7.14 - Program Termination and Program Close-Out

Program termination procedures vary by sponsor. The PI/PD should review award documentation for termination procedures and work with the Accounting Office and the ORSP to effect the termination of the award in compliance with sponsor regulations.

The close-out process varies with each sponsor but generally involves submission of final technical and financial reports and possibly other reports – most commonly patent, invention, and equipment reports – as specified by the sponsor. The PI/PD should contact the ORSP if in doubt regarding reports that are due and should make sure that all technical reports and any other deliverables required by the sponsor are completed and submitted in a timely manner. The ORSP is available to assist in the completion and submission of property and patent reports. The Accounting Office will close the sponsored program after all the requirements have been met and final payment has been received.

The ORSP sends PIs/PDs email notices prior to the end of the performance period to remind them of the impending termination of the award. Notices are sent according to the following schedule:

Notice 1 Approx. 60 days before award end date To: PI/PD
Notice 2* Approx. 10 days before award end date To: PI/PD
Notice 3* Approx. 60 days after award end date To: PI/PD
Cc: Department Chair & Sponsored Programs Director
Notice 4* Approx. 80 days after award end date To: PI/PD
Cc: Dean, Department Chair & Sponsored Programs Director
Notice 5*
(Final Notice)
Approx. 90 days after award end date  

If a final notice is required, the PI/PD, Department Chair & Dean will be notified by phone and in writing by the Director of Sponsored Programs Administration that all accounts for which the PI is signatory shall be locked until the delinquent report is submitted. In addition, the University will neither submit proposals nor accept awards for this PI/PD until all reporting requirements for the PI/PD’s existing awards are met.

*Notice is sent if the ORSP has not received documentation of close-out report(s) submission to the sponsor.