All financial, performance and other reports, as required by the terms and conditions of Federal grant awards, must be submitted within 90 calendar days after the end of the stated budget period of the award.
On federal awards, invoices from vendors and consultants, wage payments to staff, and closeout of encumbrances and subawards should all be resolved before the 90-day deadline. Also, any transfer of costs appropriate to the award must be made within that same 90-day period.
All direct costs to be charged to a federal grant must be related to goods or services received or encumbered (based on a purchase order) before the end of the grant period. Note that costs can only be encumbered for goods or services that directly benefit your project/program. Please consult with your grants accountant at least 30 days prior to the end of the grant period in order to identify any direct costs that may be encumbered.
State and Private grantees should refer to the terms of agreement on the award to determine closeout requirements.
The Principal Investigator (PI) is responsible for filing the final programmatic report with the sponsoring agency. A copy of the final report must also be submitted to SPA.
Financial closeout requirements vary according to awarding agency. The closeout process will almost always include a final financial report. This report is the responsibility of SPA. SPA will work with the PI to ensure that all final expenses are posted, all revenues deposited, and encumbrances liquidated. A copy of the final report submitted to the sponsor is available to the PI upon request.