Closeout Requests Submitted Before January 1, 2026
Departments do not need to submit a Closeout Form or create a Universal Request (UR) ticket for closeout requests received before January 1, 2026, as long as all closeout requirements have been fully met. If EMF determines that any required elements are incomplete or missing during review, the department will be asked to complete a Closeout Form and submit a UR ticket before the closeout process can proceed.
Award Closeout Overview (Oracle/PPM)
This guidance explains UC Riverside’s standards and procedures for financial award closeout in Oracle/PPM (Project Portfolio Management), including the use of the Award Closeout Certification Form. It applies to all extramural awards and is relevant to Principal Investigators (PIs), departmental administrators, and central administrative offices. This process applies only to financial closeout in Oracle/PPM and does not replace Kuali award closeout requirements.
Key Responsibilities
Principal Investigator (PI) – Ensures project deliverables are met and certifies that project-related financial activity is appropriate, complete, and compliant with sponsor and University requirements.
Department/Unit Administrator – Performs detailed financial review and reconciliation, ensures expenses are allowable and properly recorded, clears deficits and encumbrances, and prepares supporting documentation for closeout.
Department Manager (FOM/FAO) – Reviews and approves departmental financial activity, confirms reconciliation and compliance, and ensures the award is ready for financial closeout submission.
Extramural Funds (EMF) – Performs final institutional review, verifies compliance with sponsor and UC policy, and completes final financial closeout actions in Oracle/PPM.
Conditions for Financial Closeout
- The award has ended.
- All expenditures are allowable, allocable, and reasonable per sponsor and Federal/UC policy.
- All unallowable costs have been removed or transferred appropriately.
- All deficits have been identified and resolved or transferred in accordance with UC policy (including by budget category).
- All encumbrances and commitments have been cleared (including payroll commitments).
- GL and PPM actuals are reconciled and variances resolved. GL detail and Inception-to-Date reports show clear reconciliation and are uploaded with the form (e.g., GL Looker data, ITD report, etc.).
- Payroll certification has been completed, if applicable.
- Cost share commitments have been fulfilled, documented, and certified by the PI, if applicable.
- All subrecipient final invoices, reports, and closeout requirements have been received, reviewed, and approved.
- Program income (including STIP), if applicable, has been reported, reconciled, and applied in accordance with sponsor requirements.
- All project deliverables have been completed, submitted, and accepted by the sponsor, if applicable.
- All supporting documentation is retained and available for audit in accordance with UC record retention requirements.
Steps at Award Closeout
- At award completion, the PI and departmental administrator review financial activity to confirm all expenditures are allowable, allocable, and reasonable per sponsor and Federal/UC policy.
- The department administrator reconciles GL and PPM actuals and resolves all variances.
- The department administrator ensures all encumbrances and commitments have been cleared.
- The department administrator ensures reporting and project deliverables have been completed.
- Submit the Award Closeout Certification Form and documentation via the Finance and Administration Support portal:
- Select Request Help → Contracts & Grants
- In the Short Description field, enter: “Award Closeout: K0XXXXX”
- EMF Review – EMF verifies sponsor payments, required financial reporting, and that residual balances and deficits have been resolved in accordance with UC policy. If appropriate, EMF approves financial closeout in Oracle/PPM.