Published: June 21, 2018

Beginning in July, Principal Investigators (PIs) and Department Research Administrators will receive a monthly notification that serves as a courtesy reminder for awards that are approaching their end date within 30, 60 or 90 days. These notices help trigger the process for PIs and departments to begin preparations to closeout an award. The notices provide information regarding key considerations when an award is ending including links and reminders for:

  • No Cost Extension Requests
  • Financial Closeout Assistance
  • Non-Financial Closeout Requirements
  • Closeout Tool and other resources

Monthly Notification Timing

All awards that may be ending within the 30, 60 or 90-day window are combined into one report automatically and sent the second business day after the monthly financial close. The monthly financial close occurs on the second business day of each month with the exception of July. In July, there are multiple closings for fiscal year end, and therefore, the July monthly notifications will be sent after the first close in July.

It is important to understand that these notifications are a static snapshot of what is in the system on the date of the notice. There may be funding increments, modifications or no cost extensions pending that are not reflected on the date the notice generates.

Easy-to-Scan Notices

The notifications separate out awards ending within the 30, 60 or 90-day windows for ease of differentiation, and information is customized to provide different fields for PIs and Department Research Administrators.

For PIs

PIs receive the following information for all awards ending within these timeframes:

  • Award start and end dates
  • Sponsor
  • SpeedType
  • Award Number
  • Proposal Number
  • Budget

For Department Research Administrators

The notices sent to Department Research Administrators include a list of all SpeedTypes ending within the 30, 60 or 90-day window for their org code but contain additional information to assist departments with the financial closeout including:

  • Award start and end dates
  • Proposal Number
  • Award Code
  • PI Name
  • SpeedTypes
  • Org Code
  • Sponsor
  • Budget
  • Actuals + Encumbrances

Questions and Assistance

The Office of Contracts and Grants is here to assist our PIs and Department Research Administrators. The OCG Directory provides contact information for OCG staff assigned to your department. This includes Grant and Contract Officers that can assist with no cost extensions and modifications. For non-financial closeout requirements email