Understand the steps you need to take for the completion and closure of your research project. Follow the steps outlined below to ensure you meet the necessary requirements.
Once a research or innovation project has formally concluded, our Post-Award team will initiate the award closure process in MyFinance and Worktribe. As a first step, they will confirm with the Principal Investigator (PI) and department that:
- The final scientific report or equivalent has been submitted on time
- Any overspends, disallowed costs, or surpluses have been cleared and any open Purchase Orders have been closed
- Final payments have been received from the funder.
Check your funder's terms and conditions to ensure any requirements are completed within the required timescale. You can find your award and related contractual documents in the project 'documents' tab in Worktribe. Our Funder Golden Rules page also provides information on key terms and conditions for UCL major funders.
Project reports are also available in Axiom to assist researchers and departments with the financial management of awards. Visit our Financial Management page for further details.
Checklist for departments and researchers
The table below should be used by the PI and departmental research support staff to ensure closure tasks and deliverables are completed 3 months prior to the award end date.
Task | Who | Guidance links |
---|---|---|
All costs are appropriately charged to the project (to avoid any under/overspends) | PI and Department research support staff | Axiom |
All expense claims are processed and approved | PI and Department research support staff | |
Charged expenditure is eligible and justifiable to the funder. | PI and Department research support staff | Funder Golden Rules |
Written funder justifications/approval obtained for any unbudgeted expenditure. | PI and Department research support staff | Funder Golden Rules |
Equipment purchases finalised. | PI | |
Funder approval obtained for equipment purchases made near the grant end date. | PI and Department research support staff | |
Salary charges reviewed:
| PI and Post-Award | |
Notify partners/collaborators of final invoice date – to be clearly marked 'final' - liaising with Post-Award for any additional information needed (if required). | PI and Department research support staff | |
All outstanding purchase orders are valid and will be completed by the end of the award. | Department research support staff | Purchase Order Process |
Submit closure requests for purchase orders no longer required to the Accounts Payable team by emailing accountspayable@ucl.ac.uk | PI, Department research support staff, and Post-Award | Purchase Order Process |
Resolve award surplus and deficit balances (contact Post-Award for further advice). As per UCL's Financial Regulations, it will be the responsibility of the Head of Department (HoD) to meet the cost of any overspend out of departmental resources. | PI and Post-Award | |
PI to sign off Final Financial Statement (if applicable). Post-Award to provide copy of final statement for sign-off. | PI | |
Submit Final Scientific/Technical Reports. Refer to your funder's terms and conditions and award documentation for further information. If the scientific report includes financial data, contact Post-Award for support with providing the financial element. | PI | Award Services Contacts |
Final scientific reports
Funders may request a final scientific report. Please refer to your Funder's terms and conditions and award documentation for further information.
If the scientific report includes financial data please contact the Award Services Post-Award team for support with providing the financial element. Final payment is usually subject to receipt of the scientific report.
Early termination
If your project is at risk of early termination you should inform the Award Services Post-Award team immediately. Contract Services will review any contractual obligations and commitments in consultation with the PI, and negotiate a preferred solution with the funder.