The closeout of a project is the process by which the sponsor determines that all applicable administrative actions and all scientific work on the award have been completed. While closing out an award marks the fulfillment of certain obligations that the university has to the sponsor, certain obligations such as records retention, audit rights and patent rights survive the expiration and close out of an award. Projects are officially closed once the sponsor has received and approved all required reports in accordance with the award’s terms and conditions. Timely compliance with these requirements helps ensure continued funding eligibility and supports the University’s strong standing with sponsors, including maintaining an active Letter of Credit with federal agencies.
Other administrative offices may be involved in the close out process, including Extramural Fund Management (EFM), Technology Development Group (TDG), and Equipment Management.
Common Final Reports
- Technical
- Financial
- Equipment
- Patent/Invention
- Other sponsor-specific reports
Closeout Process
- The Office of Research Administration (ORA) sends a notification to alert Principal Investigators and department fund managers 90 days prior to fund expiration.
- Upon receipt of the 90 day notification, and depending on the specific sponsor, the Principal Investigator, with assistance from their department, should begin preparing the required closeout materials, which may include:
- Following Extramural Fund Management's (EFM's) Closeout Procedure. EFM will then prepare and submit the Final Financial Report.
- Preparing a Final Patent/Invention report and submitting to OCGA at closeouts@research.ucla.edu.
- Submitting the Final Technical Report and any other PI-submitted reports directly to the sponsor, following sponsor-specific guidelines and timelines.
- If the report is submitted by the Principal Investigator directly to the sponsor, a copy should be sent to closeouts@research.ucla.edu.
- If the sponsor requires submission by a Signing Official (SO), notify OCGA at closeouts@research.ucla.edu.
- OCGA will close out the award in PATS after all final reports have been submitted to the sponsor.
Common Sponsors
National Institutes of Health
The National Institutes of Health (NIH) require submission of the following closeout reports via eRA Commons no later than 120 days after the project end date. Failure to submit timely and accurate final reports may affect future funding.
- Final Federal Financial Report (FFR): Work with Extramural Fund Management (EFM) to prepare and submit the Final FFR at the end of a grant award.
- Final Research Performance Progress Report
- Final Invention Statement and Certification: Prepare and submit to OCGA with Closeout materials (closeouts@research.ucla.edu). OCGA will coordinate with the Technology Development Group (TDG) to confirm and submit. If there are discrepancies between what the Principal Investigator reports and what TDG has, then we may ask the PI to work directly with TDG
- Termination Notice: Required for Fellowships and Training grants.
- Required within 90 days of the fellow or trainee's appointment.
- Contact EFM for assistance with submitting a Termination Notice.
Learn more in the NIH GPS, on the NIH website, and on the eRA Commons website.
National Science Foundation
National Science Foundation (NSF) requires submission of the following closeout reports via Research.gov no later than 120 days after the end date of the NSF award:
- Federal Financial Report: Work with Extramural Fund Management (EFM) to prepare and submit the Final FFR at the end of a grant award.
- Final Annual Report: Required for all standard and continuing grants and cooperative agreements and fellowships
- Project Outcomes Report: Written for new and existing awards, specifically for the public, that provides insight into the outcomes of NSF-funded research.
Learn more in the NSF PAPPG and on the NSF website.
Department of Defense
The Department of Defense (DOD) requires submission of the following closeout reports in eBRAP no later than 120 days after the project end date. Failure to submit timely and accurate final reports may affect future funding.
- Federal Financial Report: Work with Extramural Fund Management (EFM) to prepare and submit the Final FFR at the end of a grant award.
- Final Technical Report: Prepared in accordance with the RPPR format and summarizing the entire research effort. Follow the instruction in the “Technical Report Instructional Guide” available under the Funding Opportunities & Forms tab on eBRAP.
- Final Invention and Patent Report: Must be uploaded concurrently with the Final Technical Report even if there are no inventions or patents to report. List all patent applications that were submitted during the award POP and include data that was acquired using funds from the CDMRP-funded project on the DD882 form. A blank DD882 form can be downloaded from the Funding Opportunities & Forms tab on eBRAP.
Learn more in the Guide for Funded Investigators available under the Funding Opportunities & Forms tab on eBRAP.