1. Award Closeout Checklist Discussion
May 11, 2017 (Evanston) and May 24, 2017 (Chicago)
Discussion Panel Evanston
Deb Cundiff, McCormick School of Engineering
Elizabette Rischall, Accounting Services for Research and Sponsored Programs
Hillary Sparks, McCormick School of Engineering
Discussion Panel Chicago
Katherine Mustea, Accounting Services for Research and Sponsored Programs
Lauren Ellis, Neurological Surgery - Feinberg School of Medicine

2. Agenda Introduction Managing Project Closeout Effectively
Department Closeout Checklist

3. Prepare for a Successful Award Closeout: Internal Controls – Checks and Balances
Multi-level reviewers/approvers - each role has responsibilities for Checks and Balances
Know what you are submitting/approving/certifying
It can be charged there, but should it be?
Administrator PI
Dept.
Dean
School
Post Award
Accounting Services
Payroll
A/P
Central

4. The Crucial Role of the Department Administrator
Communicate with Faculty
Enter Transactions
in Financial System
Department Staff
Reconcile
Accounts
Approve Transactions
Collect & Save
Documentation

5. Managing Project Closeout Effectively (see handout)
During the life of the award: Procedures should be in place to evaluate and monitor expenses to prevent audit problems at closing, such as
Purchase order evaluation and approvals
Consultant Payments and Sub-recipient Monitoring
Monthly Reconciliation
Effort Reporting completion
In addition closely review:
Travel Reimbursements
Visa Fees
Equipment Purchases
Procurement Card Purchases
Computer Purchases
Cost Transfers
Overdrafts
90 days prior to end date:
Notice of Pending Award Closeout should be sent to the PI
Create a Final Spending Plan
Ongoing costs:
Tuition and Payroll review; determine future funding sources
Work with IACUC and IRB to transfer protocols
Ensure cost sharing commitments have been met
Verify that all expenses are allowable, especially those posted within last three months of the award
30 days prior to award end date:
Final Expense Review- timing? Is 30-day prior best time? See handout of the Allowability Matrix
Notify internal service centers, core and shared facilities to stop using project
Review open encumbrances and pending expenses
Resolve outstanding effort-related issues
After project end date:
Verify that all encumbrances have cleared and all expenses have posted
Confirm FINAL subcontract invoices are received
Request PI certifications on Budget Statement and Program Income form
Prepare Financial report (typically central office)
Verify that PI has submitted final technical report to the sponsor, along with any other required reports (invention report, patent report etc.)
Submit the report before the due date of the report (typically central office)

6. Department Closeout Checklist - Discussion