The time during which the PI may incur obligations to carry out the work authorized under a sponsored award.

Principal Investigator (PI)

The individual with primary responsibility for the overall management and success of the sponsored project.

Sponsored Project

A research, training, public service, or other activity that receives funding from an external source through a grant, contract, or cooperative agreement.

PROCESS:

The closeout of a sponsored project is a collaborative effort. The timeline below outlines the key deadlines and actions required.

1. 90 Days Prior to Project End Date

The Office of Research & Innovation (ORI) will send an official notification to the PI and the relevant departmental administrator, reminding them of the upcoming project end date and initiating the closeout process.

2. 30–60 Days After Project End Date

The PI and their departmental administrator must complete all final project-related financial activities, including:

  • Ensuring all project costs have been incurred and posted to the project account.
  • Reconciling all expenditures and resolving any errors or unallowable charges.
  • Certifying that all cost-sharing commitments have been fulfilled and documented.
  • Finalizing all payments to subrecipients and vendors.

3. Submission of Final Reports (within Sponsor Deadlines)

All final reports must be submitted by the deadlines specified in the award agreement, which are typically 90 to 120 days after the project end date.

  • Final Technical/Performance Reports: The PI is responsible for preparing and submitting these reports directly to the sponsor, with a copy provided to ORI.
  • Final Financial Report (FFR): The Division of Finance & Administration, in collaboration with ORI, is responsible for preparing and submitting the official FFR to the sponsor.
  • Invention and Property Reports: The PI, with assistance from ORI, is responsible for submitting any required final reports on inventions or property acquired with project funds.

4. Final Award Closure

Once all reports have been submitted and all financial transactions are complete, the Division of Finance & Administration and ORI will formally close the award in KSU's systems and archive all records in accordance with the institutional record retention policy.