI's ability to obtain future funding from the same sponsor, so it's important to work with SPS staff in completing all reports.

If an award is fixed price and funds remain, the Residual Balance on Fixed Price Contracts for Sponsored Projects Policy will be applied. A completed and signed Residual Account Justification form must be submitted to your Award Analyst to transfer any remaining funds, after all deliverables and project related expenditures have been processed, to a residual account when more than 25% of the total funds received remain.