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Close, Extend or Transfer a Project

Close a Project

Your contract manager or grants specialist will contact you before the scheduled termination date of your project. Funding agency requirements and the needs of investigators vary, so the notice will detail the specific activities required for closing the project. Typically, federal sponsors require:

• Final Progress Report: Submit your final progress report (in the format required by the sponsor) to your contract manager or grants specialist, who will forward the report to the sponsor and place a copy in the Foundation's award file. If the sponsor does not specify a format for this report, you can use this one.
• Financial Status Reports: If required, the Finance Department will send the prepared documents to the sponsor.
• Equipment Acquisitions: If required, the Asset Management Department will send the prepared documents to the sponsor.
• Patents and Inventions: If required, the Contracting Department or Office of Sponsored Programs (OSP) will send the prepared documents to you for your review and approval before sending them to the sponsor.

If your project was funded by a private entity, unexpended funds will be administered as stipulated in the agreement with the sponsor. For fixed-price agreements, unexpended direct cost funds will be transferred to an HJF multiple source/private account, called an "M" account. This account can hold unrestricted funds from multiple private sources.

Your contract manager or grants specialist monitors the progress of your project and, upon its completion, with your consent, will initiate the transfer of the remaining direct cost balance to your new "M" account. You will receive a letter from the Finance Department stating your balance and new "M" account number. A simplified accounting report detailing expenditures, receipts and remaining balances will be available to you monthly. If F&A costs were not charged upon initial receipt of the contract or grant, they will be subtracted from the amount placed in the "M" account, as these types of accounts contain only direct costs.

"M" account funds may be used for the following:

• Education and training honoraria;
• Personnel; and
• Equipment and office supplies.

Equipment Ownership

Unless otherwise stated in the award document, equipment purchased under an award remains the property of the sponsor during the life of the project. Once your project expires, HJF submits to the sponsor an inventory of equipment purchased under your award and requests ownership. If the sponsor declines the request, the equipment is returned to the sponsor. If the sponsor agrees, the equipment becomes the property of the Foundation. HJF will then issue a Proffer of Gift to your institution. Once the gift has been accepted, HJF will relinquish all ownership rights to the property and the equipment will become the property of your institution.

Employees

Employees working on a terminating project may be transferred to another of your research projects, if appropriate, or the employee may apply for other positions within the Foundation. In some cases, it is necessary to terminate their employment. Whenever possible, the Foundation will give the employee a minimum of 30 days notice, but will try to give 60 days notice.

In some circumstances, you may give employees whose employment must be terminated at the end of your project severance pay. This pay is charged directly against your contract or grant. Contact Human Resources for specific guidance on severance payments.

As soon as you know that employment will have to be terminated, complete and submit a Personnel Action form (HJF #220) for each employee concerned. On the form, note the effective termination date. The Human Resources Department will issue a termination letter to the employee.

Extend a Project

If you require additional time to complete your project and there are sufficient funds remaining in your budget, you may request a "no-cost extension." Please note that most sponsors require a detailed explanation of why the extension is necessary. To obtain prompt sponsor approval, fax a written request to HJF's OSP or Contracting Department and include the following information:

• The amount of additional time needed to complete the awarded scope of work;
• An explanation of why the extension is necessary (including why the project is not complete);
• What objectives will be met during the extension period; and
• The amount of the current balance in the account and an explanation of how the remaining funds will be used (justification cannot be "to use up the remaining funds").

Transfer a Project

To transfer an individual contract or grant from another institution to HJF, the other institution must relinquish the original award to the sponsoring agency. Investigators must also obtain prior approval from the original funding agency and from the new institution. HJF will then submit a new application, provided by the PI, to that agency for support of the remainder of the project.

The transfer of individual contracts or grants from HJF to another institution is allowed with concurrence from the PI's current institution and the sponsor. Transfers of individual projects must comply with all programmatic and administrative sponsor agency regulations. HJF's Contracting Department or OSP is responsible for relinquishing the original award to the sponsoring agency.