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Closeout Procedure for Award (Non-NIH) Files

Closeout Procedure for Award (Non-NIH) Files. Teresa Grossman Office of Sponsored Projects & Industry Partnerships March 17, 2011. 1. Responsibilities.

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Closeout Procedure for Award (Non-NIH) Files

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  1. Closeout Procedure for Award (Non-NIH) Files Teresa Grossman Office of Sponsored Projects & Industry Partnerships March 17, 2011 1

  2. Responsibilities • Contracting Officer or OSPIP admin is responsible for completing the closeout procedure, which involves email confirmation from PI of final deliverable for closed award files. This is unrelated to the accounting financial closeout i.e. final invoices. • DOE requires that every Non-NIH award file must have a separate confirmation of its final deliverable – i.e. final report sent to sponsor, no report required, etc.

  3. Sending the Closeout Checklist • A closeout checklist is prepared, which includes the award number, sponsor name, award title, project ID, dates of performance. • Contracting Officer or OSPIP admin emails responsible PI and cc’s Resource Analyst, with closeout form. Due date is normally 10 business days.

  4. Resource Analyst Responsibilities • RAs are copied as a notice the award/project is closing. If needed, RA’s must check to make sure RAPID data is updated and any division analyst financial closeout requirements are completed. • If funding will be continued or a no-cost extension granted, the RA should contact the Contracting Officer immediately to coordinate these processes with all parties involved.

  5. Closeout Process Completed • Once PI has emailed confirmation of final deliverable to OSPIP, the closeout checklist is signed by the Contracting Officer. A copy of completed checklist is sent to BSO Contracts Officer. • Closeouts tracking sheet is updated, done by OSPIP admin. Closed award is filed in admin office and is ready to be archived.

  6. Example of PI Deliverable email template Subject Line: ACTION REQUIRED: [Due Date] - Final Deliverable Confirmation for [Sponsor] WFO Agreement [Award No.] [PI] Dear PI:As you know, the subject agreement has expired.  In accordance with DOE requirements, please complete the section below.  Please 'reply to sender' to complete this form and return via email by [date]. If you have any questions, please contact [Contracts Officer email or WFOCloseouts@lbl.gov]Thanks!

  7. Closeout Process Follow-up • If no response from PI or designate, 2nd emails are sent. Important that PI responds to closeout email in a timely manner (within due date). Some closeout responses have taken many months. • OSPIP admin may follow up with Contracting Officer to see if another PI, designate or RA can help complete this process as soon as possible.

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