Research Administration > EFM > Closeout Deadlines

Deadlines

 

Closeout packets (COPs) must be submitted to EFM by the deadlines indicated below to ensure cost recovery for sponsored projects and to maintain compliance with sponsor requirements. The chart below assists in determining deadlines for submitting COPs to EFM, in addition to key deadlines for communication with EFM. 

 

Final due date to the sponsor Closeout packet due date to EFM EFM analysis due date to the department
(Note 1)
Department confirmation due date to EFM
(Note 1)
Examples

60 days or more after fund end date (See example #1 & #2)

30 days prior to sponsor deadline within 15 days after COP due date within 7 days after receipt of EFM's analysis

When the final is due to the sponsor 90 days after the fund end date:

- COP is due to EFM: by 60 days after the fund end date
- EFM analysis will be completed during 61–75 days after the fund end date
- Department confirmation due date will fall within 68–82 days
- EFM prepares and submit the final prior to the sponsor due date

45-59 days after fund end date (See example #3)

1/2 of time between fund end date and sponsor due date within 10 days after COP due date within 7 days after receipt of EFM's analysis When the final is due to the sponsor 45 days after the fund end date:
- COP is due to EFM: by 23 days after the fund end date
- EFM analysis will be completed during 24–33 days after the fund end date
- Department confirmation due date will fall within 31–40 days
- EFM prepares and submit the final prior to the sponsor due date

30-44 days after fund end date (See example #4)

1/2 of time between fund end date and sponsor due date within 1/3 of the time between COP due date and sponsor due date within 1/3 of the time between COP due date and sponsor due date after receipt of EFM's analysis When the final is due to the sponsor 30 days after the fund end date:
- COP is due to EFM: by 15 days after the fund end date
- EFM analysis will be completed during 16–20 days after the fund end date
- Department confirmation due date will fall within 21–25 days
- EFM prepares and submit the final prior to the sponsor due date

Fewer than 30 days  after fund end date

- Contact EFM accountant upon receipt of the first fund expiration notice, which is sent 90 days prior to the fund expiration and coordinate with EFM to plan financial closeout of the fund.
- In cases where EFM is not contacted 90 days prior to the fund expiration, EFM will contact the department to establish the due date for the closeout packet 30 days prior to the  sponsor due date.
- COP reminders will be sent 15 days prior to the COP due date to EFM for all cases

A COP reminder is sent 15 days prkor to the COP due date for all cases. 

Note 1: These due dates are applicable only when the requested information is not provided to EFM timely, or when the COP is not submitted by the deadline. For more detailed process, refer to the step 4. in the procedure for "Financial Closeout of Sponsored Projects".

 

 

Example #1 - When the final is due 60 days or more after fund end date

 

When an accurate and complete COP is received by the deadline, EFM will begin reviewing the COP to prepare the final. EFM may request additional information as needed.

 

When the COP is not submitted by the deadline or when EFM cannot conduct a meaningful review because the COP is missing information and/or materially inaccurate the following deadlines will apply.

 

Fund End Date: June 30
Final due date to Sponsor: 90 days; September 28

  PDF download

  

Example #1 - When the final is due 60 days or more after fund end date 

 

 

Example #2 - When the final is due 60 days or more after fund end date

 

When an accurate and complete COP is received by the deadline, EFM will begin reviewing the COP to prepare the final. EFM may request additional information as needed.

 

When the COP is not submitted by the deadline or when EFM cannot conduct a meaningful review because the COP is missing information and/or materially inaccurate the following deadlines will apply. 

 

Fund End Date: June 30
Final due date to Sponsor:
60 days; August 29

  PDF download

 

Example #2 - When the final is due 60 days or more after fund end date 

 

 

Example #3 - When the final is due 45-59 days after fund end date

 

When an accurate and complete COP is received by the deadline, EFM will begin reviewing the COP to prepare the final. EFM may request additional information as needed.

 

When the COP is not submitted by the deadline or when EFM cannot conduct a meaningful review because the COP is missing information and/or materially inaccurate the following deadlines will apply.

 

Fund End Date: June 30
Final due date to Sponsor: 45 days; August 14

 PDF download

 

Example #3 - When the final is due 45-59 days after fund end date

 

 

Example #4 - When the final is due 30-44 days after fund end date

 

When an accurate and complete COP is received by the deadline, EFM will begin reviewing the COP to prepare the final. EFM may request additional information as needed.

 

When the COP is not submitted by the deadline or when EFM cannot conduct a meaningful review because the COP is missing information and/or materially inaccurate the following deadlines will apply.

 

Fund End Date: June 30
Final due date to Sponsor: 30 days; July 30

  PDF download

 

Example #4 - When the final is due 30-44 days after fund end date