16.1.1 University Central Office Responsibilities

Sponsored program closeout is the shared responsibility of principal investigator (PI), unit business office or department administrator, and central offices. Collectively they are responsible for the closeout of expired awards no later than 120 days after the project end date.

The University of Illinois System’s pre-award and post-award offices at each university are an integral part of the closeout process. These central offices are responsible for the following:

• Signing and/or submitting all documents and forms that require institutional certification.
• Inspecting select cost items for allowability, and notifying PI and/or unit business office of appropriate action to take.
• Confirming with PI and unit business that all expenses are final.
• Submitting financial report to the sponsor, based on final expenditures.
• Submitting final invoice to the sponsor, if applicable.
• Preparing final cash draw, if necessary.
• Disposing of unexpended cash balance, per award terms and conditions, and university policy.
• Processing final project budget and general ledger closing entries.
• Receiving confirmation from PI and unit business office that all deliverables for which they are responsible have been met.
• Setting termination dates in the financial systems to close award.

First Published: March 2021 | Last Updated: March 2024 | Last Reviewed: March 2024