At the conclusion of a sponsored agreement, the terms of the award generally
require that a written final technical or progress report and a report of
expenditures be submitted to the sponsor within a specified period of time. These
reports are generally viewed as the University’s fundamental obligation to the
sponsor. For private grants and contracts, refer to the agency terms and conditions for
appropriate reporting requirements. For Federal awards, Circular A-110 lists the
following requirements:
Technical - Unless otherwise indicated, “final performance reports are
due 90 calendar days after the expiration or termination of the award."
When required, performance reports shall generally contain, for each
award, brief information on each of the following. The PI is responsible
for preparing and submitting the report. A dated copy of the report or letter of
transmittal should be sent to SPA to provide audit verification that the report was filed.
Financial - The Financial Status Report is prepared by the accounting division
of SPA. The person preparing the report consults with the appropriate administrator regarding
any outstanding charges, unliquidated obligations, etc. The report is sent to the PI for
review prior to submission to the Federal Awarding Agency.
Inventions - The grantee (University) must submit a Final
Invention Report or Statement and Certification, whether or not an
invention(s) results from work under the grant. The final invention report
or statement/certification must be signed by the PI and an
authorized institutional official. The report must list all inventions that were conceived or
first actually reduced to practice during the course of work under the
project, from the original effective date of support through the date of
expiration or termination, whether or not previously reported. If there were
no inventions, the statement should indicate "None." The PI is responsible
for generating this report and it should be processed through SPA for
signature.
Property - The University must account for any real or personal property
acquired with the use of federal funds. A report is prepared using agency
forms identifying the equipment purchased, acquisition cost, make, model
number, serial number, WSU inventory number, and condition. If the terms
of the award do not automatically give title to the University, a letter is
sent to the agency requesting transfer of title to the University.
Steps Required to Closeout Projects (A-110 Closeout Procedures):
(a) Recipients (i.e. the University) shall submit, within 90 calendar days
after the date of completion of the award, all financial, performance, and
other reports as required by the terms and conditions of the award. The Federal
awarding agency may approve extensions when requested by the recipient.
(b) Unless the Federal awarding agency authorizes an extension, a
recipient shall liquidate all obligations incurred under the award not later
than 90 calendar days after the funding period or the date of completion
as specified in the terms and conditions of the award or in agency
implementing instructions.
(c) The Federal awarding agency shall make prompt payments to a
recipient for allowable reimbursable costs under the award being closed
out.
(d) The recipient shall promptly refund any balances of unobligated cash
that the Federal awarding agency has advanced or paid and that is not
authorized to be retained by the recipient for use in other projects.
(e) When authorized by the terms and conditions of the award, the
Federal awarding agency shall make a settlement for any upward or
downward adjustments to the Federal share of costs after closeout reports
are received.
(f) The recipient shall account for any real and personal property acquired
with Federal funds or received from the Federal Government in
accordance with Sections ___.31 through ___.37 (A-110).
(g) In the event a final audit has not been performed prior to the closeout
of an award, the Federal awarding agency shall retain the right to recover
an appropriate amount after fully considering the recommendations on
disallowed costs resulting from the final audit.
