Closeout Memo, Third Notice
MEMORANDUM
Third Notice
Project Has EXPIRED
It is NOT possible to extend this project
TO: Dr.
Dept.
FROM: Ralph Brown, Director
Office of Research Administration
SUBJECT: Notice of Contract Expiration
DATE:
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Your research project CSM Project #4-4XXXX expired on xx/xx/xxxx. In order to initiate the project closeout, please mark and complete the items below which are applicable. In order for ORA to close this project in a timely manner, the completion and return of this form to the Office of Research Administration within two weeks of the above date is greatly appreciated.
These requirements are stipulated by State and Federal rules and regulations.
Budget: $X,XXX.XX Total Cost Sharing: $X,XXX.XX
Expenditures: $X,XXX.XX Spent: $X,XXX.XX
Encumbrances: $X,XXX.XX Available: $X,XXX.XX
Balance Available: $X,XXX.XX
If budget amount above is incorrect, please contact your Grant Administrator.
If the expenditure or encumbrance amounts are incorrect, or if you would like an estimate of projected expenditures through the end of the contract based on salary commitments, etc., please contact your Grant Administrator.
Please note: A project is not considered closed until all financial and contractual data has been submitted and accepted by the sponsoring agency.
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MEMORANDUM
TO: Dr.
Dept.
FROM: Ralph Brown, Director
Office of Research Administration
SUBJECT: Closeout of CSM Project 4-4XXXX
DATE:
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Your research project cited above expired on xx/xx/xxxx. In order to initiate the project closeout, please mark and complete the items below which are applicable. In order for ORA to close this project in a timely manner, the completion and return of this form to the Office of Research Administration within two weeks of the above date is greatly appreciated.
Please note: A project is not considered closed until all financial and contractual data has been submitted and accepted by the sponsoring agency. These requirements are stipulated by State and Federal rules and regulations.
SECTION 1: CONTRACTUAL STATUS
Please check and/or provide the following information:
YES NO N/A
A. ___ ___ ____ An extension has been requested of the Sponsor through __________. If yes, stop here and return this form to ORS. If no, please continue.
B. ___ ___ ____ I have submitted all deliverables as specified in the contractual agreement. If yes, and if applicable, please attach a copy of the transmittal letter and the cover page of the final report. If no, please indicate the expected date of submittal for the deliverables: ___________________________.
C. ___ ___ ____ Were there any inventions, patents, royalties, or subcontracts associated with this project? If yes, please explain (if more space is required, please use the back of this form). _________________________________________________________________
_________________________________________________________________.
D. ___ ___ ____ Was equipment purchased on the contract? If yes, and the sponsor retains title to the equipment, please check the following that are applicable: The condition of the equipment is:
___ (1) Functional and being utilized.
___ (2) Functional and not being utilized.
___ (3) Non-functional.
___ ___ ____ Some or all of the equipment was returned to the sponsor on the following date: _______________.
If yes, please identify the pieces which were returned (if more space is required, please use the back of this form). _________________________________________________________________
_________________________________________________________________.
___ ___ ____ The equipment is being used on another Federal project. If yes, please identify the CSM Project Number _____________.
___ ___ ____ I wish to request title to the equipment be transferred to CSM.
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SECTION 2: FINANCIAL STATUS
Please review the memo at the following link: Memo
If, after clicking on the above link, your browser screen is white, click refresh to get the browser to display the document. If you are still unable to open the document, see the note below or contact your grant administrator .
NOTE: To open the file, the Adobe Acrobat Reader Ver. 6.0 or above is required. You can download it at the following link: Download Adobe Acrobat Reader .
Please note: Any changes made during the current month may not be reflected in the following table until the the end of the month. If you have any questions regarding this matter, please contact Lisa Martinez-Conover at 273-3912.
I authorize the following actions be taken to close out this project:
YES NO N/A
A. ___ ___ ____ My account is overdrawn. Please transfer the lump sum deficit to discretionary account # ______________. If you do not have a discretionary account, please indicate this and one will be opened for you: _______________________.
B. ___ ___ ____ My contract is Cost Reimbursable and has money remaining. Please close short of budget.
C. ___ ___ ____ Please delete my outstanding encumbrance(s). If no, please transfer them to account # _______________.
D. ___ ___ ____ There is in-kind/donated Cost Sharing associated with this project, and I have sent a Cost Share report to my Sponsor. If YES, please provide a copy of the documented Cost Share report to Lisa Martinez-Conover. If NO, please work with ORA to submit with closing documents.
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SIGNATURE OF PRINCIPAL INVESTIGATOR: ________________________________
DATE: ________________________
If you have any questions regarding any of the information stated above, please contact Lisa Martinez-Conover at 273-3912.
cc: Dept. Head
Staff Directory
Office of Research Administration
303.273.3910
130 Guggenheim Hall
1500 Illinois Street
Golden, CO 80401-1887
Ralph Brown
Director of Research Administration
(303) 273-3538
rabrown@mines.edu
Michele Land
Preaward/Contracts Manager
(303) 273-3405
mland@mines.edu
Johanna Eagan
Contracts & Research Compliance Administrator
(303) 384-2589
jeagan@mines.edu
Sharon Dehmlow
Proposal Manager
(303) 273-3411
sdehmlow@mines.edu
Roberta Lott
Proposal and Subcontracts Administrator
(303) 384-2569
rlott@mines.edu
Karen Haines
Proposal Analyst
(303) 273-3910
khaines@mines.edu
Deborah Rickaby
Post Award Manager
(303) 273-3429
drickaby@mines.edu
Lisa Martinez-Conover
Grant Administrator
(303) 273-3912
lconover@mines.edu
Christina Reveles
Grant Administrator
(303) 384-2293
creveles@mines.edu
Monica Hensen
Grant Administrator
(303) 384-2186
mhensen@mines.edu
Barbara Schneider
Grant Billing Administrator
(303) 273-3269
bschneid@mines.edu
Eleanor Maes
Consortium Manager
(303) 384-2185
emaes@mines.edu