Research and Sponsored Projects Manual (RSP)

RSP 509–01 Table

Ninety calendar days before the agency/org’s obligated end date (if earlier than the project’s anticipated end date), the principal investigator (PI) determines if an additional budget increment extending the budget period will be forthcoming for the agency/org. If yes, and

1. the increment is received prior to the agency/org's obligated end date, then process HRIS payroll updates through the new obligated end date as necessary
2. the increment is in pending status prior to the agency/org's obligated end date, then process the Request to Establish an At-Risk Account Memorandum or the Request for University Prior Approval within University Prior Approval Systems (UPAS) to extend obligated end date and ensure continued availability of agency/org funds.

If no, and additional time is needed to complete the project, then prepare a no-cost extension request if permitted under the terms of the sponsored project. Submit the request to the Office for Research and Sponsored Projects Administration at least 60 calendar days before the scheduled termination date (or sooner, depending on the agency's regulations)

If no, and additional time is not needed to complete the project, then

1. Process equipment requisitions at least 90 calendar days before the termination date.
2. Process supply requisitions at least 60 calendar days before the termination date.
3. Schedule the writing and reproduction of any final technical reports.
4. Plan for the termination of personnel or consider alternate funding source (see RSP 300, "Proposal").
5. Reconcile account, clear any encumbrances and complete any required transfers at least 30 days in advance of the due date for the final financial report submittal.

The Grant and Contract accountant (GCA):

1. Sends the Sponsored Project Period Ending Notification to the principal investigator 60 calendar days before the agency/org’s obligated end date.
2. Review all post-termination charges and preaward costs for appropriateness.
3. Coordinates the submission of property/inventory reports, invention disclosures, financial reports, and final billings. All reports will be submitted as soon as possible after project termination, but no later than the sponsor’s required due date.
4. Closes the agency/org in the ASU Financial and Sponsored data warehouses with assistance from other ORSPA units and principal investigator/department as needed.

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