Purpose

To establish guidelines and responsibilities for the timely and compliant closeout of sponsored programs at Rensselaer Polytechnic Institute (RPI), ensuring all contractual, financial, and reporting obligations are fulfilled.

Policy Statement

RPI is committed to the responsible stewardship of sponsored program funds and the fulfillment of all obligations to sponsors. Sponsored programs must be closed out in accordance with sponsor requirements, institutional policies, and applicable regulations. The closeout process shall begin no later than ninety (90) days prior to the project end date to ensure all activities are completed within required timeframes.

If a closeout is due to a Principal Investigator’s move to another university during the course of an award, refer to RPI’s [to be developed] Transfer Procedure and, if appropriate, Capital Equipment Procedures (Capital Asset Transfer).

Responsibilities

The closeout process involves coordination of responsibilities among the principal investigator (PI), business administrators (BA) and Office of Research Administration & Finance (RAF).

Principal Investigator (PI)

• Ensure all project activities are completed by the project end date and reported to the sponsor;
• Submit all required technical reports and deliverables to the sponsor by project due dates;

• Return the Grant Closeout Certification Memo to RAF within thirty (30) days of receipt, which includes:

  • Reviewing financial records for accuracy and completeness and ;
  • Ensuring all expenditures are allowable, allocable, and reasonable; and
  • Confirming that all technical reports have been sent to the sponsor.

Business Administrator (BA)

• Support the PI in the closeout process;

• Return the Grant Closeout Certification Memo to RAF within thirty (30) days of receipt, which includes.

  • Reviewing financial records and reconciling discrepancies;
  • Ensuring all financial transactions are processed before the closeout deadline; and
  • Confirming that all technical reports have been sent to the sponsor.

Research Administration & Finance (RAF)

• Send a “Closeout Notification” ninety (90) days prior to project end date. Sixty (60) and thirty (30) day notices may be sent as needed.

• Send Grant Closeout Certification Memo to both the PI and BA approximately thirty (30) days after the project end date.

• Monitor the closeout process to ensure compliance with sponsor requirements;

• Review and submit final financial reports to the sponsor;

• Maintain financial records of closed sponsored programs; and
• Prepare and submit required patent/invention and equipment/property reports
• Issue final invoices and collect outstanding payments; and
• Close financial accounts associated with the sponsored program.

Non-Compliance

Failure to comply with this policy may result in:

• Financial penalties or disallowed costs;
• Negative impacts on future funding opportunities;
• Damage to institutional reputation with sponsors; and/or
• Administrative action against responsible parties.

Policy Owner: 

Office of Research Finance and Administration

Effective Date: February 1, 2013

Last Full Review: April 10, 2025

Contact: Research Finance 

Phone: (518) 276-6196