Office of Research Administration


1500 Illinois Street


Golden, CO 80401-1887



June 8, 2015


To: Deans, Department Heads and Center Directors,


From: Ralph L. Brown, Director of Research Administration


Re: Streamlining Grant Closeout Process


In order to respond to increased enforcement of the federal regulations requiring closeout of grants within 90 days
and prudent management of sponsored research projects, ORA has initiated the following process to streamline
the grant closeout process:


A. Upon the expiration of a grant if a grant has a $500 or less total cost deficit, the deficit will automatically
be moved first to the PI’s research development (RD) fund. If the PI does not have available RD funds,
then the deficit would be moved in order of priority with consultation of the appropriate fund manager to:

1. Appropriate gift fund.
2. Center or department fund.
3. College funds.

B. After two notices after expiration of a grant, if a response has not been received from the PI, a deficit of
any amount will be moved to the PI’s RD fund. If the PI does not have an available RD fund, then the
deficit would be moved in order of priority with consultation of the appropriate fund manager to:

1. Appropriate gift fund
2. Center or department fund
3. College funds.