About 60 days before an award’s termination date, a Sponsored Programs Administration (SPA) staff member will email the Principal Investigator (PI) to initiate the award closure process.  

You’ll be asked to review all expenditures and encumbrances made to the award to ensure they have been made to the correct sponsored award, including but not limited to payroll expenses, equipment, travel, supplies, publication costs, tuition and recharges.  

At this stage, please also email final invoices to [email protected]. If there are any items that have been ordered and received but for which payment has not been made, please include authorization to pay any encumbrances in your email. 

Typically, the sponsor’s release of the final payment to the University is tied to the submission of the final technical report, or progress report, on your project. In this case, you must advise your financial reporter (the person responsible for invoicing the sponsor and submitting financial reports on your award) when you’ve submitted your final report. 

Once the final payment has been received from the sponsor and all required technical/progress reports have been submitted and noted in Oracle, the award will be closed in Oracle.  

Please contact your Grant Administrator with any questions related to the close-out of your award.