Closeout is the final reconciliation and reporting of expenses and activities of a funded project. As the award recipient, the university has the responsibility and obligation to close and to submit necessary technical and final reports. Proper closeout of an award is also important for audit purposes.
As part of the closeout process notices are sent 90, 60 and 30 days prior to expiration to the PI, departmental administrator, department chair/director, and College Dean.
Projects typically reach final closed status within 12 months of the project end date.
Please see the University policy as well as the information below for complete process and timing guidelines for final expenditures, p-card purchases and/or adjustments for expenditures.
Closeout Overview
Closeout is the final reconciliation and reporting of expenses and activities for a funded project. Georgia Southern ensures compliance, reporting, and audit readiness during this critical stage.
Closing Out a Project
From technical reports to financial reconciliations, final invoices, and expenditure adjustments, closing out a project requires collaboration between the PI, Research Accountant, and RSF.
Closeout Responsibilities
The closeout process involves coordinated responsibilities for PIs, Research Accountants, departments, the RSF, and Business & Finance offices. Each plays a key role in ensuring projects close smoothly and in compliance with sponsor requirements.
Closeout Timing Guidelines
Project closeouts follow specific timelines with notifications at 90, 60, and 30 days before award expiration. These deadlines guide reporting, financial reconciliation, and administrative processes.
Final Closeout
The RSF and Research Accountant finalize project reconciliations, submit invoices, and confirm account closure. This marks the last phase of an award鈥檚 lifecycle.