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.
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
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
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.
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.
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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Administrator Resources
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
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 of Arts and Sciences
Not sure who to contact? [email protected]
- Saturday Sam, Director
[email protected], 404-413-5486
Pre-Award
- Erika Mennard, Assistant Director
[email protected], 404-413-5258 - Pamela Stitt, Grants & Contracts Officer ||
[email protected], 404-413-6214 - Patricia Shaw, Grants & Contracts Officer ||
[email protected] - Tanvi Kulkarni, Grants & Contracts Officer ||
[email protected]
Post-Award
- Stacey Harrell, Assistant Director
[email protected], 404-413-5608 - Margie Pye, Grants & Contracts Officer I
[email protected] - Keia Barnes, Grants & Contracts Officer II
[email protected] - Anita Rittendale, Grants & Contracts Officer II
[email protected], 404-413-5550 - Wanda Page, Grants & Contracts Officer III
[email protected], 404-413-5021 - Marie Jarra, Grants & Contracts Officer III
[email protected], 404-413-5021 - Angela Stover, Grants & Contracts Officer III
[email protected], 404-413-5021
Perimeter College
- Glenn Pfeifer, Res. Development Specialist
[email protected], 678-891-2528 - Mary Elizabeth Boucebci, GCO II (Pre-Award)
[email protected], 678-891-2526 - Len Conner, GCO II (Post-Award)
[email protected], 678-891-2529 - Felicia Clayton, Business Manager
[email protected], 678-891-2377
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
- Kay Gilstrap, Director
[email protected], 404-413-6638 - LaToya Brown, GCO III
[email protected] - Kristesha Harris, GCO III
[email protected] - Dara Jones, GCO III
[email protected], 404-413-3577 - Jo-Ann Lawrence, GCO III
[email protected], 404-413-6416 - Roshaine Elliott, Project Coordinator
[email protected] - Izaura Garrison, GCO III
Center for Behavioral Neuroscience, Pre-Award
[email protected], 404-413-6631
Andrew Young School of Public Studies
- Dean's Office
Denise Jenkins, Assistant Dean for Finance, [email protected], 404-413-0006
Kemoy Briscoe-Morris, [email protected] - Criminal Justice & Criminology, Cybersecurity
Kemoy Briscoe-Morris, [email protected] - Economics, Experimental Economics
Cara Dominick, [email protected] - Georgia Policy Labs
Bailey Watts (Post-Award), [email protected] - Health Policy Center
Annette Pope (Pre-Award), [email protected], 404-413-0304
Cindy Clark (Post-Award), [email protected], 404-413-0303 - Public Finance Research Cluster (Int'l Center for Public Policy, Fiscal Research Center, Ctr for State & Local Finance)
Gautam Bose, [email protected]
Paul Benson, [email protected], 404-413-0235 - Public Mgmt & Policy
Elsa Gebremedhin, [email protected], 404-413-0115 - Social Work
Cara Dominick, [email protected]
Cheryl King, [email protected], 404-413-1051
Pamela Sharpe, [email protected], 404-413-1172 - Urban Studies Institute
Anjeza Begoli, [email protected]
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
- Kelly Williams, Film Media, Theater
[email protected] - Thomas McConnell, School of Music
[email protected] - Candiss Addison, Art & Design
[email protected]
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
- David Freydkin, GCO III (Pre- and Post-Award)
[email protected] - Cynthia Willingham, GCO III (Pre- and Post-Award)
[email protected] - Nancy Feng, GCO III (Pre-Award)
[email protected]