Go to https://researchportal.gsu.edu and log in with your Campus ID and Password and select the "Sign in" button:
In the left-side menu select "My Submissions":
In the "My Submissions" view, select the "Create a Submission" button:
In the popup, select "Close Out":
Then select the "Create Submission" button:
¶ Close Out Workflow
- Award Info Tab - Completed by Grants and Contracts Officer (GCO). (Status: Draft)
- Pre-Close Out Tab - Completed by GCO 3 - 6 months out from project end date. (Status: Draft)
- Close Out Tab - Completed by GCO at least 30 days before final financial report is due to sponsor. Submits and sent to PI (Status: Draft).
- PI/Compliance Info Tab - Completed by PI. Submits and sent to OSP. (Status: Pending - PI Action)
- Add’l Info Tab - Comments for communication and additional uploads
- Final Report/Invoice Tab - Completed by OSP Accountant (Status: Pending - OSP Action)
- Final Close Out Tab - Completed by OSP Accountant (Status: Pending - OSP Action)
¶ Award Info
To be completed by Grants and Contract Officer
Enter a Primary CON# to populate the fields.
Select the "Save and Continue" button to save and move to the next tab.
¶ Pre-Close Out
To be completed by Grants and Contracts Officer 3 - 6 months out from project end date.
The entered Primary CON# will populate all associated speedtype numbers and PIs.
Enter the Budget, Encumbrances, Direct Cost Balance and Indirect Cost Balance values.
Select the "Save and Continue" button to save and move to the next tab.
¶ Close Out
To be completed and routed by GCO at least 30 days before final financial report is due to sponsor
When complete with this tab, select the "Approve & Send to PI" button:
- Status updates to “Pending – PI Action”
- Email notification sent to PI requiring them to review the Close Out form and complete the "PI/Compliance Info" tab
¶ PI/Compliance Info
Completed and routed by PI
PI completes the steps below:
- PI reviews all data entered for accuracy in the Close Out form
- Verify they have completed and reviewed all data on the "PI/Compliance Info" tab by answering all questions.
- If the answer to the question "Has the final technical and/or other reports required for close out been sent to the sponsor per the terms and conditions of the award?" is "Yes", you must upload the report in the upload "Technical/Programmatic Reports" section.
- The PI can approve or return to the department for corrections
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To save and approve the form:
- Select the "Approve & Send to OSP" button
- Status updates to “Pending – OSP Action”
- Email notification is sent to OSP requiring them to complete the "Final Report/Invoice" and the "Final Close Out" tabs
-
If issues are found:
- Return the submission to the GCO by selecting the "Return to Dept" button
- In the pop-up, fill out the information requested from the department
- Status updates to “Returned to Department"
- The department will be notified of requested corrections
¶ Additional Info
- Upload Additional Documents
- Use the Comments section to communicate with other people working on this submission.
Select the "Save and Continue" button to save and move to the next tab.
¶ Final Report/Invoice
To be completed by OSP Accountant
Upload the Final Report here and complete the fields.
As each person approves, the approvals will show at the top of this section including name and date of approval:
- Approved by Department
- Approved by PI
- Approved by OSP
When complete, select the "Save and Continue" button to save and move to the "Final Close Out" tab.
¶ Final Close Out
To be completed by OSP Accountant after completing Final Report/Invoice
OSP reviews all tabs on the Close Out form and fills out "Final Close Out" tab.
To approve and complete:
- Select the "Complete" button.
- An email notification will be sent notifying PI, Department Contact, Department notification list, and Created By of approval
Once complete, all approvals will show in the Final Report/Invoice tab.
¶ View History/Export to PDF
Select the "History" button to see a running history whenever someone updates the form.
Select the "Export to PDF" button to export a PDF file.
Need more help? Please contact OSP directly or reach out to us at Research Solutions.