Award Closeout

Closeout Requirements

All grants and contracts have end dates that require a variety of closeout requirements and final reporting. These requirements vary by sponsor and by federal agency, but generally include the timely submission of:

  • A final financial report
  • A final invoice or a request for a final draw (for our letter of credit sponsors)
  • A technical/scientific/progress report
  • An invention/patent report
  • A property/equipment inventory report
  • ...
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Award Reconciliation

Source: OSP Website

Regular and ongoing account reconciliation throughout the life an award helps to ensure expenditures are within budget and in compliance with award terms. Department/Local Level Managing Units are primarily responsible for reconciling accounts and working with the PI to determine allowability and allocability of expenditures on sponsored awards. The timely...

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Closeout Tips

Tips for a Successful Closeout

  • Monitor expenditures monthly; clear items on Transaction Monitoring Dashboard
  • 60 days before project end, review and make plan with PI. Will there be a no-cost extension?  Carryforward?
  • Review the Terms of Award to ensure that all deliverables are submitted by the designated due dates
  • Ensure that Effort Reports have been submitted for all completed quarters encompassed in the project period
  • ...
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Transaction Monitoring

Source: OSP Website

The posting and reconciliation of sponsored expenditures is the primary responsibility of the department/local level managing unit. To facilitate the ongoing monitoring of expenditures, the GMAS Transaction Monitoring module identifies expenditures that present an increased compliance risk to an award. A monthly or quarterly review of the Transaction...

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Final Figure

Source: OSP Website

As part of the closeout process, the Final Figure is the cumulative amount of expenditures agreed upon by the PI/Department/Local Level Managing Unit and OSP Research Finance for each subactivity of a sponsored fund. The Final Figure confirmation provides assurances that all expenditures are allowable, allocable, reasonable, and in compliance with the sponsor’s terms and...

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Early Termination

Source: OSP Website

An Early Termination Request in GMAS is necessary when a project will be ending prior to its Anticipated End Date. The process may be initiated by the PI; or, on occasion, by the sponsor. An Early Termination may arise when:

  • A Harvard PI transfers to another institution, completes the project’s Scope of Work ahead of schedule, or is required to...
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Final Reporting

Source: OSP Website

Final Reporting

Final reports are intended to highlight achievements and outcomes, while also explaining expenditures made during the life of a grant award. Common final reports include: financial reports, technical reports, property reports, and invention/patent reports. Some...

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Boot Camp Training

Boot Camp is a training resource developed by the Harvard Chan School. It reviews key aspects of the award life cycle and provides tools for effective award management. The training is recommended for all  new hires. It is also available for experienced Research Administrators who are interested in refreshing their award management skills. The complete training consists of six sessions. Presentation materials and Zoom video recordings are available for each session. New hires should view the trainings in order and review both the slides and the Zoom recordings for optimal learning....

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Accounts Receivable

GMAS records all non-Letter of Credit sponsored payment requests on the Scheduled Receivables screen of each project. The recording of receivables occurs after the approval and submission of an invoice to the sponsor. In rare cases, some sponsors provide a payment schedule in lieu of invoicing, whereby the GMAS receivable is recorded without an invoice being submitted. Each receivable in GMAS identifies the due date of the receivable (“Date expected”), which is used for aging the...

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