Closing Out an Award

Various activities are required by ORSP staff, the Department and the PI to close out a sponsored project or award. Some of these activities involve reporting obligations to the sponsor, financial reconciliations, forms and reports for the institution and account closeout tasks.

Award Audit & Record Retention

Under the legal terms of awards to the University, auditors have the right of access to all official University records associated with a project. The University is obligated to make such records are readily available for examination.

Because auditors may visit departments to review supporting documentation and interview personnel who have certified effort on projects, departments must maintain complete records. In addition, individuals who have completed their effort certification must be able to confirm that the effort is accurate as certified.

The PI must retain:

  • Scientific Records and Data
  • Animal and Human Subjects Materials

The department must retain:

  • Financial and Personnel Records

ORSP will retain:

  • Pending proposals for two years after the fiscal year in which they were submitted
  • Awarded proposals and award files for four years after the project closeout

 

Audit FAQ