Frequently Accessed Pages
Effort Commitments and Payroll Certification
RAMP - Frequently Asked Questions (FAQ)
No-Cost Extension Request Procedures
Extramural Support Policies and Procedures
Research Education Development (RED)
Award Statistics FY25
Total Awards
$2092M
Federal Awards
$1007M
Non-Federal Awards
$1085M
Research Expenditures
5th (FY24)
Award Closeout
Page Updated: September 4, 2026
**Please note that this webpage includes important updates to the closeout process which take effect October 1, 2026.**
Overview
RSP supports research administrators and Principal Investigators (PIs) in the Colleges/Schools/Divisions (C/S/D) in meeting the financial reporting requirements of sponsored projects. At the end of the award, this includes ensuring that reporting is in accordance with sponsor terms and that final financial reports and invoices are submitted according to sponsor timelines.
During award closeout, RSP accountants use a risk-based approach that leverages financial system reporting, established approval workflows, and collaboration with campus. This approach enables timely closeout while focusing review efforts based on risk.
The guidance below outlines the timelines, responsibilities, and processes that support compliant and efficient award closeout. This closeout process is designed to:
- Enhance financial stewardship
- Ensure compliance with sponsor requirements
- Submit final financial reports according to sponsor timelines
- Minimize suspense transfers
- Mitigate late cost transfers
Below is a graphic summarizing the closeout process.
Guidance for Campus Research Administrators
Financial management and award closeout are shared responsibilities. Below is a table of roles and actions organized by C/S/D research administrator, PI, and RSP accountant.
| Role | Actions |
|---|---|
| C/S/D Research Administrator |
|
| PI |
|
| RSP Accountant |
|
Expense Review and Cost Transfers
Financial review is required throughout the life of the award, and costs should be transferred as needed during the lifecycle of the award and immediately following the end date. RSP accountants provide expense review documentation to campus no later than 60 days after the award end date for awards with a standard 120-day closeout schedule. The timelines described in the graphic above are designed to ensure final reports and invoices are submitted by sponsor-required due dates. For shorter closeout schedules, please work closely with your RSP accountant. A C/S/D final review checklist is available for C/S/D (see Resources section below).
RSP accountants follow established closeout timelines. Computational emails are sent by RSP to identify Suspense that require departmental action before final reporting. RSP accountants send two computational emails and one third computational email prior to initiating suspense transfers. Suspense accounts are utilized after three notifications have been sent. RSP accountants will engage the C/S/D Deans’ offices regarding which non-sponsored account to utilize according to the sequence described below.
| Email/Step | Timing | Action |
|---|---|---|
| 1st Computational Email | Initial notification | Sent to notify the department research admin of charges requiring review and action. |
| 2nd Computational Email | 10 calendar days after the first computational email | Reminder notice. The corresponding Dean's Office is copied on the email. |
| 3rd Computational Email | 10 calendar days after the second computational email | Final notice. The corresponding Dean's Office is copied and asked to confirm the suspense account to be used. A non-sponsored account may be substituted at the Deans Offices’ request. |
| Suspense Transfer | 5 calendar days after the Third Computational Email | RSP processes suspense transfers for any unallowable charges. |
For PAAs required for closeout, RSP will engage Dean’s offices as needed for escalation.
Manual Journals and Accounting Adjustments
RSP accountants enter journals to support the management and closeout of awards. RSP-initiated journals include:
- Residual balance transfers
- Third party cost share (subaward and non-subaward)
- Unrecovered F&A as cost share
- Sponsor-to-sponsor cost share (infrequent)
- Program income
- F&A adjustments
- Suspense transfers for non-salary costs if necessary
Campus research administrators initiate non-salary cost transfers and payroll accounting adjustments (PAAs).
RSP Review
Workday is a process-based system, and transactions flow through a series of approvals prior to posting to an award. Review and scrutiny are required at each step in the approval process. Final expense review is performed based on exception and risk. RSP accountants conduct a targeted review focused on exceptions and risk indicators identified via available system reporting and tools. The exception-based review includes the following Workday reports and tools:
- Award Budget to Actuals for Award Header (UW) report
- Potentially Unallowable Expenses (UW) report
- High Risk Transactions (UW) report
- Awards with Cost Share (UW) report
- Find Accounting Adjustments and Find Journals
- F&A rate review
Subaward Closeout
Subaward contracts follow the terms of the prime sponsor and incorporate language requiring final invoices no later than 60 days after the subaward end date for awards. Automated emails are sent to sub-awardees on the end date of the award as a reminder for final invoice submission. These emails copy the C/S/D grant management specialists and UW departmental contacts.
RSP accountants follow up with the Outgoing Subawards Team and campus as needed to ensure payment of subaward final invoices. Delay in sub-awardee submission and approval of final subaward invoices will result in delays in award closeout.
Resources
- Allowable Direct Costs on Sponsored Projects
- Workday Award Statuses
- List of commonly disallowed charges for C/S/D to review
- Membership expenses
- Charges from third-party distributors (e.g., Amazon, eBay, Etsy, Menards)
- Computing devices purchased within last 90 days of award
- AppleCare service
- Office supplies
- Equipment and travel expenses requiring prior approval by sponsor
- Travel expenses for staff who are not paid from award
- Unbudgeted travel
- Unplanned conference expenses
- Catering and event expenses on participant support cost funds
C/S/D should review the following transactions for your award(s) and ensure that backup documentation and approvals are retained. If justification and approvals are not available, please transfer to a non-appropriated funding source prior to closeout.
- Residual Balance Accounts - If an award permits the University to retain unspent funds, a residual balance form must be completed to close out the project.
- PI & Award Transfers - General steps include:
- Review policies which may vary by sponsor.
- Review the PI's full portfolio of awards.
- Non-sponsored awards may not leave UW-Madison.
- Sometimes awards need to be terminated at UW-Madison.
- Some awards may move to the PI's new institution.
- In some cases, a change in PI will be needed.
- Contact your divisional office and Post-Award Accountant.
- Policy UW-4016: Financial Responsibility for Uncollectible Costs on Extramural Projects
Checklists
Email Templates
If you have award closeout questions, please contact your RSP accountant. If you have questions or feedback regarding this webpage, please contact postaward@rsp.wisc.edu.