Closeout

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. OSP can assist in assessing reporting requirements and by coordinating report submission.

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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 / OSP

Patent and/or invention reporting generally requires coordination between the PI, OSP 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 / OSP / Innovation Gateway

Grants & Contracts Accounting is responsible for preparation and submission of all financial reports.

Related VCU Systems Banner
Responsible VCU Unit(s) PI / Study Staff / Grants & Contracts Accounting

Internal project closeout includes administrative closeout with OSP and financial closeout with Grants & Contracts Accounting.

Associated Document/Form
VCU Policy or Compliance Notice
Related VCU Systems
Responsible VCU Unit(s) PI / Study Staff / OSP / Grants & Contracts Accounting

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
Responsible VCU Unit(s) All