Project Close Out is an administrative process that is handled by a Contracting Specialist assigned to the Contracting Support Division within the Office of Sponsored Programs. The requirements for project closeout are established by contractual provisions and/or agency regulations. The Contracting Specialist will ensure that all required closeout documents are submitted to the sponsor (i.e. final invoice, disclosures on patents and inventions, property, and security).
This policy applies to all Georgia Tech faculty and staff members.
| 3.1 Closeout Procedures | |
|---|---|
| Process |
30 days prior to end of performance date – Auto-generated e-mail sent to PI and department notifying PI that project expires in 30 days 1. PI notifies CO if extension will be requested 30 days after end of performance date – Auto-generated e-mail sent to PI stating project has passed its end of performance Project is closed by Contracting Specialist |
| Reporting Requirements |
1. PI responds to close out notice stating if there are inventions or discoveries associated with project 2. PI completes all deliverables for the project 3. Final Invoice/Financial Papers are completed by G&C Accounting or GTRI Accounting 4. Property Report is prepared by Property Dept 5. Classified Material Certificate is prepared by Security Department |
| Subagreements | Closeout Documents flow down from the main project |
| Termination of Project | Project is terminated when all obligations to the sponsor have been fulfilled |
| Questions? | Contact the Contracting Specialist or Closeout Manager overseeing the project close out. |
4.1. Principal Investigator
The PI is responsible for informing the Contracting Specialist and OSP, if an extension will be requested, if there are any inventions or discoveries associated with the project, and for completing all deliverables for the project
4.2. OSP Contracting Specialist
The Contracting Specialist is responsible for ensuring that all required closeout documents are submitted to the sponsor (i.e. final invoice, disclosures on patents and inventions, property, and security).
| Revision Date | Author | Description |
|---|---|---|
| 1-2-2014 | OSP | Rev 1.0 |