Close Grant Account

Project Closing Options

As the project period comes to a close, ask yourself:

Project Closeouts

As your project nears completion, you should start planning ahead as to the various things necessary for the project's end. Who needs to be contacted? What reporting requirements are needed (Financial and Research or Project report)? Is a continuation needed, and what kinds of information are required to submit to the funder?

Closeout Requirements:

Note that Federal agencies require recipients to submit the SF-269 or SF-269A forms (original and no more than two copies) before 30 days after the end of each specified reporting period for quarterly and semi-annual reports, and 90 calendar days for annual and final reports. These forms can be found on the web site. Extensions of reporting due dates may be approved by the Federal agency upon request of the recipient. In the case of federal grants, see OMB Circular A-21 for Financial Status Reporting requirements.

Record Retention

The University retention policy for grants is six years plus current fiscal year after the grant has been closed. See Record Retention Policy.

Please note that the grant accountant will keep these files. Your grant officer may also keep a copy of these files in the Offices of Research and Corporate & Foundation Relations.

Account Closeout

The PI, Offices of Research and Corporate & Foundation Relations, and Accounting Department all have specific responsibilities with regard to closing out your grant.

PI Responsibilities

Offices of Research or Corporate & Foundation Relations


Accounting Department


Adjustments and Continuing Responsibilities

It is important to consider the stewardship of a donor post-award. Keeping them apprised of your research progress can have an affect on future awards made to your project or to the University.

In the case of federal awards, a relationship created may be modified or ended in whole or in part with the consent of the awarding agency and the recipient, provided the responsibilities of the recipient do not affect any of the following:

Intellectual Property

Creative works or ideas embodied in a form that can be shared or can enable others to recreate, emulate, or manufacture them are considered by the University as "Intellectual Property." There are four ways to protect intellectual property: patents, trademarks, copyrights or trade secrets. Reference: United States Patent and Trademark Office, Glossary of Terms.

Contact the Office of Research to explore the possibility of developing such a document executed between or among collaborating institutions that sets forth the rights and responsibilities of each institution pertaining to the intellectual property that may be created during the term of the collaboration. The University's legal counsel is likely to be involved as well.

An Intellectual Property Agreement will address the rights associated with intellectual property that are created jointly by the collaborating researchers as well as intellectual property created independently by each.

Invention Disclosure

To the extent practical and at the earliest possible time, the inventor (PI) should discuss with the Office of Research, with reasonable specificity, the preferred utility and possible applicability of the invention and the nature of the industry that might be in the position to make beneficial use of the invention.

This will enable all parties to begin discussion with a patent attorney, so as to perform a proper patentability search, evaluate the search, and to be prepared and ready to pursue the patent application.

Any discovery or invention must be disclosed promptly to the Provost by means of an Invention Disclosure Form, available in the Provost's Office. After this form is submitted, the University or its designate will make an evaluation in order to decide whether to apply for a patent. The University will notify the inventor in writing in a timely manner of its final decision. If it fails to do so within six months of receiving a properly executed disclosure, or if it decides not to pursue a patent application, the invention will become the property of the inventor subject to the rights of any outside sponsor, if applicable.

Technology Transfer

Technology transfer is the process of exchanging or sharing knowledge, skills, processes, or technologies across different organizations to facilitate new products, processes, applications, materials or services. (Reference: National Science Foundation, Research and Development Glossary).

The PI must receive approval from the Office of Research before transferring University technologies to the market to generate benefits for the University, the community and the general public.

This process can cover: