HANDOUT 4

SSC Grant Close-out Procedures

Assuming that the procedures in the New Award Set-up document have been followed, the steps for a grant close-out are below.

With the receipt of the 90-day close-out notification ask the PI if they plan to seek a No-Cost Extension. If they do, complete that process. If not complete the following:

1)Run the open encumbrance report. If there are old encumbrances on the project ask the PI if they can be closed out. If these encumbrances are for subcontracts and there is a substantial amount remaining, ask the PI to prompt the subcontracts to invoice UF so they can receive their funds.

2)Check the fund balance. We do this after the encumbrance check so that any funds held by the encumbrances will be released back in the budget. Report this balance to the PI.

  1. If there are funds remaining, emphasize to the PI that any and all purchases relating to this project need to be processed 15 days prior to the close out of the project.
  2. If there are little to no funds remaining, remind the PI of this and let them know that there are either no funds remaining due to payroll needs or otherwise. Let them know that they can no longer spend on this project.

3)Check in with the PI that their staff payroll distributions are correct. If changes need to be made related to the grant that is closing out, do that as soon as possible.

4)Verify alternate funding source for employees for after the project closes. Work with PI and HR to provide termination notice to employees. Note: All permanent employees require 45-notice of termination/layoff.

5)Review the entire history of the project. Every expense, every payroll charge, etc. If something needs to be moved via journal entry make a request with the Fiscal team to complete the JE.

6)Review for cost share commitments. If there are previous years of cost share that were not picked up by the system complete the Manual Cost Share Request Form and send to C&G.

7)Check in on any subprojects. And conduct steps 1-5, or if the subproject PI has a grants specialist, contact them and ask that they conduct steps 1-5.

Additional Notes Regarding Close Out:

At the 45-day mark, another close-out notification will be sent to you.If steps 1-6 have not been completed, follow up with the PI to help you complete them.

If the project has a contract code of “Fixed Fee Task”, “Advanced Pay” or sometimes “Scheduled Pay” the PI can keep the balance remaining in the account as long as the remaining balance is no more than 25% of the original amount awarded to the project. The 25% rule is IFAS specific. Different colleges have different rules about transfers of residuals.