Closeout
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Most grant and contract agreements require interim and/or final reports, such as equipment, patent, financial and/or technical. Many of these reports are required to be submitted on an annual basis; however, some sponsors may require more frequent reporting. Final reports are required at the close of the award, usually within 30 to 120 days of the expiration of the period of performance.
It is important that all reporting responsibilities be fulfilled, as failure to do so may jeopardize future funding to the entire university. The Division of Sponsored Programs can assist in assessing reporting requirements and by coordinating report submission.
Technical reporting
The PI is responsible for preparing and submitting all technical reports.
| Associated document/form | Format is generally specified by the sponsor guidelines |
|---|---|
| Related VCU systems | RAMS-SPOT |
| Responsible VCU unit(s) | PI / Study staff / Division of Sponsored Programs |
Patent / invention reporting
Patent and/or invention reporting generally requires coordination between the PI, the Division of Sponsored Programs and Innovation Gateway.
| Associated document/form | Format is generally specified by the sponsor guidelines |
|---|---|
| Related VCU systems | RAMS-SPOT |
| Responsible VCU unit(s) | PI / Study staff / Division of Sponsored Programs / Innovation Gateway |
Financial reports
Grants and contracts accounting and effort reporting is responsible for preparation and submission of all financial reports.
| Related VCU systems | Banner (RamsVPN connection required to log in) |
|---|---|
| Responsible VCU unit(s) | PI / Study staff / Grants and contracts accounting and effort reporting |
Project closeout
Internal project closeout includes administrative closeout with the Division of Sponsored Programs and financial closeout with Grants and contracts accounting and effort reporting.
| VCU policy or compliance notice |
G&C post award financial administration - Extend, closeout or release a contract |
|---|---|
| Related VCU systems | |
| Responsible VCU unit(s) | PI / Study staff / Division of Sponsored Programs / Grants and contracts accounting and effort reporting |
Record retention
At Virginia Commonwealth University, records management is governed both by the state records management program, Public Records Act in the Code of Virginia and by VCU’s Records Management Policy.
| VCU policy or compliance notice | VCU’s Records Management policy VCU's Records Management guidelines |
|---|---|
| Responsible VCU unit(s) | All |