Expiration Notification Letter
An expiration notification e-mail is sent to the PI 30 to 60 days before the sponsored agreement expires. The PI should ensure the following actions were/will be taken:
- Review ledgers for appropriateness of expenditures
- Notify SPA of any anticipated expenditures that will not be reflected on the ledgers as of the expiration date
- Clear encumbrances, transactions “in progress,” and overdrafts
- Ensure all goods and services are received before the expiration date
- Process appropriate costing allocations to remove personnel from the grant
- Notify rendering departments of new grant(s)
- Verify that cost sharing requirements have been met
- Submit deliverables (e.g., final report) to sponsor
- If deliverables will not be submitted by the time stipulated in the agreement, notify SPA immediately
- Disclose any potential patent information to the University
- If the grant is still tentative, forward the fully executed agreement to the appropriate Sponsored Programs office.
If the sponsored agreement will be extended, the PI should indicate the new expiration date, attach a copy of the modification approving the extension or the letter requesting the extension, and return the form by e-mail to the SPA contact.