Responsibilities

• Principal Investigator (PI): Responsible for completing the scientific scope of work, submitting all required technical reports, ensuring all expenditures are appropriate and timely, and assisting with the resolution of any outstanding financial or administrative issues.
• Department/College: Responsible for assisting the PI with the final reconciliation of all project expenditures, ensuring all cost-sharing commitments are met and documented, and managing the closeout of any subawards.
• Office of Research & Innovation (ORI): Responsible for initiating the closeout process, providing guidance on sponsor requirements, reviewing and submitting required administrative reports (other than financial), and coordinating with the PI and Finance to ensure a timely closeout.
• Division of Finance & Administration: Responsible for preparing and submitting the final financial report to the sponsor, processing final payments, and officially closing the award account in KSU's financial system.

Enforcement

Failure to complete closeout activities in a timely manner can have serious consequences, including the sponsor's refusal to pay final invoices, disallowed costs that must be covered by the department, and damage to KSU's reputation, potentially jeopardizing future funding. Persistent non-compliance by a PI may result in restrictions on their ability to submit future proposals.

REFERENCES AND RELATED MATERIALS:

• Uniform Guidance, 2 CFR § 200.344, “Closeout”
• KSU Record Retention Policy
• KSU Principal Investigator Responsibilities Regulation

CONTACTS:

HISTORY: