Award Closeout Timeline
Timeline for Closeout Activities
| 90 days prior to award end date | 60 days prior to award end date | 30 days prior to award end date | End Date | 20-25 days prior to report due date | 5-10 days prior to report due date |
|---|---|---|---|---|---|
| ▪SPARC sends 90-day termination notice | ▪SPARC sends 60-day termination notice | ▪SPARC sends 30-day termination notice | ▪RCA sends recap of expenditure to PI and DA | ▪RCA prepares and submits final financial report/invoice to agency | |
|
▪PI and DA review expenditures and technical status ▪PI considers no-cost extension (NCE) or ▪PI and DA review Projection Template and plan closeout transactions |
▪PI/DA prepares NCE request or ▪PI/DA reviews transactions & encumbrances to ensure planned expenditures have been initiated ▪DA processes needed personnel and payroll changes ▪PI/DA checks on subcontract invoices |
▪PI/DA submits NCE request or ▪PI/DA posts PCard and other adjustments, including reallocations and travel statements ▪PI/DA ensures payroll forms have been processed |
▪PI/DA requests final subcontract invoice | ▪PI/DA confirms expenditure amounts |
Award terms and conditions determine the due date for final financial reports and invoices. Generally, due date information by type of sponsor and fund group* is:
Federal awards
Fund groups: R1, R2, R3 and R5
- Due 90 days after award/project end date
- RCA sends expenditure recap 65-70 days after project end date
Federal pass-through awards
Fund group: R7
- Varies by award, usually due 60 days after award/project end date
- RCA sends expenditure recap 35-40 days after project end date, if the report is due at 60 days
Other sponsors
Fund groups: R0, R4, R6, R8, R9
- Varies by award
- For example, RCA sends expenditure recap 20-25 days after project end date, if the report is due at 45 days
Note: Until an amendment is received for continuation funding, the current award terms determine the due date for final financial reports and invoices. Meeting the current due date is critical to compliance and payment.