NIH Award Closeout

In pursuit of strengthened fiscal oversight, all Department of Health and Human Services (HHS) operating divisions including the National Institutes of Health (NIH) have implemented more stringent closeout requirements.

  • Impact at Northwestern
    • All awards with end dates after 9/30/14 are subject to strict closeout policies and unilateral closeout by NIH at the lowest reported amount on record. Penalties for late or missing closeout reports include removal of authorities such as carryforward and Streamlined Noncompeting Award Process (SNAP), suspension or termination of other Northwestern awards, and delay or withholding of other Northwestern award funding.
    • All trailing expenses must be posted in the financial system early, 30-45 days after the end date, to allow time for Accounting Services for Research and Sponsored Programs (ASRSP) review, draw and report. 
    • For new NIH grants (all issued as subaccounts since 9/1/13), NU will not have access to draw funds 90 days after the award end date. Federal Award Closeout Deadlines.
    • Individual award expenditure rates will be monitored by agencies. Expenses must be posted in a timely manner throughout the award lifecycle.
    • Certify Effort and reconcile with payroll/salary plan timely to prevent late cost transfers journals.
    •  Timely budget reconciliation will be very important to avoid a potential loss of funding.
    • Communication with Grant and Contract Financial Administrators will be key to successful closeout.