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Proposals & Award

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Close Out an Award

Close Out an Award

CLOSE OUT AN AWARD

At 90 days—-and again at 30 days—-prior to the end date for an award, OSP sends to the PI Pre-Termination messages notifying of the need to do the following:

  • Clear encumbrances
  • Finalize all relevant charges
  • Prepare final reports for which the P.I. is responsible
  • Final financial reports will be submitted by OSP, who will communicate with the P.I. if:
    • Accounts are in deficit, or
    • Unexpended funds remain
  • The P.I. will be responsible for preparing and submitting, as needed, the:
    • Technical report
    • Invention report
    • Property report
  • Funds remaining on fixed price awards may, if permissible, be transferred to residual accounts
  • All files and records must be retained for seven years (Georgia law)
  • All records and files must be maintained in auditable condition.

Pre-termination Notifications and Close-out Requirements

The PI has responsibility for the technical and fiscal management of a sponsored project, and ultimately the orderly project closeout. OSP provides notice of pending award termination at 90 and 30 days prior to termination.

Pre-Termination emails are sent from OSP 90 and 30 days prior to a project’s termination to remind PIs and department administrators of the need to review the project's financial activity, especially to clear encumbrances and finalize all relevant charges needed prior to project termination.

Actions that should be considered at this time include:

  • Requesting a no-cost extension if applicable (link to Research Portal)
  • Notifying subcontractors to submit final invoices
  • Initiating ePAFs for any necessary payroll adjustments
  • Initiating any necessary cost transfers

Adjustment Period

An “Adjustment Period” is provided after the expiration of an award for the purpose of ensuring all final accounts payable transactions, payroll, and other final adjusting entries that could not be processed previously, are posted to the General Ledger and available in Spectrum prior to preparing the Final Financial Report.

Expenses posted during this period must have been incurred prior to the award termination date.

The Adjustment Period begins the day after the award expiration date (the last day of the final budget period) and concludes one month before the month that the Award’s final financial report is due.  So an award that terms 30 September and requires submission of the final financial report 90 days post-term would have an adjustment period of 1 October to 30 November.

The Department Administrator must complete the following tasks during the Adjustment Period:

  • Review the G/L to ensure that all posted transactions are award related and accurate.
  • Ensure any P-Card transactions are authorized and acceptable. Address any erroneous postings viacost transfer.
  • Clear overdrafts and transfer expenses deemed unallowable.
  • Verify subrecipient balances are correct.
  • Confirm all required payroll adjustments requested via ePAFs have been posted in the G/L.
  • Verify cost sharing expenditures, if required, are properly coded and recorded in the GL
  • Accrue expected cost share expenses, if required, using the same procedure

Financial Close-out of Award

To ensure that proper close-out of sponsored awards complies with agency rules, the OSP Officers review all award and companion account expenditures and receipts, as well as all the payroll system records and ensure the accumulation of data necessary to provide an audit trail.

It is the responsibility of Georgia State to ensure that adequate provision is made for the auditing of accounting information and the accounting system that processes the accounting data. To this end, the university’s financial system stores five or more years of award accounting data on-line. OSP maintains hard copies of financial reports submitted to sponsoring agencies and archives related to budget and expenditure correspondence for a minimum of seven years or for longer periods if so specified by the sponsor. OSP has liaison responsibility for the coordination of all audits, audit responses, and requests for accounting information on sponsored awards from organizations outside the University.

Final Reports to Funder/Agency

Most sponsored projects require a number of reports at their conclusion. Usually, the PI/PD will need to submit a final technical report.

In addition to technical report(s), other reports may be required relating to inventions, equipment accountability, and fiscal data and voucher submissions. The latter two are the responsibility of the OSP, while the PI must prepare the first two, any of which may need to be submitted institutionally (by OSP).

All reports must meet sponsor deadlines for submission: Failure may affect the university’s ability to receive further awards—and in some cases to draw down funds for already received awards.

Remaining Funds

Any “funds” remaining on a cost-reimbursable award are not authorized for expenditure because funds have not actually been collected before they are invoiced.   And the final invoice will only seek reimbursement for actual expenses so, at full closeout, there will be no remaining funds on the account.

Funds remaining on a fixed price award must be spent within 120 days of the end of the project, after which the funds will be moved into a residual account established by the PI’s academic unit.  Generally, any residual should not exceed 10% of the total funded award, indicating the university’s compliance with its obligation to cost its proposals in a manner consistent with its accounting practices.  Residual balances may be subject to recovery of any university facilities and administrative costs not directly recovered in the original award budget.

