The Principal Investigator is responsible for writing interim program/progress reports by the due date indicated by the sponsor in the award document. Reports containing any financial information must be reviewed and submitted by the Controller's office. Copies of these reports will be retained by SP and the Controller's office. If assistance is needed, contact SP office at least one week (or as soon as possible) prior to the due date.
The Controller's office must approve and submit all financial reports to the sponsor.
Upon termination of the project, the PI is responsible for writing the final Technical Report due to the sponsor within the time frame specified. Failure to submit this report in a timely manner could jeopardize future funding by the sponsor. A copy of the Final Report should be submitted to SP.
Many sponsors require that other administrative reports are submitted to officially closeout an award. SP, in conjunction with the Controller's office, is responsible for submission of these reports. Each project needs to complete the Grant and Contract Closeout Form (17kB).
Sponsored activities administered under the terms and conditions of a grant or contract agreement normally requires retention of records for three (3) years from the expiration date of the agreement except as otherwise stated therein. This time period is measured from the final project ending date extended by any amendments or modification.
If the University’s period for retaining records is less than the required period of a grant or contract, it is the responsibility of the department to retain pertinent documentation on individual projects. Specific contract or grant regulations should be followed if the requirement is more than 3 years.
SP is responsible for retaining (1) the official contract files, including the original award and any amendments, required sponsor approvals, and subcontracts; and (2) the official accounting records, including financial transactions, reports, and invoices. In the event that any litigation, claim, or audit is started before the end of the specified retention period, the documentation must be retained until all issues have been resolved.
According to OMB Circular A-110, "Financial records, supporting documents, statistical records, and all other records pertinent to an award shall be retained for a period of three years from the date of submission of the final expenditure report, or, for awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, as authorized by the Federal awarding agency." There are a few exceptions to this requirement, which are noted in the Circular. Retention requirements may be different for non-Federal grants. Upon a grant's official close-out, the PI, SP, and Controller's office should meet to examine the grant's record retention requirements and note when the retention period ends.
At the end of the retention period, records should be purged from physical and electronic files. For further direction and guidance regarding record retention, call the SP office.