Particular attention should be paid to payroll documents to ensure all persons working on the project are transferred to other funding sources. Federal projects must be closed out in 60 days. To enable timely reporting of expenses to sponsoring agencies, all documents to charge or to correct charges to sponsored projects must be received in the Office of Grants and Contracts Administration within thirty days after the expiration date of the project. This is to ensure that inaccurate financial reports are not submitted to sponsoring agencies. Generally, all materials and supplies must be received and services rendered prior to the expiration date of a project.
Most projects require the submission of a technical report.
Failure to submit this report may result in penalties to the University to include non-payment. Inventories are required at the close of contracts and some grants. Usually, equipment purchased on grants becomes the property of UTSA and will be inventoried with other division equipment annually. However, if the equipment becomes surplus to the needs of the division or is no longer being used for federal projects the Office of Grants and Contracts Administration should be notified. These reports provide a listing of inventions or new technology resulting from the project.