Project Account Closeout Procedures
As part of the closeout process, a Grant Administrator in ORA sends reminder notices to PIs 90, 60, and 30 days prior to expiration, (see Sample Notice of Contract Expiration Form) sends a closeout memo at expiration to the PI requesting contractual and financial information, (see Sample Closeout Form, Third Notice) works with Fiscal Services to prepare and send a final invoice to the Sponsor and works with the PIs and various Fiscal Service staff to fill out and mail closing documents required by the Sponsor.
The closeout form is sent at regular intervals to the PI and Department Head, if necessary, until all required information has been obtained. Please see Closeout Process for the complete process. A project is not considered completed and closed without all financial and contractual information being submitted and accepted by the Sponsor. A standard closeout should be accomplished within 90 days of the project expiration date.
Research payroll information is submitted to this office first for verification. The Graduate Research and Teaching Assistant Contract, (Adobe) then goes to Financial Aid for processing. Faculty "HRS" forms are submitted to Research Services, Budget and Human Resources by submitting the HRS form via e-mail to "hrsforms@mines.edu". After submission, the above three departments will process the form.
Moving expenses associated with a research account is performed in this office via a journal entry or salary reallocation. Both types of requests to move expenses should be requested using the Journal Entry/Salary Reallocation form found at this link. All columns need to be filled out, a reason provided for the move, date of the original expense, and signed by the authorized account owner. Auditors require backup to support where the original expense was charged. Please print a copy of FRS screen 23 or the page in FRS web or Banner Eprints where the original expense was charged, highlight the expense, staple to the form, and submit to ORA.
Staff Directory
Office of Research Administration
303.273.3910
125 Guggenheim Hall
1500 Illinois Street
Golden, CO 80401
Ralph Brown
Director of Research Administration
(303) 273-3538
ralph.brown@is.mines.edu
Michele Land
Contract Specialist
(303) 273-3405
michele.land@is.mines.edu
Sharon Dehmlow
Manager, Proposal Preparation
(303) 273-3411
sdehmlow@mines.edu
Karen Haines
Proposal Preparation Specialist
(303) 273-3910
khaines@mines.edu
Lisa Martinez-Conover
Grant Administrator
(303) 273-3912
lisa.martinez-conover@is.mines.edu
Deborah Rickaby
Grant Administrator
(303) 273-3429
debbie.rickaby@is.mines.edu
Susan Ballantyne
Grant Administrator
(303) 384-2186
susan.ballantyne
@is.mines.edu
Barbara Schneider
Grant Billing Administrator
(303) 273-3269
barbara.schneider
@is.mines.edu
Eleanor Maes
Consortium Manager
(303) 384-2185
eleanor.maes@is.mines.edu