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Procedures to Close Out an Award

Before the anticipated award end date, the Principal Investigator (PI) should refer to the award document to verify the reports that are to be submitted and the agency’s due date.

The Types of Close Out Reports

  • Final technical /progress – When preparing this report, the agency’s award number and/or title should be referenced on your cover page.
  • Final inventions reports – The form used for this report is agency specific (NIH form HHS 568, DOD DD Form 882, Report of Inventions and Subcontracts form, etc.). Review award terms and conditions to see specific requirements, and complete the form that applies to the award. Forward to SRA for signature and submission to the agency.
    • Note: This form is to be completed if no inventions were involved, you are to insert the word “None” in the applicable section of the form.
  • Agency-specific reports – NSF Project Outcomes, NASA Final Summary, etc.

Review award terms and conditions to see specific requirements that apply to the award.

The Submission of Reports  

After the end date of the award, the reports are due to the agency as follows:  

  • Federal – 90 days
  • Federal flow-through – 45-60 days as prime is due in 90 days
  • Non-Federal – terms and conditions (no less than 30 days)

Review award terms and conditions to see specific requirements that apply to the award.

The PI submits the technical/progress report to the agency and a copy to SRA.

  • Note: Reports are submitted to the agency through the applicable website; Research.gov, eRA Commons, etc., please refer to the award for the method of submission for your closeout reports.

Delinquent Reports:

If the reports are delinquent* you should take the following action:

  • File for an extension if available
  • Notify programmatic contact and SRA

 *Please note that the agency may impose penalties for delinquent reports.