Award Closeout

What

NIH award recipients are responsible for submitting timely and accurate Research Performance Progress Reports (RPPR) (NOT-OD-17-074).

There are three types of progress reports:

1. Annual RPPR
2. Interim RPPR
3. Final RPPR

When

Refer to the NIH Research Performance Progress Report (RPPR) website for reporting due dates.

In preparation for the Federal Financial Report (FFR) administrators should begin review of ledgers in Sinai Central 90 days prior to project end date.

• A final closeout is due 120 days after the project period is ended.
• Finance (SPA) provides a detail excel sheet with all of the year to date expenses and requires justification on all non-allowable charges.
• All expenses and invoices must hit the ledger accurately.
• Once the Federal Financial Report (FFR) closeout package is completed, a signature from the PI and department administrator is required.

For more information, refer to the sponsored projects Financial Closeout Policy.

Subrecipient Monitoring - Closeout

Following the conclusion of a Subaward period of performance, the Subaward should be processed for closeout and formally closed within 60 days, unless SPF grants an extension of time. For detailed guidance, refer to the Subawards financial memorandum.

What

The PI or PI’s designee is responsible for submitting a final report to the GCO.

When

At the end of the project.

How

Final reports are required to be submitted in InfoEd. The application in InfoEd should be created in parallel with the NIH Final Progress Report (RPPR) or final reports of other funding agencies.

Step-by-step instructions for Creating a Non-Competing Continuation, No-Cost Extension or Final Report Submission.

What

Upon completion of an industry funded clinical research study, the remaining research funds may be transferred to the departmental account.

How

If the remaining balance in the fund account is $2,500 or less:

The PI and the department administrator shall submit a memo certifying that the project has been completed and all obligations to the sponsor have been met with a request that the remaining balance be transferred to the departmental account.

Submit the memo to:
Rosaria McEntee
Director of Finance, FACTS
rosaria.mcentee@mssm.edu

If the remaining balance is greater than $2,500:

A letter from the sponsor is required stating that all obligations have been met and no money is due back to them. If a letter from the sponsor cannot be obtained, please download and fill out the Closeout Letter Template and have it signed by the chairperson of the department.

Submit the letter to:
Rosaria McEntee
Director of Finance, FACTS
rosaria.mcentee@mssm.edu

For fixed fee contracts:

For fixed fee contracts whose terms and conditions do not require the return of unspent cash balances, funds remaining will be retained in the departmental account.

If the account balance is negative:

The department must provide a funding source to cover the deficit so the account can be closed.

Overhead will be charged on the remaining balance before the net unexpended balance is transferred to the department account.

Questions

For more information contact:
Rosaria McEntee
Director of Finance, FACTS
rosaria.mcentee@mssm.edu