Care New England Research

NCE and Close Out

Closeout is an important part of the lifecycle of an award. Preparation for closeout should begin well in advance of the project end date to ensure accurate financial forecasting and expense allocations. This also allows time for PIs to determine if requesting a no-cost extension is appropriate. Below you will find information on no-cost extensions and award close-out processes and responsibilities.

Requesting a No Cost Extension

(Federal, Industry, Foundation)

A no-cost extension extends the project period beyond the original project end date with no additional funding. A no-cost extension may be requested when:

The end of the project period is approaching, AND
There is a programmatic need to continue the research, AND

There are funds remaining to cover the extended effort

NCE doesn't have to be for a full 12 months, the requested NCE period should reflect the needs of the project.

Links from NIH

Training Videos

When to Use a No Cost Extension & When Not To

NCE for NIH Grants

Prior Approval Module Request NCE

Close Out

Award closeout is the final reconciliation of the expenses and activities of a project. This includes reviewing project expenses and resolving open commitments, collecting documents from sub-recipients and contractors, and preparing required final reports and deliverables. It marks the end of the agreement between the sponsor and recipient OU. It is up to the PI to understand sponsor closeout requirements and timelines outlined in the award/contract terms and conditions.

PI Responsibilities:

Ensure Scope of Work is completed
Comply with timelines for public access and clinicaltrials.gov reporting
Finalize expenditures within funding limitations/approve final financial reports
Collect/submit final invoices from subcontracts and contractors
Ensure all manual invoices have been submitted to sponsor (industry sponsored)
Complete effort certifications
Prepare and submit technical reports/final RPPRs
Reallocate personnel
Prepare invention statement

SPRA Responsibilities:

Review all project spending, notify PIs of overages or other outstanding issues
Complete and submit final financial reports to sponsor
Submit invention statement to the sponsor
Ensure the sponsor has been properly billed and revenue collected (other sponsored projects)
Close accounts/activities
Close open commitments
Trailing charges should post within 30 days of the end date

Sponsors often require the following during closeout:

Failure to submit closeout documents by the sponsor deadline can impact the collection of funds for the current project and receipt of future funding.

Financial Reports/Invoices
Scientific/Technical Reports
Milestone Deliverables
Invention Statements

NIH Closeout Resources

NIH Grants and Funding

eRA Training Videos

Research Performance Progress Report

FAQs

How should I budget during an NCE? For the remaining amount or the total project costs during the NCE period?

You should budget for the projected costs to complete the project during the NCE period.

Is there an effort requirement for PIs/Key Personnel during the NCE period?

Per the National Institute of Health, prior approval is not required for reductions in effort for senior/key personnel named in the NOA during a no-cost extension period. Exceptions to this include training awards and where specifically noted in funding terms and conditions.

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