University of Hawaiʻi
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Closeout Roles & Responsibilities

All parties need to work collaboratively in the closeout process.  Refer to AP 12.412 section C for the responsibilities of the various parties.  Responsibilities include, but are not limited to :

Principal Investigator (PI)

  • Ensures compliance with award terms (for example, adherence to approved budgets and project due dates)
  • Completes all required reports such as technical, invention and cost sharing reports
  • Collaborates with Fiscal Administrator to resolve fiscal matters
  • Determines if a project extension is necessary

Fiscal Administrator (FA)

  • Assists PI in ensuring all project costs are allowable, allocable and reasonable and posted in a timely manner to the Kuali Financial System (KFS)
  • Works with PI to confirm final expenditures for project account
  • Verifies that encumbrances and suspense items are cleared
  • Provides approval to process final invoice or report
  • Provides detailed schedules or back up documentation, if required by sponsor

Dean or Director

  • Ensures that PI and FA carry out their closeout duties
  • Assists PI in securing alternative funding if deficits or disallowances occur

ORS Responsibilities

  • Issues courtesy reminder notices to PI and FA (sent out via “Closeout Notice Mailbox”)
  • Submits financial reports to the sponsor and coordinates and/or endorses other report submissions
  • Informs dean/director if closeout problems arise
  • Pursues accounts receivable collections