Closing out an Award

Closeout is the final stage of a funded project. It is the responsibility of many people and offices to complete the close-out of a grant, contract, or cooperative agreement.

• Principal Investigator (PI)
• Grant Administrator/Grants Manager
• Sponsored Programs Administration (SPA) Office
• Research Finance

The guidelines established by the sponsor or agency are specific to the award, and must be followed as is appropriate.

• Completion of scientific and technical work and all related deliverables
• Submission and sponsor acceptance of a final progress report
• Submission of the final invention statement, when applicable
• Fulfillment of all requirements specified in the terms and conditions of the award, including regulatory compliance obligations

• Retention of sponsored programs records in accordance with sponsor requirements and the Record Retention and Destruction Policy can be found in Vanderbilt's University Policy Portal

• Project completion in:
  • Vanderbilt’s electronic Research Administration system (VERA)
  • Oracle Financial
• Completion of a final reconciliation that documents all costs, invoices, and receipts
• Submission of final financial reports, when required
• Submission of final invoices or letter of credit draws (direct federal awards)

Sponsored Programs Roles and Responsibilities Matrix for Project End & Closeout

Research Finance Closeout Policy and Procedures

• Research Finance Policies, Procedures, and Guidance page
• Closeout of Sponsored Project Policy (Vanderbilt's University Policy Portal)
• Closeout of Externally Sponsored Awards – Procedures
• Award Closeouts – FAQs
• Department Award Closeout Checklist

Required Reports for Federal Grants

1. Final Technical/Progress Report (RPPR)
2. Final Federal Financial Report (FFR)
3. Inventory & Property Reports SF428
4. Invention Statement (DD882)

Preparation for closeout should begin three (3) months prior to the end date of the award in order to accurately forecast expenses and to adjust any new entries that need to be made.  This is also the best time to determine whether or not an extension will be needed.  If a no-cost extension is not needed, the award should be closed out in accordance with the guidelines from the sponsor, and must be completed within 90-120 calendar days after the last day of the final budget period.  The guidelines for submission of the required items can be found in the Notice of Award Agreement.  Contact the SPA Post-Award Team for additional assistance.

Unless the Grants Management Officer of the respective awarding agency approves an extension to this 90-120 day closeout reporting window in writing, the University must submit the final reports within the given timeframe. The importance of submitting the required documents cannot be over-stated.  Adherence to the sponsor’s compliance policy regarding closeouts is imperative.  Failure to submit timely and accurate final reports may adversely affect future funding for the organization as a whole, and/or awards with the noncompliant PI. Be aware of pending closeouts, and strive to resolve them before new funding is obtained.  

The Closeout Process is monitored by the Post-Award Team in SPA.  Please contact Michelle Wachter with questions or for more information.

The Principal Investigator (PI) is responsible for submitting all technical reports required by the sponsor, following the specific format and deadlines outlined in the award. Most sponsors require both an annual progress report and a final technical report, so it’s important for PIs to check their award terms to know what is expected and when.

Each sponsor has its own system and process for report submission. For example, the National Science Foundation (NSF) requires all reports to be submitted through Research.gov, while the National Institutes of Health (NIH) uses eRA Commons for Research Performance Progress Reports (RPPRs) and final reports.

PIs should always read the reporting instructions carefully, sending a report directly to a program officer may not meet the sponsor’s requirements. Missing a reporting deadline can delay future funding or affect other awards at Vanderbilt.

Tip: Always keep a copy of your submitted report and proof of submission in case the sponsor’s records don’t show it.

Please view Research Finance's website for financial reporting details.

Access the Closeout Policy and Procedures documents available on Research Finance's Policies, Procedures and Policies page.

You can contact Research Finance at researchfinance@vanderbilt.edu.

Coming soon

At the end of a research project, Vanderbilt University must submit the sponsor’s invention reporting form to disclose any inventions or patents resulting from the research. Report all inventions, whether or not they are patentable. Examples include tangible products, software, new reagents, new uses for existing reagents, cell lines, and animal models. 

If you, as the PI, create a potentially commercializable product, such as a patentable invention, software, or research materials intended for distribution, contact the Center for Technology Transfer and Commercialization (CTTC). 

Sponsor-Specific Requirements 

National Institutes of Health (NIH) 

• Final RPPR: Route all Final RPPRs to Michelle Wachter for approval and submission. 

• Final Invention Statement: Submit via Form HHS568 in eRA Commons. 

All Other Sponsors 

Please note: Many sponsors require invention or patent reporting. Review your award document for specific closeout requirements. 

 Federal Sponsors with Invention Closeout Requirements 

For guidance, visit the Center for Technology Transfer & Commercialization. 

The Record Retention and Destruction Policy can be found in Vanderbilt's University Policy Portal

Search for “record management policy” located in the Office of the General Counsel folder.