Common Closeout Questions
The Principal Investigator (PI) is responsible for submitting only the annual and final technical reports to the Sponsor. However, the PI can also receive notices about all outstanding reports, and ultimately, it is the PI’s responsibility to ensure that all requirements of the award are met. If you have questions, email OCGcloseout@colorado.edu.
Monthly financial reports are used by the sponsor for planning purposes to ensure your spending rate is on schedule with the proposed budget and reflects activity throughout the period of performance.
A final financial report is submitted by a Campus Controller's Office (CCO) Area Accountant to summarize cumulative expenses per cost category and, in some instances, validate final payment from the sponsor.
Department Closeout Property Report
The Department Closeout Property Report is a form that is completed by the Principal Investigator and their department during the closeout of a sponsored award. The form contains details on the fixed assets acquired with award funds and a brief description of the intended use of the fixed assets in the future. The Department Closeout Property Report is listed on the Closeout Checklist in Boulder eRA as the “Project Property Report.” The form must be completed when a sponsor requires a final property report from CU Boulder and when standalone permanent equipment, fabrications, or deliverable equipment have been purchased with award funds.
No, the Department Closeout Property Report only needs to be submitted for awards ending in October 2015 or later, when a sponsor requires a final property report from CU Boulder and when standalone permanent equipment, fabrications, or deliverable equipment have been purchased with award funds.
The OCG Compliance team is working to update Boulder eRA award records to indicate whether the Department Closeout Property Report is required. For those records that have been updated, the “Required” box beneath Project Property Report on the Closeout Checklist is checked when this report is required. If the Department Closeout Property Report is required for your award, you will also receive an email notification along with a financial detail of the fixed assets expenditures on your award.
The Department Closeout Property Report is used by the OCG Property Officer to complete and submit the final property reports required by a sponsor. The information entered on the form of the cost, acquisition date, use and condition of fixed assets acquired with award funds must be disclosed to the sponsor. Completion of the Department Closeout Property report ensures that final reports to the sponsor are accurate and submitted on time.
Attach a detailed list of the residual unused supplies to the Department Closeout Property Report before submitting the report to OCG. The detailed list should include descriptions, quantities, and costs of the residual supplies. If you have questions on the level of detail required, contact firstname.lastname@example.org.
Check your notification from email@example.com for the specific due date of your Department Closeout Property Report. In general, the due date for the Department Closeout Property report will be thirty days prior to the sponsor’s deadline for the University to submit a final property report.