Closing out your award is a multi step process involving ORAF, the PI and the Department Administrator. The formal process is initiated by ORAF once your award is within approximately 60 days of ending. A checklist of action items and email notice is sent to the PI and Department Administrator.
CLOSEOUT CHECKLIST: All re-occurring items must be stopped or redirected by the end date to ensure timely closure. Typical categories are listed below:
Salary & Labor Distribution: All Salary/Effort charged to this cost center must be moved off by the award end date. Review and correct any changes as necessary. PDC forms can be found on the HR/Payroll website for use in moving/correcting salary distributions. PDC(s) can be future dated: Payroll Distribution Form
Student employees – contact Student Employment to terminate/re-assign employment if necessary Student Employment
Do you Have a Procurement Card: If YES, Research Finance will contact Accounts Payable to cancel the Procurement Card.
Do You Have a Copy Card/Codes: If YES, YOU must contact Reprographics (617-373-2766) to terminate all copy cards and copy codes associated with this cost center.
Animal Charges: Please stop all reoccurring animal charges against this award.
Final Purchases/Encumbrances:Submit and approve any remaining invoices and follow-up on any that have not arrived in a timely manner. Review outstanding encumbrances on the award. Liquidate/cancel any encumbrances. Refer to the Procurement website for instruction: Purchasing Encumbrance Close Form
Correct Expenditure Type for equipment purchases: Review expenditure type for all equipment purchases, account codes 73001-73012. Items costing less than $1,500 must be coded as non-capital purchases. https://myfiles.neu.edu/webapps/bannerfinance/forms-Accounting.html
Final Review of Expenses: Review the award terms & conditions and ensure that all expenses should be charged to this award and if not, transfer the expenses to a non-sponsored program cost center.
Cost sharing: Any committed cost sharing must be expended by the time the project ends.
Sub-awards: Please remind each of your subrecipients to submit a final invoice (inserting FINAL at the top), final reports, and final invention statement within 45 days after subaward end date. Please notify Dan Gilbert via email D.Gilbert@neu.edu that these requirements have been met.
Northeastern University is required by most federal sponsors and many private sponsors to submit final financial closeout reports within 90-days after the award end date (some agencies may require early submission.) Please assist the Office of Research Administration and Finance to fulfill Northeastern University’s obligation to our sponsor.