Librarian's Handbook for Seeking, Writing, and Managing Grants

By Sylvia D. Hall-Ellis; Stacey L. Bowers et al. | Go to book overview

CHAPTER 12
Project Closeout

For a multi-year project, the Principal Investigator (Project Director) should determine if budget modifications or programmatic changes need to be requested from the grantor about one fiscal year quarter before the funding period ends. This request is the first step in beginning to close out the grant. Several steps need to be taken to ensure that the project will be closed, audits can be conducted, and reporting is completed. Concurrent with the beginning of the project closeout, the Principal Investigator needs to verify the amount of unencumbered funds and the status of expenditures to ensure that budget categories have not been over- or under-expended. Any unused project funds should be encumbered not more than 30 days before the end of the grant period. All equipment purchased should be inventoried and a project evaluation should be completed.

The Principal Investigator should notify the project team and human resources office to ensure that forms are filed and library employment requirements for termination are prepared. When all of the project activities have been completed, the Principal Investigator must work with the library’s finance director to prepare financial and programmatic reports for the grantor. Completing the financial work for the project includes paying all invoices, collecting any monies due, and closing out accounts. The project account will be closed on the last day of the funding period. The experienced Principal Investigator will share narrative and financial reports with library administrators before submitting them to the grantor.

Programmatic and financial audits may be conducted to ensure that the grant funds paid for the activities described in the grant application. The Principal Investigator may work with a library representative and the

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Librarian's Handbook for Seeking, Writing, and Managing Grants
Table of contents

Table of contents

  • Title Page iii
  • Contents v
  • Preface xi
  • Introduction xv
  • Part 1 - Grant Development 1
  • Chapter 1 - Planning- The Core of Proposal Development 3
  • Chapter 2 - Project Design 41
  • Chapter 3 - Project Narrative 65
  • Chapter 4 - Project Personnel 85
  • Chapter 5 - Project Evaluation 101
  • Chapter 6 - Budget Development 141
  • Chapter 7 - Appendices 167
  • Part 2 - Implementation and Management 183
  • Chapter 8 - After the Proposal 185
  • Chapter 9 - Implementing the Project 195
  • Chapter 10 - Managing the Project Day-to-Day 225
  • Chapter 11 - Project Accountability 253
  • Chapter 12 - Project Closeout 289
  • Glossary of Grant Terms 291
  • Bibliography 299
  • Index 305
  • About the Authors 315
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