• Review of the Award: Ninety (90) days before the project end date, the PostAward Specialist will review the project in UT Share to confirm whether an extension has been granted.
• Closeout Notification: The PI will receive a 90-day closeout email, which includes:
  • A formal notification of project expiration.
  • Updated financial balances with any flagged concerns.
  • A summary of required reports and their due dates.
• Who Receives the Notification: The email is sent to the PI, PostAward Director, and the PI’s department.
• Action Items for the PI:
  • Review project expenses to ensure all allowable and allocable charges are recorded.
  • Process any outstanding expenses efficiently.
  • If there are discrepancies in financial data, contact Grant Accounting at gca@uta.edu.
  • If a NCE is needed, reply to the email to initiate the request.
  • Ensure any required progress reports are submitted on time.

• Final SPA Analysis: The month following the project’s end date, the PostAward Specialist sends the final SPA analysis.
• PI Action Items:
  • Review budget and expenses
    1. Ensure all allocable expenses have been charged to the project.
    2. Request corrections in a timely manner.
    3. No new expenses can be charged to the project after the project ends.
  • Review listed reporting requirements
    1. Understand what reports are due, who submits, and how.
    2. Begin preparing final reports to ensure submission in a timely manner.
    3. Contact PostAward with any questions or concerns.
    4. CC’ PostAward on all final report submissions or forward a copy to our office.

Closeout email and Reporting Requirements: The PI will be contacted prior to report due dates to confirm the submission of all required reports and to verify if any inventions were conceived during the course of the project.

• Commonly Required Reports:
  • Final Report- Generally submitted directly by PI.
  • Outcomes Report- Generally submitted directly by PI.
  • Technical Report- Generally submitted directly by PI.
  • Patent/Invention Report- Report information provided by I&C, confirmed by PI, and initiated and submitted by PostAward.
  • Property Report- Report information provided by asset management, confirmed by PI, and initiated and submitted by PostAward.
  • Subaward Recipient Release Forms- handled by PostAward.
  • Financial reports- initiated and submitted by GCA.
• Deadlines:
  • For 120-day closeouts, the final closeout request email will be sent at least 30 days before the due date.
  • For other awards, the email will be sent at least two weeks before the report due date.
• Reports Submission:
  • Most technical reports are submitted directly by The PI to the funding agency. In these cases, please CC’ PostAward on the email submission or forward a copy of the email submission with report for our documentation.
  • Reports submitted electronically (e.g., via ERA Commons, CGMS, Proposal central) will need to be drafted by the PI then submitted to PostAward in a timely manner to allow review and final submission.
  • Non-technical and non-financial reports (e.g., property, patent, revenue sharing reports) will be facilitated by PostAward.
  • Reports requiring Administrative Official (AO) signatures (e.g., RPPRs, CPRIT, and Welch Foundation reports) will need to be drafted by the PI, then submitted to PostAward in a timely manner to allow review and final submission.

When a sponsored project is terminated—whether due to a Stop Work Order, early termination by the sponsor, or other administrative decisions—it is essential to follow a structured process to ensure compliance, minimize financial risk, and complete all required closeout activities.

Immediate Notification and Response

• Notify OGCS Immediately
  Upon receipt of a termination notice or Stop Work Order, the PI or department must immediately forward the documentation to PostAward (OGCS).
• PostAward Responsibilities
  • Notify internal stakeholders (GCA, department, etc.).
  • Notify external parties, including subrecipients, to cease work and submit final invoices.
  • Provide guidance on allowable final charges and closeout procedures.
• PI/Department Responsibilities
  • Cease all new work and expenditures on the project.
  • Ensure no new obligations are incurred beyond the termination date.
  • Notify PostAward if the PI intends to appeal the termination decision.

2. PostAward Actions

Once termination is confirmed:

• PostAward will update project end dates in UT Share.
• Issue a formal termination email to the PI, department, and GCA.
• Provide a Non-Cancellable Expense Spreadsheetfor tracking.
• Coordinate with PI to:
  • Identify and document non-cancellable obligations.
  • Submit required final reports (non-financial, property, patent, etc.).

3. PI and Department Responsibilities

The PI and department administrators must:

• Review and Reconcile
  • Ensure all allocable and allowable expenses are charged to the project.
  • Liquidate any pending obligations before the final invoice is submitted.
  • Communicate with GCA to ensure any final obligations not yet reflected in UT Share are included in the final draw.
  • Work with PostAward to identify all non-cancellable expenses
• Personnel Management
  • Coordinate with TCE to identify alternative funding for personnel supported by the project.
  • Submit necessary HR actions for reassignment or termination.
• Closeout Reporting
  • Submit all required non-financial closeout reports.
  • Work with PostAward on property and patent reporting.

Non-cancellable expenses are legally binding obligations that cannot be terminated without incurring cost. These must be carefully documented and justified for inclusion in the final invoice.

Personnel-Related Non-Cancellable Costs

• Tenure/Tenure-Track Faculty
  • Must have had effort appropriately charged during the Period of Performance (POP).
  • Appointments revert to the home department post-termination.
  • Note: Summer pay is not considered non-cancellable.
• Postdoctoral Researchers, Faculty, or Staff (100% Supported)
  • If no alternative funding is identified by the department, TCE will issue a RIF (Reduction in Force) notice.
  • Salary and fringe benefits for up to 60 calendar dayspost-notice are considered non-cancellable.
• Graduate Research Assistants (GRAs)
  • Non-cancellable expenses include salary, fringe, and STEM fees through the end of the academic term or the end of their encumbrance—whichever is earlier.

Other Non-Cancellable Costs

• Purchase Orders
  • Orders that cannot be canceled or that incur cancellation fees.
• Subawards
  • Subrecipient obligations already incurred.
• Service Contracts
  • Contracts that include penalties for early termination.
• Travel and Conference Costs
  • Non-refundable travel bookings or registration fees.

Reporting Non-Cancellable Expenses

The PI and department must:

• Identify and Document
  • Compile a detailed report of all non-cancellable commitments.
• Submit to PostAward
  • Include:
    1. A summary of the financial impact.
    2. Supporting documentation (e.g., contracts, HR records).
    3. Any recommendations for mitigating costs.
• PostAward Review
  • PostAward will review and approve the report before forwarding to GCA for inclusion in the final invoice/draw.