PIs receive an email notification 90 days prior to a fund’s end date. During these final months of the budget period, the PI should work with his/her grant specialist to finalize expenditures, document cost-sharing and submit any reports required under the terms and conditions of the award. Once a fund has ended, the research foundation typically has 90 days to finalize expenses and submit required reports to close the fund.

Expecting an additional year of funding?

If the award is not in the final budget period, your grant specialist will work with you to finalize costs, submit required financial reports, and carry forward any unobligated balances to the next budget period, if allowed by the sponsor agency. PIs are responsible for submitting required annual programmatic reports.

In the final year of the award and need additional time?

If the award is in its final budget period and additional time is needed to finalize the scope of work, it may be possible to request a no-cost extension to extend the end date of the award up to 12 months. This option is only available when permitted by the sponsor agency.

This type of request is solely intended to extend the time period of the award, not a request for additional funding and is generally referred to as a no-cost extension. An extension may only be requested to complete the scope of work of the project, not to utilize any unspent funding.

In order to initiate a no-cost extension, a justification must be written to address why the additional time is necessary, impediments to completing the project within the original time frame and how the additional time will be used to complete the scope of work. Some federal awards allow an initial 12 month extension; for others it may be necessary to formally request an extension from the sponsor.

Please work with your grant specialist (see the SRA/Grant Specialist Directory)
(Login with SDSU ID required). as early as possible prior to the current end date of your award.

Award is finalized and ready to be closed?

Your grant specialist (see the SRA/Grant Specialist Directory) (Login with SDSU ID required). will work with you in the final few months of the award to finalize expenses and prepare the award for closeout.

PIs are responsible for submitting final programmatic reports and deliverables in accordance with the format and due dates specified by the sponsor agency. Many sponsor agencies send email notifications to PIs with due dates for final reports. PIs can also find the list of reports due by bringing up the fund in PI Profile or by contacting their grant specialist.

Depending on the award terms and conditions, the following may be required:

1. Final technical/programmatic report: Reference your award agreement in PI Profile and/or sponsor guidelines to determine requirements and guidelines.
2. Final financial report: Your grant specialist will work with you to ensure all expenditures have posted and with SDSURF Finance and Accounting to ensure the report is accurate and submitted on time.
3. Equipment report: If equipment was purchased, fabricated, or furnished by the sponsor, a report outlining disposition or retention may be required.
4. Inventions/patents
5. Closeout/relinquishment of funding report.

There are specific procedures associated with the closeout of fixed price contacts. Please see the Fixed Price Closeout section of the Project Administration Guide or contact your grant specialist for additional information.

Please refer to the Project Administration Guide for information on fund closeout of other types of research foundation funds including Campus and Community Programs and Campanile Foundation funds.

*Please note: Discretionary funds (including most 9-ledger self-support activities), all gift funds, and research support funds are not transferable to other organizations or individuals. In the event a project director retires, transfers to another university or otherwise leaves SDSU or SDSURF, research support funds will revert to SDSURF. All other existing funds under the project director’s name will be reviewed on a case-by-case basis to determine reallocation.

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