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For general questions, comments, or suggestions, please contact:

Comfort Brownell, Assistant Vice President for Research, OSP
[email protected], 404-413-3550

Not sure who to contact? Email:
[email protected]

Pre-Award

Katie Pope, Director
[email protected], 404-413-3543

Post-Award

Kavitha Sivakumar, Director
[email protected], 404-413-3501

OSP Contacts

Pre-Award

Katie Pope, Director
[email protected], 404-413-3543

Tulani Murphy, Associate Director
[email protected], 404-413-3571

Timothy Gehret, Associate Director
[email protected], 404-413-3501

Casey Brinsfield, Sponsored Programs Specialist
[email protected], 404-413-3551

Alicia Chapman, Sponsored Programs Officer
[email protected], 404-413-5509

Kenya Parmes, Sponsored Programs Officer
[email protected], 404-413-3575

Tony Burnett, Research Financial Specialist
[email protected], 404-413-3564

Nikcole Moore, Sponsored Programs Officer
[email protected], 404-413-3633

Azjuri Aguebor, Sponsored Programs Officer
[email protected]

Lawrence Mkondya, Sponsored Programs Officer, Senior
[email protected], 404-413-3509

Joyce Wong, Sponsored Programs Officer, Senior
[email protected]

Kenya Kamara, Research Financial Officer
[email protected], 404-413-6675

Post-Award

Kavitha Sivakumar, Director
[email protected], 404-413-3501

Rita Alexander, Associate Director
[email protected], 404-413-3523

Jordan Wilks, Research Financial Officer, Senior
[email protected], 404-413-3634

Curtis Bonner, Research Financial Officer, Senior
[email protected], 404-413-3534

Yolanda Jenkins, Research Financial Officer
[email protected], 404-413-3533

Jennifer Wagnac, Research Financial Officer
[email protected], 404-413-3570

Rachel Cockrell, Research Financial Officer, Senior
[email protected], 404-413-3521

Kendria Swift, Research Financial Specialist, Senior
[email protected], 404-413-3519

Darius Evans, Research Financial Officer
[email protected], 404-413-6675

Jocelyn Peterson, Research Financial Officer, Senior
[email protected], 404-413-3520

Melinda Dixon, Research Financial Officer
[email protected], 404-413-3526

Joyce Wong, Sponsored Programs Officer, Senior
[email protected]

College, Institute & Center Contacts

College of Arts and Sciences

Not sure who to contact? [email protected]

Pre-Award

Post-Award

Perimeter College

School of Public Health

Not sure who to contact? [email protected]

  • Dr. Nancy Devino, Director, Office of Research & Sponsored Projects (ORSP)
    [email protected]    , 404-413-1480

Pre-Award

  • Monica Hollman, GCO III, Health Policy and Behavioral Sciences and Population Health Sciences
    [email protected], 404-413-9313

Post-Award

  • VACANT, GCO III, Health Policy and Behavioral Sciences
  • Traci Streeter-Sherrell, GCO III, Population Health Sciences
    [email protected], 404-413-1797

Mark Chaffin Center for Healthy Development

  • Juarndai Lei Gagnon, Director of Grants, Contracts & Finance
    [email protected], 404-413-1343
  • Katy Spinks, GCO |||, Pre-Award for all MCCHD except CLD state contracts; Post-Award (PCA, NSTRC)
    [email protected] 404-413-1493
  • VACANT, GCO II, Pre- and Post-Award for CLD state contracts
  • VACANT, GCO III, Post-Award for CLD state contracts

University-Level Research Centers 

Andrew Young School of Public Studies

Byrdine F. Lewis College of Nursing & Health Professions

  • FreSandra Blackburn (Pre- and Post-Award)
    [email protected], 404-413-1086
  • Kevette Woolfalk, Business Manager II (Pre- and Post-Award for Project Healthy Grandparents)
    [email protected], 404-413-1202

College of the Arts

College of Education and Human Development

  • Jaiwan Harris, Director, Office of Research & Sponsored Programs
    [email protected], 404-413-8453

Pre-Award

  • Mi’Yata Johnson-Foreman, Res. Associate II (Crim Ctr, Ctr Eval Res Services, CPS, EPS, Deans' office)
    [email protected], 404-413-8211
  • Stacy Ringo, GCO II (Adult Res. Literacy Ctr, After School Allstars, Learning Sciences, Child Dev Ctr, K&H, Urban Child Studies Ctr)
    [email protected], 404-413-8452
  • Jacqueline Ferrell, GCO II (ECE, CSD, MSE, Dean's office)
    [email protected], 404-413-8296

Post-Award

  • Shaila Philpot, GCO III (After School Allstars, Ctr Eval Res Services, Child Dev Ctr, CSD, MSE, Urban Child Studies Ctr)
    [email protected], 404-413-8096
  • Letitia Williams, GCO II (Dean's office, Crim Ctr, EPS, K&H, MSE)
    [email protected], 404-413-8092
  • Leigh Floyd, GCO II (Adult Res. Literacy Ctr, Learning Sciences)
    [email protected]
  • Autumn Eberhart, Fiscal Grants Specialist (Counseling and Psychological Services)
    [email protected]
  • Jamaal Madison, GCO I (ECE)
    [email protected]

College of Law

  • Mignon Jackson, College Finance Officer (Pre- and Post-Award)
    [email protected], 404-413-9096

Robinson College of Business

  • Laura Villo, Associate Director, Sponsored Research Development (Pre- and Post-Award)
    [email protected], 404-413-7353
  • Tameka Hudson, Business Manager, Institute for Insight
    [email protected], 404-413-7849

Institute for BioMedical Sciences

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