Close Out

Most sponsored projects require a final technical report summarizing the work done on the project and any scientifically or technically relevant results, findings, analysis, and/or assessments .

While technical reports are the responsibility of PIs, Sponsored Projects Pre-Award requests a copy of the report be kept on file in our central office. Copies of final reports should be sent to SPA via an award modification request in the Grants Portal. Your SPA representative can help you navigate this process. Find your SPA representative.

Some sponsored projects require a Final Invention Statement to disclose any patents or inventions discovered or developed during the life of the project.

A final invention statement sometimes also is required even when no inventions have occurred. Your SPA representative works with Innovation Gateway, UGA’s technology transfer arm, in order to complete and submit the Final Invention Statement. PIs are required to disclose any partial or completed inventions, discoveries, or other intellectual property to Innovation Gateway as soon as possible. You can reach them at 706-542-1404 or gateway@uga.edu.

At the conclusion of each sponsored project, UGA must meet required reporting and other closeout terms, which are specific to each project and may vary by project type and sponsor. The Reporting and Closeout Policy sets out the procedures that the PI and SPA must follow in providing a final report to the sponsor and completing other closeout requirements.

Some sponsored projects are paid on a cost reimbursable basis as expenses are incurred, and in those cases any balance of funds remaining at the project’s conclusion must be returned to the sponsor. However, other sponsored projects may be paid as fixed-price agreements such that UGA retains any excess funds – the residual balance – remaining at the end of the project. The Fixed Price Contracts – Residual Balance Policy sets out the procedures for transferring a residual balance from the sponsored project account to a residual balance account where those funds are no longer required to be spent on sponsored project costs.

Occasionally, a sponsor fails to pay the agreed amount for the work of a project. The Uncollectible Restricted Accounts Policy explains SPA’s process for sending a sponsor progressive overdue notices and attempting to collect payment before determining a sponsored project account to be uncollectible.

UGA uses the Grants Portal, an online system, to document if any final technical reports are due on a given project.

Information about technical report requirements can be found in the Grants Portal on the award workspace under the Deliverables tab. An overview of the Grants Portal and its functionality can be found here (link to slide show about portal). Please contact your SPA representative if you have any questions.