Closeout

Last updated on January 30, 2017

Final financial billing and/or reporting must be completed and submitted to the sponsor within the 90 day closeout period.

UCSF Summary (click to expand)

The Uniform Guidance requires UCSF to submit final billing to the sponsor within the 90 day closeout period. While the filing of reports has always been required within 90 days after the end date of the project, final billings have not been required within this time frame. Please note that the Grants Policy Statement from the NIH allows for all reporting to be completed within 120 days. Please note, it is widely expected that all agencies will adopt the 120 closeout timeframe. The 120 day rule applies to all active awards, not just those subject to Uniform Guidance

Application at UCSF (click to expand)

The Uniform Guidance is effective for federally sponsored agreements and new funding increments awarded on or after December 26, 2014. Federal awards received before December 26, 2014 must continue to follow the requirements in OMB A-21 and UCSF policy.

If you have a programmatic reason for extending the award and have funds available to continue the project, a no cost extension should be requested.
If you have a sub-award, the sub-recipient must submit all final billings well in advance of the 90 or 120 day period to ensure that it will be included.
There is additional flexibility to charge publication and printing costs to federal awards prior to closeout that are incurred after the period of performance has ended without requesting a NCE. UCSF is still identifying procedures to address how to capture these expenses and still comply with the 120 day closeout requirement.

Agency Specific Guidelines (click to expand)

• National Science Foundation - Award and Administration Guide
Chapter II.D.5. Grant Closeout
• National Institutes of Health - Grants Policy Statement
Part II, Section 8.6 Closeout