16.1.2 Closeout Documents and Responsibilities
Reports required at the end of a project vary by the type of sponsored project and by sponsoring agency. Most federal sponsors will require financial, invention, and programmatic reports. Federal contracts may also require a property report, contractor’s release form, and a contractor’s assignment of refunds, rebates, and credits form. The following table lists the most common reports and the unit(s) responsible for their completion and submission.
Document Responsibility Table
| Document/Report Name |
PI/Unit Business Office |
Central Office (Pre-Award) |
Central Office (Post-Award) |
| Final Financial Report |
|
|
X |
| Final Payment Request/Invoice |
|
|
X |
| Collection of Outstanding Receivables |
|
|
X |
| Final Cost Sharing Certification |
X |
|
X |
| Property Report |
|
|
X |
| Contractor's Release, Refund, Rebates, and Credits |
|
|
X |
| Final Technical/Progress/Programmatic Report |
X |
X* |
X* |
| Final Invention Statement |
X |
X* |
X* |
| Final Patent Certification |
X |
X* |
X* |
* Please refer to the applicable university central office’s procedures relating to the submission of these documents when institutional signature is required.
First Published: January 2019 | Last Updated: March 2024 | Last Reviewed: March 2024